Maestro Care (Epic) is the unified electronic medical record and clinical care application for Duke Health. Epic go-live deployment for all of Duke Health was completed on March 1, 2014 and is the primary health record application at Duke University Hospital, Duke Children’s Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care Physicians Network, and all affiliates of Duke Health.
The goal of Maestro Care at Duke Health is to provide one system unifying all health record information for the patient and accessible to all members of the Duke Health care team. One patient, one record and one bill for each patient at all locations to improve efficiency and information sharing for our providers and staff to ensure the best possible care for our patients.
In May 2018, Maestro Care integrated with OnCore as the system-wide CRMS (Clinical Research Management System). Clinical research data relevant to patient care should be in Maestro Care and viewable by the extended care team just like other clinical data.
This page provides links to services offered and support. For additional assistance with any of these topics, please contact the Maestro Care Research team via email: docr-maestrocare@duke.edu.
Content from the Duke Office of Clinical Research is now live on myRESEARCHpath!
Office Hours
Research Maestro Care Tools Office Hours are held every Thursday from 2:00 to 3:00 p.m. via Zoom. Zoom link for office hours.
For information about Maestro Care access for students, volunteers and visiting trainees please refer to the Policy on the Process for Adding Duke Students, Unpaid Volunteers, and Visiting Trainees/Interns to Study Personnel.
Maestro Care Access Requirements
A user's ability to perform tasks in Maestro Care is determined by their security access template. Research templates are assigned to staff based on job title. For staff in Clinical Research Professional (CRP) job titles, the Clinical Research Specialist template permits the least number of functions to be performed, while a user with access on the CRC-Licensed template can perform the most activities and workflows. Users who are in jobs eligible for Maestro Care access may have access to the template that corresponds to their job title or any other template with fewer permitted functions. Users must complete required training in the Duke Learning Management System (LMS) to receive access to Maestro Care.
In addition to the training requirements listed below, end users who need access to Maestro Care on the Clinical Research Nurse Coordinator or Oncology Coordinator Nurse template must also complete nurse credentialing requirements to get access.
Staff who are not in CRP positions must be in a paid Duke Health position, be listed as Key Personnel on a study in iRIS, and complete required training in the LMS to get Maestro Care access. Access for staff in non-CRP job titles who meet these criteria is typically on the Research View Only or Research View Only with SlicerDicer template.
Training Requirements
Clinical Research Specialist (CRS) – Clinical Research Specialist Access
- Maestro Care Clinical Research View Only
- Prompt Reporting to the IRB WBT - DOCR
- RL6 Solutions Safety Reporting System (SRS) Reporter Training
Clinical Research Specialist, Sr. (CRS, Sr.) – Clinical Research Specialist, Sr. Access
- Maestro Care Clinical Research 100
- Prompt Reporting to the IRB WBT - DOCR
- RL6 Solutions Safety Reporting System (SRS) Reporter Training
Clinical Research Coordinator (CRC), Research Program Leader (RPL), Assistant Research Practice Manager (ARPM), or Research Practice Manager (RPM) – CRC-Nonlicensed Access
- Clinical Research Billing Compliance
- Maestro Care Clinical Research 100
- Prompt Reporting to the IRB WBT - DOCR
- RL6 Solutions Safety Reporting System (SRS) Reporter Training
- Timelines, Research Ordering and Essential Linking in Maestro Care - DOCR
Clinical Research Nurse Coordinator (CRNC), RPL who is a Registered Nurse (RN), ARPM who is a RN, or RPM who is a RN – CRC-Licensed Access
- Clinical Research Billing Compliance
- Maestro Care Clinical Research 100
- Prompt Reporting to the IRB WBT - DOCR
- RL6 Solutions Safety Reporting System (SRS) Reporter Training
- Timelines, Research Ordering and Essential Linking in Maestro Care - DOCR
Oncology Coordinator Nurse Template (ONBCN) – ONCBCN CRC-Licensed Access
- Clinical Research Billing Compliance
- Maestro Care Clinical Research 100
- Prompt Reporting to the IRB WBT - DOCR
- RL6 Solutions Safety Reporting System (SRS) Reporter Training
- Timelines, Research Ordering and Essential Linking in Maestro Care - DOCR
- PRO1 MC New Faculty Oncology Provider (Recorded) or other DOCR designated course
Staff in non-CRP Positions – Research View Only or Research View Only with SlicerDicer Access
- Maestro Care Clinical Research View Only
LMS Offering IDs for Required Courses
- Clinical Research Billing Compliance – 00180296 [This course is required annually.]
- Maestro Care Clinical Research View Only – 00031403
- Maestro Care Clinical Research 100 – 00129623
- Prompt Reporting to the IRB WBT - DOCR – 00148966 [This course is required annually.]
- RL6 Solutions Safety Reporting System (SRS) Reporter Training – 00046751
- Timelines, Research Ordering and Essential Linking in Maestro Care - DOCR – 00142358 [This course is required annually.]
