Studies using Oncore and with a study record in Health Link may be eligible to recruit subjects through MyChart, UW Health’s patient portal. Study teams should describe this as a recruitment modality in IRB application materials and include invitation language using the approved UW Health invitation template (see below). Note, while IRB approval to recruit through MyChart is a requirement, study teams must also comply with UW Health requirements for such MyChart use. Please see MyChart Recruitment FAQs for UW Health requirements and information on the process for obtaining approval and submitting a request.

Study teams should consider the following in determining whether MyChart is an appropriate recruitment modality for a given study:

• Sensitivity of the research. Many patients allow proxy access to MyChart. Any recruitment invitations would be visible to both the patient and any proxies to whom they have granted MyChart access. Study teams should consider whether this creates a confidentiality concern.
• Adequate study population with MyChart Access. Only a subset of UW Health patients actually use MyChart. Study teams should consider whether this will unintentionally limit diversity of recruitment and potentially impact generalizability of data.

Once UW Health and IRB approvals are in place, study teams will submit a recruitment request through the Clinical Research Data Services (CRDS). CRDS will assist in determining whether there is an adequate study population with MyChart access and if so, identify potentially eligible subjects based on parameters provided by the study team. Only those patients identified through CRDS can receive a research study invitation through MyChart.

The following is suggested language study teams may use to describe the use of MyChart recruitment in IRB materials:

One recruitment modality we plan to use is MyChart, UW Health’s patient portal. We will obtain all needed approvals from UW Health and the Clinical Research Data Service and follow the required workflows. We will/have create(d) an OnCore study record that is interfaced with Health Link and will track individual level recruitment in OnCore. Once approvals are in place, the IRB-approved invitation will be posted to invited participants’ Research Studies page in MyChart and patients will initiate contact with study team if interested.

The following patient-facing invitation language should be edited by study teams and included in IRB materials:

Bold text in brackets to be filled in by study team.

You are invited to participate in a research study: [Patient-facing Title of Study]. The lead researcher is [Principal Investigator name and credentials] with [Principal Investigator’s affiliation/department].

The purpose of this research study is [Brief Description].

If you are interested in participating or have questions about the study, please click on the “I’m interested” button below and a study team member will reach out to you, or you may contact the study team at [Information on how to contact study team].

How to opt out of receiving messages about this research study
If you are not interested in participating and you would no longer like to receive MyChart messages about this study, please click on “No, thank you” below.

How to opt out of receiving recruitment messages for any or all research studies
If you would no longer like to receive messages about research opportunities at UW Health, please call the UW Clinical Trials Institute at 608-265-3132 . You will be asked for your information such as name, date of birth and address so we can make sure you are added to the list of patients who do not want to receive research recruitment messages. This information will be stored in a secure location.

If you opt out of receiving messages about research opportunities, your health care team may still contact you about clinical research for which you might be eligible.