REDCap - Clinical Data Pull from Epic

What is 'Clinical Data Pull' (CDP)?

Clinical Data Pull is a special feature for importing data into REDCap from an EHR (electronic health record system), such as Epic, Cerner, etc. It provides an adjudication process whereby REDCap users can approve all incoming data from the EHR before it is officially saved in their REDCap project. Clinical Data Pull can only be enabled by a REDCap Administrator, so you should contact them if you wish to utilize Clinical Data Pull for this project.

How 'Clinical Data Pull' works

Clinical Data Pull has the ability to fetch data from the EHR system both manually in real time and automatically at a regular interval. From the EHR interface, Clinical Data Pull can create new records in a CDP-enabled REDCap project. Additionally, if a user knows the patient identifier (e.g. medical record number), then they could optionally enter the MRN for a record in a CDP-enabled REDCap project, after which it will then go and immediately retrieve the patient data from the EHR in real time.

Enabling the feature

After a REDCap administrator has enabled the CDP for your REDCap project, the adminstrator can then give any user in the project access to the CDP (assuming the user has been authorized to access source system data), in which the user can be given user privileges to perform the mapping/setup process and/or to adjudicate/import data from the source system. Only an administrator can grant individuals access to begin utilizing the CDP. After being granted access to the CDP, the user will then see the CDP step on the Project Setup page where they can navigate to the CDP mapping/setup page, which allows the user to map fields already created in their REDCap project to fields from the external source system. This mapping allows REDCap to know how where to put the data when importing it from the external system.

The field mapping process

A user on the mapping/setup page can choose any available fields from the external source system to map to one of their REDCap project fields. (Note: This assumes that the user has already created their data collection instruments and fields in their project.) There are two types of fields that may be mapped: 1) one-time data fields, and 2) temporal data fields. One-time data fields are those where data will only be stored one time in the source system, such as demography data. Conversely, temporal data fields are those where data may be collected many times over a period of time (e.g., labs, vitals, any kind of longitudinal data). When mapping temporal fields, you must also specify a REDCap date/datetime field that will be used for determining the window of time in which it should look when fetching data from the source system. It will determine the window of time in conjunction with the day offset value defined on the mapping page. For example, if the value of the mapped REDCap date/datetime field is 2001-11-29 and the day offset is 1 day, it will query the source system and return only data saved for the field from 2001-11-28 until 2001-11-30. Any source data outside of that range will be ignored during the adjudication process. It is important to note that the source data for a temporal field will NOT be fetched from the external source system UNLESS its associated REDCap date/datetime field has a value. Once a value is entered for the associated date/datetime field, source data will then be fetched for that temporal field.

There are a few demography fields (race, sex, and ethnicity) that, if used in a project, are required to have their choices coded a very specific way. Listed below are the codings that should be used for these fields.