- PRO1 MC New Faculty Oncology Provider (Recorded) or other DOCR designated course. [Must be registered for course by DOCR]
When to Use DOCR Maestro Care Analysts vs. ACE Research for Maestro Care Data
DOCR Maestro Care and Analytics Center of Excellence
Silent Alerts/Reports
Optimizing the EHR for research workflows and recruitment
Maestro Care Recruitment Alerts/Reports
- Enhance recruitment efforts for research studies
- Improve efficiency and decrease time mining through charts
- Alert researchers based on certain triggers to increase the chances that a potential subject is identified within a short timeframe
- Alerts can be silent or readily visible depending on the needs of the study
- Can work within the provider workflow to guide patient care decisions in real-time
MyChart for Recruitment
- Identify potentially eligible patients in Maestro Care based on discretely documented study inclusion/exclusion criteria
- Invite patients to learn more about your study via the MyChart portal
- Include an IRB-approved description of the study in the invitation
- Receive an In-basket notification if a patient responds to the invite
To request a Maestro Care Research Consult, please select below
Request Maestro Care Research Consult
Maestro Care for Research Tip Sheets - a Duke Box folder containing the following Maestro Care information:
Maestro Care News & Updates
- Information about Maestro Care upgrades
Tip Sheets
- Add a Timeline and Link Encounters to the Study
- Addressing Order Deficiencies in Maestro Care
- Canceling Orders Tip Sheet
- Check Out Process Clinical Research Pickett Road
- Cleaning Up the In Basket Tip Sheet
- Commonly Used Research Reports
- Corresponding Enrollment Statuses in OnCore and Maestro Care
- Cosigning Orders Made Easy - Inpatient Outpatient
- Create a CRC Research Encounter to Add a Consent Note
- Create a CRC Research Encounter
- Create an Orders Only Encounter
- DEPRU Research Therapy Plans
- DOCR Maestro Care and Analytics Center of Excellence
- EMR Part 11 Compliance
- Erroneous Encounter Tip Sheet
- Finding and Using the Generic Research Blood SmartSet Tip Sheet
- How and When to Add a Patient Billing Complete Date Tip Sheet
- How My Duke Health (MyChart) Recruitment Works
- How to Add or Remove a Column in My Schedule
- How to Create a My Schedule
- How to Create or Modify a Patient List
- How to Create SmartPhrases
- How to Edit a SmartPhrase Tip Sheet
- How to Enter a Home Med, Patient Reported Med, or Add a Med to Patient List Tip Sheet
- How to Enter a Research Note
- How to Run and Utilize the Verbal Consent to Schedule Status Report RSH032A-003
- How to Run RSH005 Patients Needing Coordinator Review Report
- How to Run RSH020 Research Study Enrollment Report
- How to Run RSH022A Appointments for Research Participants Report Tip Sheet
- How to Run the Pre-Consent Status Screening Log Report (RSH020A-004)
- How to Run the Billing Review Balance for Study Team Report
- How to Send a Research Therapy Plan to a Recipient's In Basket
- In Basket - Check Yourself into a Pool Tipsheet
- In Basket - Pool Manager Tip Sheet
- In Basket - Send a Patient Message
- Inpatient Ordering from a Research SmartSet Tip Sheet
- Lab and Leave Process for Clinical Research Tip Sheet
- Lab Collection and Label Printing Process in Maestro Care Tip Sheet
- Level of Service
- Linking Research Appointments (Encounter) to a Research Study Timeline
- Medicaid ID Tip Sheet
- Messages to Central Grant Scheduling
- Modify Orders Entered from Research SmartSet
- Oncology Radiology SmartSets
- Patient Billing Review Charge Correction
- Placing Outpatient Lab Orders for Research Tip Sheet
- Preconsent Workflow Tip Sheet
- Releasing Orders Tip Sheet
- Requesting a User be Added to the RSH Record
- Requesting Research Patient Appointments via Central Grant Scheduling
- Requesting User Access for Research Applications
- Research Therapy Plans
- Review Orders Waiting Second Sign
- Routing Chemo Orders
- Silent Alert Tip Sheet
- SlicerDicer TipSheet
- SmartSet Orders
- Sponsor Site Questionnaire FAQs Regarding Maestro Care
- Study Eligibility Documentation in a CRC Research Encounter Tip Sheet
- Timelines - Multiple Timelines,New Versions, Editing, and Deleting Tip Sheet
- Using My Duke Health (MyChart) to Recruit Research Participants Flowchart
- Using My Duke Health (MyChart) to Recruit Research Participants
- Using Sticky Notes & Specialty Comments Tip Sheet
- Verbal Consent to Schedule Tip Sheet
- RSH060 Studies Requiring Closeout Action
Maestro Care April 14, 2024 Upgrade
On April 14, 2024 Maestro Care will undergo an upgrade that will involve changes to:
- Chart Search Box location
- My Duke Health (MyChart) Recruitment
- Pregnancy information in Storyboard
- Availability of a Dark Room theme
Please review the Maestro Care 14Apr2024 Upgrade Research Job Aid and use it as a guide as you work in the system after the upgrade.
If you have any questions or need assistance please contact us at docr-maestrocare@dm.duke.edu.
Need an MRN in Maestro Care?
To request Registration/Medical Record Number for “new to Duke” subjects in Maestro Care, please contact HIM via email, HimdataIntegrity@dm.duke.edu, or calling, 919-684-5525. Please provide the following information:
- Name
- DOB
- Gender
- Address
- Phone Number
Maestro Care Transfer Provisioning Process
When a staff member transfers from their current position, their current Maestro Care access will be disabled effective with the SAP transfer date. The staff’s new manager (or designee, as each entity/department processes Maestro access requests) will be required to request Maestro Care access appropriate to the new position by submitting a request via the Service Catalog located in Service Now. Physician and Advanced Practice Provider’s MC access will not be affected by this change. Click here for the Requesting Access tip sheet.
SlicerDicer is a self-service reporting tool within Maestro Care where study teams can see counts of patient populations. Study teams that have an approved Review Preparatory to Research (RPR) or an approved protocol with the DUHS IRB can view potential participants’ PHI for research purposes. To see if you have SlicerDicer access, use the Chart Search box in Maestro Care.
Access the SlicerDicer Tip Sheet here.