Maestro Care for Research

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:

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]
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


DOCR MC Analyst Services Guide

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
  • 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 an Orders Only Encounter
  • Finding and Using the Generic Research Blood Smartset Tip Sheet
  • How and When to Add a Patient Billing Complete Date Tip Sheet
  • How MyChart Recruitment Works
  • How to Add or Remove a Column in My Schedule
  • How to Create a My Schedule
  • 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 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
  • In Basket - Check Yourself into a Pool Tipsheet
  • In Basket - Pool Manager Tip Sheet
  • 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
  • Messages to Central Grant Scheduling
  • Modify Orders Entered from Research SmartSet
  • Oncology Radiology SmartSets
  • Patient Billing Review Charge Correction
  • Releasing Orders Tip Sheet
  • Requesting a User be Added to the RSH Record
  • RequeReview Orders Waiting Second Signsting User Access for Research Applications
  • Review Orders Waiting Second Sign
  • Routing Chemo Orders
  • Silent Alert Tip Sheet
  • SlicerDicer TipSheet
  • Smart Set Orders
  • Sponsor Site Questionnaire FAQs Regarding Maestro Care
  • Timelines - Multiple Timelines New Version Editing and Deleting Tip Sheet
  • Using Sticky Notes & Specialty Comments Tip Sheet
  • RSH060 Studies Requiring Closeout Action
Maestro Care August 2020 Upgrade

On August 16, 2020 Maestro Care will undergo a significant upgrade that will change the way that information appears in the Research Studies Activity.  The changes will distinguish studies that involve both the patient participant and Maestro Care user from those on which the patient participates, but the user is not listed on the RSH record.  The order in which the studies appear on the Research Studies Activity will also depend on which studies the patient and user have in common.  Accessing links for adding a timeline, editing an existing timeline, editing a timepoint for a linked appointment and viewing the appointment link history will also be a bit different. 

Please review the Maestro Care August 16, 2020 Research Upgrade Job Aid and use it as a guide as you navigate the system after the upgrade. 

Additional Upgrade Materials: Clinical Upgrade documents

Storyboard and Widescreen Views

The February 19, 2020 Maestro Care upgrade will include the new Storyboard functionality and widescreen view.  As a result, patient Maestro Care records will have a different appearance.  Storyboard shows the patient’s “story” on the left side of the screen and adapts to the end user’s role and setting.  It replaces the patient header previously located under the Epic toolbar.  The Activities that previously appeared along the left side of the screen will now appear as tabs under the Epic toolbar.  Navigator functions previously located along the left side of the workspace are relocated immediately below the Activities tabs across the top of the workspace.  The widescreen view takes advantage of the wider screens on modern computer monitors.  Both Storyboard and Widescreen are designed to enable providers to work more efficiently by placing the tools used most often on a single screen to reduce clicks and the frequency of screen changes.

For more information on Storyboard and widescreen, check out the following information tip sheet, videos and slides.

Tip Sheet


Storyboard Overview
Transitioning to Storyboard
The Anatomy of Storyboard
Storyboard Layers
Personalizing Your Workspace
Keyboard Shortcuts


“Opt Out” Changing to “Restricted Communication”

As of January 14, 2020, the Maestro Care Research status formerly known as “Opt Out” will be known as “Restricted Communication” for patients who have taken the necessary steps to opt out of research contact. Providers are not prohibited from discussing research opportunities with patients who have a “Restricted Communication” designation when the provider deems the research appropriate for the patient.

Click here to see how the research status appears in Maestro Care now and how it will appear as of January 14, 2020.

Maestro Care October 2019 Upgrade

Maestro Care will be upgraded to the next version of the Epic electronic health record during scheduled maintenance on Sunday, October 13th. Below are updated training materials to support the upgrade.


Printing lab results using Result report (By patient)

Use Result Report (By Patient) to print lab result reports from Maestro Care. Printing using this activity is the recommended legal lab result print document. Additional details are on this printed document, and thus the Chart Review printed document is not recommended. Click here for Tip Sheet.

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,, 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.

Maestro Care Pt Research Studies Change

Starting May 21st, the Maestro Care Pt Research Studies activity will change. You will continue to add a timeline to DUHS Billing studies and enter comments necessary for clinical/research workflows, BUT YOU WILL NO LONGER enter new patient study associations or change patient association statuses. All new patient study associations and any status changes are made in OnCore ONLY moving forward.

Maestro Care Research Ordering Changes

In an effort to improve patient safety, DHTS is making the following changes to orders.

  • Signed and Held orders entered by CRCs from a Research SmartSet have no expiration date currently.  After May 8th , these orders will expire after 15 months. Any signed and held order placed by a CRC before 2-1-2017 will expire on May 8th, 2018.
  • Signed and held Orders that providers enter require a Context. After May 8th , unreleased signed and held orders with a context will be discontinued in 60 days. Any signed and held order placed by a provider prior to 3-10-2018 will expire on May 8th, 2018.


Image of SlicerDicer logo.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.