gender F, Female M, Male UNK, Unknown
ethnicity 2135-2, Hispanic or Latino 2186-5, Not Hispanic or Latino 2137-8, Spaniard 2148-5, Mexican 2155-0, Central American 2165-9, South American 2178-2, Latin American 2180-8, Puerto Rican 2182-4, Cuban 2184-0, Dominican 2138-6, Andalusian 2139-4, Asturian 2140-2, Castillian 2141-0, Catalonian 2142-8, Belearic Islander 2143-6, Gallego 2144-4, Valencian 2145-1, Canarian 2146-9, Spanish Basque 2149-3, Mexican American 2150-1, Mexicano 2151-9, Chicano 2152-7, La Raza 2153-5, Mexican American Indian 2156-8, Costa Rican 2157-6, Guatemalan 2158-4, Honduran 2159-2, Nicaraguan 2160-0, Panamanian 2161-8, Salvadoran 2162-6, Central American Indian 2163-4, Canal Zone 2166-7, Argentinean 2167-5, Bolivian 2168-3, Chilean 2169-1, Colombian 2170-9, Ecuadorian 2171-7, Paraguayan 2172-5, Peruvian 2173-3, Uruguayan 2174-1, Venezuelan 2175-8, South American Indian 2176-6, Criollo UNK, Unknown
race 1002-5, American Indian/Alaska Native 2028-9, Asian 2076-8, Native Hawaiian or Other Pacific Islander 2054-5, Black or African American 2106-3, White 1004-1, American Indian 1735-0, Alaska Native 1006-6, Abenaki 1008-2, Algonquian 1010-8, Apache 1021-5, Arapaho 1026-4, Arikara 1028-0, Assiniboine 1030-6, Assiniboine Sioux 1033-0, Bannock 1035-5, Blackfeet 1037-1, Brotherton 1039-7, Burt Lake Band 1041-3, Caddo 1044-7, Cahuilla 1053-8, California Tribes 1068-6, Canadian and Latin American Indian 1076-9, Catawba 1078-5, Cayuse 1080-1, Chehalis 1082-7, Chemakuan 1086-8, Chemehuevi 1088-4, Cherokee 1100-7, Cherokee Shawnee 1102-3, Cheyenne 1106-4, Cheyenne-Arapaho 1108-0, Chickahominy 1112-2, Chickasaw 1114-8, Chinook 1123-9, Chippewa 1150-2, Chippewa Cree 1153-6, Chitimacha 1155-1, Choctaw 1162-7, Chumash 1165-0, Clear Lake 1167-6, Coeur D'Alene 1169-2, Coharie 1171-8, Colorado River 1173-4, Colville 1175-9, Comanche 1178-3, Coos, Lower Umpqua, Siuslaw 1180-9, Coos 1182-5, Coquilles 1184-1, Costanoan 1186-6, Coushatta 1189-0, Cowlitz 1191-6, Cree 1193-2, Creek 1207-0, Croatan 1209-6, Crow 1211-2, Cupeno 1214-6, Delaware 1222-9, Diegueno 1233-6, Eastern Tribes 1250-0, Esselen 1252-6, Fort Belknap 1254-2, Fort Berthold 1256-7, Fort Mcdowell 1258-3, Fort Hall 1260-9, Gabrieleno 1262-5, Grand Ronde 1264-1, Gros Ventres 1267-4, Haliwa 1269-0, Hidatsa 1271-6, Hoopa 1275-7, Hoopa Extension 1277-3, Houma 1279-9, Inaja-Cosmit 1281-5, Iowa 1285-6, Iroquois 1297-1, Juaneno 1299-7, Kalispel 1301-1, Karuk 1303-7, Kaw 1305-2, Kickapoo 1309-4, Kiowa 1312-8, Klallam 1317-7, Klamath 1319-3, Konkow 1321-9, Kootenai 1323-5, Lassik 1325-0, Long Island 1331-8, Luiseno 1340-9, Lumbee 1342-5, Lummi 1344-1, Maidu 1348-2, Makah 1350-8, Maliseet 1352-4, Mandan 1354-0, Mattaponi 1356-5, Menominee 1358-1, Miami 1363-1, Miccosukee 1365-6, Micmac 1368-0, Mission Indians 1370-6, Miwok 1372-2, Modoc 1374-8, Mohegan 1376-3, Mono 1378-9, Nanticoke 1380-5, Narragansett 1382-1, Navajo 1387-0, Nez Perce 