Instructions

To help study teams efficiently manage their studies within the service, the following sections outline the key actions you can take. They range from editing study details to managing files, team members, referrals, and profiles. Each process begins with a simple service request, after which you will receive access to your study and can begin entering or updating the necessary details.

If your question is not answered here, please reach out by e-mail to ehrresearchrecruitment@pitt.edu for additional assistance.

Getting Started

  1. To get started, visit: ehrresearchrecruitment.pitt.edu/get-started and fill out the service request form.
  2. We register your study with the EHR Research Recruitment Service, and you then receive an e-mail invitation to access your study.

Please note that you will have to complete this process for each study.

Editing Study Details

  1. Edit the study details that will appear in the study opportunity e-mail that is sent to potential prospects. To do this, click the button from the invite and log in with the credentials you provided.
  2. Then go to the ‘My Studies’ tab which lists your studies and click the ‘Edit’ button. Fill out all the fields under ’Study E-Mail Information’ and ’Study Info at a Glance’. Be sure to click the ‘Save’ button to save your progress.

    The ‘Study IRB Information’ section can be filled in later.

  3. Send yourself a test e-mail by clicking on the “Send Test E-Mail to Me” tab in the sidebar. A copy of this test email is to be included in your IRB submission.

Study Team Member Management

  1. Build your study team by clicking on the ‘Study Team Members’ tab in the sidebar. Once there, click ‘Invite Team Member’ and follow the directions on the screen. Once you have added all your team members, you can pick out options for them, subscribe to e-mail notifications, or designate them as a ‘Study Manager’.

Only a ‘Study Manager’ can edit the study and invite other team members.

Building a Query

  1. Define the eligible patients for your study. In the Query Builder design and export a PDF of the cohort query for eligible patients.

    A valid Pitt or UPMC email is required to access and create a query. Your query should include EHR elements to identify your study cohort (such as diagnosis or procedure codes). It should also include demographic information and be limited to patients who are likely to travel to your location to participate in your study.

  2. Return to the EHR Research Recruitment Service application, and under the ‘Study File’ tab in the sidebar; you upload that PDF with the file type of ‘Query Specifications’.

For additional instructions on building your query

Tutorial for building a query coming soon...

Approvals

  1. Request a review by the EHR Research Recruitment Service. In the sidebar, click on ‘Study Status’ and then click the ‘Request Review’ button. This notifies us to review your study for readiness for an IRB review.
  2. Once the EHR Research Recruitment Service staff approves your study for IRB review, you should submit your study to your IRB of record with the test e-mail and query specification.
  3. After you receive IRB approval, you have the proper details to complete the ‘Study IRB Information’ section on the ‘Study Edit’ page and upload your ‘IRB Notice’ as a PDF under the ‘Study File’ tab.
  4. Request another review by the EHR Research Recruitment Service staff. Again, change the study status through ‘Request Review’ so that we can review your IRB approval notice. Once reviewed, we change the study status to ‘Recruiting’ which includes your study in study opportunity communications.

    At this point you will no longer be able to make edits to that study’s details.

Prospect Referral Management/Monitoring

  1. Contact your referred prospects. They will appear in the ‘Prospect Referrals’ tab with a status of ‘New.’ You should attempt to contact referred prospects within 5 business days of referral and document that contact.

    Study Opportunity communications will be suspended when a referral has not been attempted to contact within 10 business days.

  2. Monitor recruitment for your study. The dashboard on the ‘My Studies’ page shows the number of prospects e-mailed, the number of prospects expressing interest who have been referred to your study, and the number of referred prospects awaiting contact.

Modifying Study Details

  1. Modifications to your study. ‘Study Opportunity’ e-mails must match the current IRB submission. Upload new IRB approval letters when the study is renewed. On the ‘Study Status’ tab click ‘Modify’ and make any changes. Once complete, update the study status to ‘Request Review’. This notifies the EHR Research Recruitment Service staff to review the changes prior to resuming recruitment.