IU Health Cerner Access

The ECRO team will manage all research access for IU Health.  The HIPAA Privacy Rule establishes the conditions under which protected health information may be used or disclosed by covered entities for research purposes.  Documentation of Institutional Review Board (IRB) approval is required.  Conditions include one of more of the following:

• • A research participant authorizes the use or disclosure of information about him or herself for research purposes. This can occur two ways
    • • • A separate Authorization to release PHI for research purposes
        • Authorization language as part of the informed consent
  • If the IRB has granted a waiver of the authorization requirement
  • Preparatory to Research

IU and IU Health are separate legal entities.  IU Health is a covered entity and required to follow HIPAA rules prior to permitting access to the EMR.

Before you apply: Please gather the following information prior to submitting your REDCap request for access to IU Health research-related systems. 

• • Immediate Supervisor Information (Full name, work e-mail)
  • IU Health Sponsor Information (Full name, work e-mail)-your direct supervisor can assist with identifying an appropriate IU Health sponsor
  • An IU IRB number of the study you are working on (only one protocol is necessary)
  • Your Research Organization Affiliation

Access Request Process: 

1. Read FAQ
2. Research Team: Complete Researcher Access REDCap Survey.
3. Research Monitor/Auditor:  Complete Monitor Access REDCap Survey.
   1. The study coordinator will complete for the monitor.
4. The Research Access Support Specialist (RASS) will review the REDCap Survey and may send additional questions to help determine the level of access needed for each individual.
5. If access is approved, an automated notification will be sent to the IU Health sponsor.  The IU Health sponsor must approve to move forward with access.
6. The RASS will enter the individual into Oracle.  The RASS will serve as the line manager in Oracle.
7. Requester will receive the following emails:
   1. An email with your NT ID (user name for access to IU Health systems.)
   2. Username:  NTID@iuhealth.org
   3. An email with password.
   4. An email with required Oracle Learn Trainings based upon their research non-worker role
8. Information about the use of Microsoft Authenticator will be provided.  Microsoft authenticator will be required to access the EMR and Oracle Learn trainings.
9. Complete the Oracle Trainings within 30 days or your Cerner access will be terminated.

If any of the following scenarios occur, please notify the Research Access Team by emailing clinicalresearchsupport@iuhealth.org to ensure that access is appropriately terminated for security reasons, as certain restrictions apply due to HIPAA regulations.

• You are leaving IU
• A team member who reports to you or that you supervise is leaving IU.
• You are changing departments and have a new supervisor
• A team member that reports to you or that you supervise is changing departments and no longer needs Cerner access for research purposes. 
• You or a team member no longer need Cerner access for research purposes. 

• Indiana University IU School of Medicine Students
  • If assisting with research as part of an academic program or rotation- email docs@iuhealth.org to set up research access (you will be granted a view only access to Cerner)
• Summer Internships
  • Volunteer research assistant positions will not be provided access to Cerner.
  • To obtain Cerner access during summer, one of the following conditions must be met: 
    • Student must be hired by IU and/or paid for their participation in research 
    • Must be part of an established vetted IU research program
    • Or obtaining IU academic credit for their participation in research.
• Students from schools other than IU will not receive access to the EMR.

• IU Health sponsors are not permitted to submit on your behalf, nor is the IU Health sponsor permitted to enter researchers in Oracle. Entry into Oracle must be performed by the ECRO Research Access Support Specialist. 
• To maintain access to IU Health and IU Systems, annual renewal of your request must be submitted, and annual training modules must be completed. More information on the training modules is below in the IU Health Oracle Learn section.