Leveraging the EHR to Support
Clinical Trials
Research IT develops innovative tools and workflows to integrate research seamlessly into clinical care. Our solutions support recruitment, documentation, billing compliance, and operational efficiency — all within the Epic EHR environment.
We partner with clinicians, researchers, and study teams to streamline study execution, improve patient outcomes, and ensure research data integrity and compliance.
Epic Research Module Overview
Epic is the core Electronic Health Record (EHR) system at UW Medicine and ITHS. Research IT is responsible for the Epic Research Module, offering expert guidance, development, and support for:
Research study configurations
Study-specific augmentations
Feature discovery and implementation
Have a question or need help using Epic for research? Contact the Research IT Helpdesk to get started.
Helping you develop the right tool for your study’s needs.
Epic Research Services We Offer
Research IT provides consulting on building custom functionality for enterprise and study specific tools within the Epic Research module.
Enterprise-Level Support:
Research study and patient enrollment interface design
Research-related ordering tools (CPOE) and patient preference workflows
Recruitment reports and feasibility inquiries
Research billing calendar and protocol troubleshooting
Study-Specific Support:
Recruitment Best Practice Advisories (BPAs)
Custom Reporting Workbench (RWB) reports
Patient registries
Contraindicated medication alerts
Adverse event and real-time InBasket notifications
Research SmartForms and custom documentation tools
Our team can help you use the EHR to run your clinical trial efficiently and effectively.
Epic Research Training & Support
Core Training
Epic Research Fundamentals Course (Required via UW Medicine Learning Hub)
Instructor-led training available for individuals and groups
Tip Sheets & Resources
Available through the UW Medicine EHR Hub
Accessible from the Research Home Dashboard within Epic
Additional Support
In collaboration with the CTMS Program Office, we offer:
CTMS Office Hours (Fridays only)
CTMS Webinar Series
(Details on CTMS Program Office Website)
Rates
The UW has Internal and External billing rates based on the Institution supported and their organizations status and funding source of the project.
Internal UW Rate
With UW Worktags
$150
External Rate
No UW Budget Number
$200
Industry Rate
Internal With Industry
$270
We invoice in the first week of the month for work done in the previous month. This amount will be automatically deducted from the supplied worktag. The billing contact you supply before beginning a consultation will get an invoice (from UW Central Billing) at that time, but generally doesn't have to do a thing.
Examples of our Work
EpicCare Link
Since 2021, we’ve processed over 7,000 monitor access requests via EpicCare Link, which enables secure, time-controlled remote access for study monitors. Access is limited to IRB-approved records released by authorized UW Medicine personnel.
OnCore-Epic Integrations
Research IT developed and maintains the RPE and CRPC interfaces between OnCore and Epic, aligning study and billing data across systems. We’re continually enhancing these integrations with custom APIs and collaboration across CTMS, Bridges, and Data Integration teams.
eMERGE
As part of the national eMERGE research network, UW Medicine is integrating polygenic and monogenic risk scores into Epic. Research IT is supporting the automated ingestion of risk scores and care recommendations, empowering providers to deliver personalized, data-driven care.