Study Monitor & Auditor Data Access Requests | OUHSC Office of the Vice President for Research

Study Monitor and Auditor Access Requests

In order for EHR access to be granted in a timely manner to non-employees (e.g., Auditor, Monitor, etc.), access to records must be requested ahead of time, 2+ weeks in advance.

To request access to Epic for a monitor for a research trial managed by the OU Health Stephenson Cancer Center Clinical Trials Office, please use instructions at the following link. The Cancer Center Clinical Trials Office will provide further instructions for EMR and system access.

SCC Site Monitors/Auditors

For non-oncology studies requesting access for a Study Monitor/Auditor:

Monitors requiring access to Epic EHR must request a new account using the Study Monitor Access Request REDCap form. This will send an email to the study contact email specified in the request, and that individual should 1) verify the requestor is authorized and requesting access to the correct study and 2) submit a request on their behalf to EpicCareLink (link will be provided in email).

Upon approval, the auditor/monitor will receive an Epic logon account, a temporary password, and sign the OU Health EHR user agreement prior to accessing patient records. The auditor/monitor will only have access to assigned patient records associated with a specific research study. This access will be available for a limited, specified amount of time and automatically revoked after the expiration period. If additional time is needed, a new request will be required.

For OnCore or eREG access for study monitors, please email CTMS-Support@ouhsc.edu with details.

For requests to other legacy EHR systems (Meditech, athenaFlow, etc.), a ServiceNow request should be submitted. If the study team does not have a contact with permissions to submit ServiceNow requests, please email BBMC@ouhsc.edu and we will put in a request on your behalf.

Please note, for EHR login issues, OU Health IT will need to reset any forgotten passwords. Monitors will be responsible for remembering passwords and log-in information for OU Health. For security purposes, research study staff will not have access to your passwords.