1389-6, Nomalaki 1391-2, Northwest Tribes 1403-5, Omaha 1405-0, Oregon Athabaskan 1407-6, Osage 1409-2, Otoe-Missouria 1411-8, Ottawa 1416-7, Paiute 1439-9, Pamunkey 1441-5, Passamaquoddy 1445-6, Pawnee 1448-0, Penobscot 1450-6, Peoria 1453-0, Pequot 1456-3, Pima 1460-5, Piscataway 1462-1, Pit River 1464-7, Pomo 1474-6, Ponca 1478-7, Potawatomi 1487-8, Powhatan 1489-4, Pueblo 1518-0, Puget Sound Salish 1541-2, Quapaw 1543-8, Quinault 1545-3, Rappahannock 1547-9, Reno-Sparks 1549-5, Round Valley 1551-1, Sac and Fox 1556-0, Salinan 1558-6, Salish 1560-2, Salish and Kootenai 1562-8, Schaghticoke 1564-4, Scott Valley 1566-9, Seminole 1573-5, Serrano 1576-8, Shasta 1578-4, Shawnee 1582-6, Shinnecock 1584-2, Shoalwater Bay 1586-7, Shoshone 1602-2, Shoshone Paiute 1607-1, Siletz 1609-7, Sioux 1643-6, Siuslaw 1645-1, Spokane 1647-7, Stewart 1649-3, Stockbridge 1651-9, Susanville 1653-5, Tohono O'Odham 1659-2, Tolowa 1661-8, Tonkawa 1663-4, Tygh 1665-9, Umatilla 1667-5, Umpqua 1670-9, Ute 1675-8, Wailaki 1677-4, Walla-Walla 1679-0, Wampanoag 1683-2, Warm Springs 1685-7, Wascopum 1687-3, Washoe 1692-3, Wichita 1694-9, Wind River 1696-4, Winnebago 1700-4, Winnemucca 1702-0, Wintun 1704-6, Wiyot 1707-9, Yakama 1709-5, Yakama Cowlitz 1711-1, Yaqui 1715-2, Yavapai Apache 1717-8, Yokuts 1722-8, Yuchi 1724-4, Yuman 1732-7, Yurok 1011-6, Chiricahua 1012-4, Fort Sill Apache 1013-2, Jicarilla Apache 1014-0, Lipan Apache 1015-7, Mescalero Apache 1016-5, Oklahoma Apache 1017-3, Payson Apache 1018-1, San Carlos Apache 1019-9, White Mountain Apache 1022-3, Northern Arapaho 1023-1, Southern Arapaho 1024-9, Wind River Arapaho 1031-4, Fort Peck Assiniboine Sioux 1042-1, Oklahoma Cado 1045-4, Agua Caliente Cahuilla 1046-2, Augustine 1047-0, Cabazon 1048-8, Los Coyotes 1049-6, Morongo 1050-4, Santa Rosa Cahuilla 1051-2, Torres-Martinez 1054-6, Cahto 1055-3, Chimariko 1056-1, Coast Miwok 1057-9, Digger 1058-7, Kawaiisu 1059-5, Kern River 1060-3, Mattole 1061-1, Red Wood 1062-9, Santa Rosa 1063-7, Takelma 1064-5, Wappo 1065-2, Yana 1066-0, Yuki 1069-4, Canadian Indian 1070-2, Central American Indian 1071-0, French American Indian 1072-8, Mexican American Indian 1073-6, South American Indian 1074-4, Spanish American Indian 1083-5, Hoh 1084-3, Quileute 1089-2, Cherokee Alabama 1090-0, Cherokees of Northeast Alabama 1091-8, Cherokees of Southeast Alabama 1092-6, Eastern Cherokee 1093-4, Echota Cherokee 1094-2, Etowah Cherokee 1095-9, Northern Cherokee 1096-7, Tuscola 1097-5, United Keetowah Band of Cherokee 1098-3, Western Cherokee 1103-1, Northern Cheyenne 1104-9, Southern Cheyenne 1109-8, Eastern Chickahominy 1110-6, Western Chickahominy 1115-5, Clatsop 1116-3, Columbia River Chinook 1117-1, Kathlamet 1118-9, Upper Chinook 1119-7, Wakiakum Chinook 1120-5, Willapa Chinook 1121-3, Wishram 1124-7, Bad River 1125-4, Bay Mills Chippewa 1126-2, Bois Forte 1127-0, Burt Lake Chippewa 1128-8, Fond du Lac 1129-6, Grand