The Process

The dD&T process should be completed by project teams with innovative clinical applications that use FHIR resources and/or Epic APIs. We have laid out a clear and streamlined process to ensure that applications are thoroughly reviewed by all major stakeholders, including clinical, IT, compliance, privacy, legal and risk. Members from dD&T will work closely with your team throughout the process to help facilitate communication, approvals and access to appropriate testing environments. 

UCSF's primary concerns when considering an application for integration with APeX are (1) the application's added clinical value, and (2) the security of patient data. This process is designed to help both UCSF and the application team decide if this collaboration is a good fit.

See below for an overview of each of the three process phases. To begin the process, please complete the intake form.

It is important to note that successful completion of Phase 1 does not guarantee a project will be approved for APeX (UCSF's live instance of Epic). Access to APeX is overseen by a separate group, the Clinical Systems Office of Project Portfolio Management (CS OPPM). If a project team wishes to access APeX, Phases 1 and 2 must be successfully completed before intake by CS OPPM.

Details

Phase 1: Sandbox

In order to be considered for access to the Sandbox, the below steps are required for all project teams.

  1. dD&T Intake Form – Project team submits the dD&T intake form and associated materials via REDCap
    1. Associated materials include
      1. Intake Form
      2. Application screenshots
      3. Application data flow map
      4. Completed UCSF IT Security review
      5. Signed formal agreements (BAA, IP agreement, etc.) – for projects involving external entities
      6. IRB status – for research projects only

NOTE: The intake form must be completed a minimum of two weeks before the committee meeting during which the application review is desired

  1. Meet with your Clinical Guide – Assigned Clinical Guide meets with the project team to review the project in depth and prepare to represent the ask at dD&T
  2. Committee review for Sandbox access – During the Wednesday committee meeting, the Clinical Guide presents the project along with his or her recommendation, and the discussion is opened to the full committee for decisions to grant to access the Sandbox
  3. Committee decision – Within three business days after the committee meeting, the Program Manager sends the applicants the approval status, associated feedback, and next steps.
  4. Play time – Approved Project teams are granted access to the Sandbox to ‘play’ (develop, test, validate the application)

Phase 3: Clinical Systems Intake

This phase is optional and applies only to project teams that wish to access APeX. The process to access APeX is managed by the Clinical Systems Office of Project Portfolio Management (CS OPPM).

  1. dD&T notifies CS OPPM - Upon successful completion of the dD&T process, dD&T will notify the CS OPPM of the project's interest in APeX and provide its written endorsement
  2. CS OPPM Intake Call - CS OPPM will schedule a 15-minute initial intake call with the project lead
  3. Prioritization  - CS Leadership prioritizes requests
  4. BCD/L - If prioritized, a facilitator for a Business Case Document (BCD) is assigned. The facilitator works with Resource Managers and requesting the department to complete the document which includes; scope of work, effort, and timeline.
  5. Privacy Review - In parallel to the CS process, but not included, the project team will need to go through an additional Privacy Review
  6. Leadership approval - Once complete, the BCD/L is sent to Leadership for approval for the project to move forward