EMR Access for Research

Students may require access to both Cerner PowerChart and Epic, depending on their research needs. Please review the appropriate process below based on your access needs.

Request Access to CernerRequest Special EMR Access for Research (EPIC)IRB/IRB-Exempt ResearchNon-IRB ResearchCompliance Reminder

Request Access to Cerner

To request access to Cerner PowerChart for research purposes:

Log in to your Wellstar Outlook email account.

https://www.microsoft.com/en-us/microsoft-365/outlook/log-in 

Send an email to: WMCGTPA-help@wellstar.org

WMCGTPA-help@wellstar.org

  Important: 
You must use your Wellstar email address. Emails sent from your AU email address will be marked as undeliverable because this mailbox only accepts messages from internal users. 

Include the following in your request:

  • Full Name
  • OneID (S number)

Request Special EMR Access for Research (EPIC)

Wellstar Compliance actively monitors all EMR activity. EMR access must align with your clinical rotation schedule or approved research activities. If your clinical or research activity is not logged in ACEMAPP, you may be flagged for inappropriate EMR access. 

To avoid compliance issues, all students must submit a Research Disclosure for any research-related EMR use within EPIC.

What You Need to Do

To request special EMR access for research:

  • For each project: submit below or here - Research Disclosure.
  • Ensure all required documentation is completed and uploaded.
  • Wait for review and approval before accessing the EMR for research purposes.

IRB/IRB - Exempt Research

If your project is IRB-approved or IRB-exempt, complete the Research Disclosure form and provide the following:

 Required Information for submission

  • Principal Investigator (PI) name
  • Research period (cannot exceed two years)
  • Signed research authorization form (embedded in the form)
  • IRB designation letter
  • Confirmation of Exhibit A submission (if applicable)

These submissions are reviewed by the Assistant Dean of Scholarly Projects, Dr. Brittany Ange. You will receive an email from MCG’s Student Credentialing Coordinator, approved by Dr. Ange.  

Post-Approval Steps

Once approved: 

  • A rotation will be created in ACEMAPP to reflect your research period  
  • You must be fully compliant in ACEMAPP  
  • Your PI must complete a Preceptor Confirmation Form (PCF)

After the signed PCF is received: 

  • Your rotation will be submitted to Wellstar for final review  
  • You may not access the EMR for research purposes until final Wellstar approval has been received.  

Non - IRB Research

If your project is Non-IRB (e.g., journal submission, conference presentation, course assignment, or QI/QA in partnership with a Wellstar leader), additional documentation and review are required. 

  1. Submit Disclosure above or EPIC Research Access Request:
  2. Submit for Wellstar review & approval below, or Wellstar Compliance Review

2. For Wellstar’s submission, you will also be required to upload: 

 

Data Collection Tool – Instructions 

The Data Collection Tool is required for all Non-IRB projects and must be fully completed before submission.

When completing the tool: 

  • List each specific data field you plan to extract from the EMR (think in terms of individual fields, not general categories)
  • Be specific and intentional
  • Example: Patient age, date of admission, diagnosis code, lab result (HbA1c)
  • Not acceptable: “Patient data,” “demographics,” or “clinical information.” 
  • Ensure your list reflects only the minimum necessary data for your project

After Approval

Once your research disclosure is approved:

  • A rotation will be created in ACEMAPP to reflect your research activity
  • The rotation will span your requested research period
  • (Maximum duration: 2 years)
  • This ensures your EMR access is properly authorized and tracked

 

Compliance Reminder

Failure to disclose research activity may result in a compliance violation if EMR access is audited. 

  • Only approved and disclosed research is authorized for EMR use  
  • All activity must be conducted in the designated research template: 
    Med Student – 3rd/4th Years  

Using the incorrect template or accessing records without authorization may result in loss of access and further review. 

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