Portage 1130-4, Grand Traverse Band of Ottawa/Chippewa 1131-2, Keweenaw 1132-0, Lac Courte Oreilles 1133-8, Lac du Flambeau 1134-6, Lac Vieux Desert Chippewa 1135-3, Lake Superior 1136-1, Leech Lake 1137-9, Little Shell Chippewa 1138-7, Mille Lacs 1139-5, Minnesota Chippewa 1140-3, Ontonagon 1141-1, Red Cliff Chippewa 1142-9, Red Lake Chippewa 1143-7, Saginaw Chippewa 1144-5, St. Croix Chippewa 1145-2, Sault Ste. Marie Chippewa 1146-0, Sokoagon Chippewa 1147-8, Turtle Mountain 1148-6, White Earth 1151-0, Rocky Boy's Chippewa Cree 1156-9, Clifton Choctaw 1157-7, Jena Choctaw 1158-5, Mississippi Choctaw 1159-3, Mowa Band of Choctaw 1160-1, Oklahoma Choctaw 1163-5, Santa Ynez 1176-7, Oklahoma Comanche 1187-4, Alabama Coushatta 1194-0, Alabama Creek 1195-7, Alabama Quassarte 1196-5, Eastern Creek 1197-3, Eastern Muscogee 1198-1, Kialegee 1199-9, Lower Muscogee 1200-5, Machis Lower Creek Indian 1201-3, Poarch Band 1202-1, Principal Creek Indian Nation 1203-9, Star Clan of Muscogee Creeks 1204-7, Thlopthlocco 1205-4, Tuckabachee 1212-0, Agua Caliente 1215-3, Eastern Delaware 1216-1, Lenni-Lenape 1217-9, Munsee 1218-7, Oklahoma Delaware 1219-5, Rampough Mountain 1220-3, Sand Hill 1223-7, Campo 1224-5, Capitan Grande 1225-2, Cuyapaipe 1226-0, La Posta 1227-8, Manzanita 1228-6, Mesa Grande 1229-4, San Pasqual 1230-2, Santa Ysabel 1231-0, Sycuan 1234-4, Attacapa 1235-1, Biloxi 1236-9, Georgetown (Eastern Tribes) 1237-7, Moor 1238-5, Nansemond 1239-3, Natchez 1240-1, Nausu Waiwash 1241-9, Nipmuc 1242-7, Paugussett 1243-5, Pocomoke Acohonock 1244-3, Southeastern Indians 1245-0, Susquehanock 1246-8, Tunica Biloxi 1247-6, Waccamaw-Siousan 1248-4, Wicomico 1265-8, Atsina 1272-4, Trinity 1273-2, Whilkut 1282-3, Iowa of Kansas-Nebraska 1283-1, Iowa of Oklahoma 1286-4, Cayuga 1287-2, Mohawk 1288-0, Oneida 1289-8, Onondaga 1290-6, Seneca 1291-4, Seneca Nation 1292-2, Seneca-Cayuga 1293-0, Tonawanda Seneca 1294-8, Tuscarora 1295-5, Wyandotte 1306-0, Oklahoma Kickapoo 1307-8, Texas Kickapoo 1310-2, Oklahoma Kiowa 1313-6, Jamestown 1314-4, Lower Elwha 1315-1, Port Gamble Klallam 1326-8, Matinecock 1327-6, Montauk 1328-4, Poospatuck 1329-2, Setauket 1332-6, La Jolla 1333-4, Pala 1334-2, Pauma 1335-9, Pechanga 1336-7, Soboba 1337-5, Twenty-Nine Palms 1338-3, Temecula 1345-8, Mountain Maidu 1346-6, Nishinam 1359-9, Illinois Miami 1360-7, Indiana Miami 1361-5, Oklahoma Miami 1366-4, Aroostook 1383-9, Alamo Navajo 1384-7, Canoncito Navajo 1385-4, Ramah Navajo 1392-0, Alsea 1393-8, Celilo 1394-6, Columbia 1395-3, Kalapuya 1396-1, Molala 1397-9, Talakamish 1398-7, Tenino 1399-5, Tillamook 1400-1, Wenatchee 1401-9, Yahooskin 1412-6, Burt Lake Ottawa 1413-4, Michigan Ottawa 1414-2, Oklahoma Ottawa 1417-5, Bishop 1418-3, Bridgeport 1419-1, Burns Paiute 1420-9, Cedarville 1421-7, Fort Bidwell 1422-5, Fort Independence 1423-3, Kaibab 1424-1, Las Vegas 1425-8, Lone Pine 1426-6, Lovelock 1427-4, Malheur Paiute