MyChart Recruitment

Through Epic, we now have the ability to invite patients to studies using MyChart. Inviting patients to participate in research studies through MyChart is a new recruitment approach. In an effort to reduce unnecessary communication, the messages are targeted to patients who may be interested and eligible for studies. The use of MyChart for recruitment requires IRB approval, and extensive care is taken to protect patient privacy. To safeguard patient privacy, PIs and research teams will not be able to see PHI.

Patients can always opt out of receiving future invitations through MyChart.  A patient may either email us at research_recruitment@jhmi.edu or request their provider opt them out by adding an “FYI Flag” to cont contact for research to their Epic Account. We are in the early stages of MyChart recruitment and 4 patients, out of several thousands contacted, requested to opt out.

In a recent survey, we assessed what patients think about MyChart research invitations; 90 percent of surveyed patients agreed that invitations to join research studies are an appropriate use of MyChart. Sixty percent reported that it did not change their satisfaction with being a patient at Johns Hopkins and 40 percent reported that it increased their satisfaction with being a patient at Johns Hopkins. Patients can always opt out of receiving future research invitations through MyChart.

Here are images of what your patient may see when they open MyChart:

 



ROLE OF OFFICE

MyChart Recruitment Service is a collaboration between data analysts, experts in recruitment methods, and clinical researchers that offers a secure method of electronically recruiting potential research participants. Target populations are identified and reached through database queries that are embedded in Epic. Potential participants are messaged via their activated Johns Hopkins MyChart account. Team members at The Office of Recruitment within The Institute for Clinical and Translational Research (ICTR) work together to manage this service. Our goal is to support ongoing research at Johns Hopkins, while also empowering and engaging patients by connecting them with clinical research studies that may be of interest to them.

MyChart Recruitment Service is offered by the Research Participant and Community Partnership Core of the Institute for Clinical & Translational Research (Deputy Director, Cheryl Dennison Himmelfarb). Cassia Lewis-Land manages the day to day operations of the service with support by Kelly Gleason, RN, PhD, Hailey Miller, RN, and the CCDA (Center for Data Analytics) team.

 

FREQUENTLY ASKED QUESTIONS

What is the typical timeline? 

The timeline varies depending on the pace of the study team. The ICTR MyChart team and CCDA will work thoroughly with the study team to ensure a smooth process. Once a study team chooses to utilize MyChart to send research invitations, approval is sought from the MyChart Epic Research Council.  An approval letter from the council is submitted by the research team along with the protocol for IRB review and approval.  After the IRB approves MyChart as a recruitment strategy, we collaborate with the CCDA to create a SQL query, which is used to generate an Epic report of the target population.

What does my study team have to do while using MyChart?

The majority of the work by the study team is completed in the preliminary steps of the process. After the team has IRB approval and the report is generated, the team will establish a timeline and calendar with the MyChart team members. From that point, the MyChart team will handle the sending of messages on a regular basis. As the process is ongoing, the MyChart team will ask study teams to track messages and inquiry rates from our service. The MyChart team will explain this process to the study team before messages are started.

 Will I be able to change my recruitment inclusion/exclusion criteria during? 

After the initial report is generated and messages begin sending, study teams can only change their original inclusion/exclusion criteria if they retract the original report from production and pay for the services again. This process takes several weeks, although is possible.

How frequently can I recruit?

A regular calendar will be established with the MyChart team as you begin. Depending on the size of the report, different frequencies can be established. Study teams choose different frequencies, ranging from every week to every month. This can be adjusted throughout the process.

How many people can I recruit at one time? 

The report size varies depending on a study team’s population of interest and exclusion/inclusion criteria. Bulk messages are sent out to 200-1,000 people at a time depending on population vulnerability and report size.

Who do I contact if I’m interested in MyChart recruitment for my research?

Teams interested in our service are encouraged to contact us at: Research_Recruitment@jhu.edu.  Teams should be aware the service cost ranges from $1,000- 3,000 depending on the complexity of the query created and other factors of work effort.  The CCDA provides free consults and can provide researchers with an idea of pricing so that they can allot a proper amount in budgeting for their project.

 

STUDIES THAT UTILIZED MYCHART RECRUITMENT SERVICE

Principal Investigator Study Topic Population Currently Recruiting
Dr. Corinne Keet Early Peanut Introduction- Translation to Clinical Practice Infants and pediatrics (0-8) Yes
Drs. Robert Findling and Marco A. Grados Adolescent Mood Disorders Pediatrics/

Adolescents

Yes
Dr. Tammy Brady EMPower: Electronic Media Powering positive health changes in youth Adolescents Yes
Dr. Christopher Earley Anemia in females Adults (>18) Yes
Dr. Mark C. Liu

 

Cathelicidin and Vitamin D: Impact on Populations At-Risk and with COPD Young to Older Adults (18-80) No
Dr. Nadia Hansel Clinical Trial of Air Cleaners to Improve Indoor Air Quality and COPD Health

 

Middle-Aged &Older Adults (>40) No
Dr. Susan Carnell Brain and food Pediatrics (3-13) No
Dr. Jennifer Payne Perinatal Mood Disorders Pregnant Women Yes
Dr. Pete Miller III The Diet Gout Trial Adults (>18) Yes
Dr. Kelly Gleason

 

Atrial Fibrillation Middle-aged Adults No
Dr. Lawrence Appel STURDY: Fall reduction and Vitamin D Older Adults (>70) No
Dr. Paul Rosenberg BDPP Treatment for Mild Cognitive Impairment and prediabetes or Type 2 Diabetes Mellitus Middle-Aged & Older Adults (50-80) No
Dr. Nicola Heller Immune Cell Biology and Function in allergic disease Young to Middle-aged Adults (18-45) Yes

 

 

 

If you have further questions or wish to use MyChart for recruitment, please email research_recruitment@jhmi.edu or call 410-361-6467​.