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Onboarding Interns & Research Assistants

A helpful guide to onboarding new research personnel.

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Onboarding Interns & Research Assistants

A helpful guide to onboarding new research personnel.

Managers Checklist

The manager is responsible for requesting access to programs such as LifeChart for incoming employees. Please refer to our checklist for more details.

Manager's Checklist

After accepting a job offer, the new employee will receive an email from HR that will include the Brown University Health Pre-Employment Requirements package.

Pre-Employment Requirements

Onboarding Non-Paid Interns

The steps for onboarding non-paid interns are slightly different than hiring employees. Below you will find the steps:

First, you would need to know if they are receiving school credit.

If they are NOT receiving school credit:

Email internshiprequests@lifespan.org

Include:

  • Intern Name
  • Email Address
  • Approximate duration of internship
  • Indicate intern is NOT receiving credit

If they ARE receiving school credit:

Email InternshipRIH@lifespan.org

Include:

  • Intern Name
  • Email Address
  • Approximate duration of internship
  • Name of School and indicate intern IS receiving credit

In response, the intern (at the email address provided) will receive an email from HR with the confidentiality agreement, orientation handbook and other required documentation that must be signed and returned via email – You will be CC'd on the email. Intern will receive direction to make an appointment with EOHS and must be cleared regarding immunizations. EOHS will provide a clearance form once they are cleared. Intern will bring the clearance form to HR and receive a badge form that will allow them to get a Brown University Health Badge.

Please communicate with your intern and once they are cleared, please submit an IAM request to create their non-employee identity which will generate their email address. Once their identity is created, you can then request additional necessary access. 

Please reach out to Research Administration (Barbara Bancroft) for support with personnel onboarding.

Lifechart Access

Please Note:

  1. ALL individuals (whether employees, or non-employees) are to have only ONE Brown University Health login ID, ONE NetLearning account, and ONE Epic/LifeChart ID. If an individual has more than one such credential, the process described below will occur more slowly because the duplicate IDs will need to be sorted out prior to setting up access.
  2. All research individuals, whether employees or non-employees, should have a Brown University Health email address and NetLearning account so that Research Principal Trainer has a way to contact him/her and can assign the curriculum appropriately.
  3. ALL research-access requests must be approved by Dan Bryant, Director Brown University Health Research Operations, (by the process described below) prior to taking any Research eLearnings or classes.

The process for obtaining Research access in LifeChart is as follows:

A Service request must be submitted for the individual(s) – if available, make Dan Bryant, Director Brown University Health Research Operations, the approver. Indicate what type of Research access he/she is requesting in Epic/LifeChart (Research Read-Only* access, Research Enrollment Assistant access, **, Research Coordinator*** access, or Research Nurse Coordinator **** access). Subsequently, the Research Principal Trainer will receive the ticket, and assign the appropriate curriculum.

Tip sheet for using the System Access Request

If Dan Bryant, Director Brown University Health Research Operations, is not the approver, the Research Principal Trainer, will send Mr. Bryant a copy of the ticket for approval, after which, the Research Principal Trainer will assign the appropriate curriculum.

Once the individual has been approved the following occurs:

Curriculum will be assigned for the individual based on the type of access for which he/she is approved.

For the Research Read Only access*, the individual(s) needs to complete four required e-learnings and a quiz, all of which will be assigned to the individual’s NetLearning account. An email will be sent to the individual at his/her Lifespan email, to let him/her know that the curriculum has been assigned, and that he/she needs to complete and let Dan Bryant know.

*Read Only access allows the user to read the medical record, but not document in the record itself. Once he/she has completed those e-learnings, please email the Research Principal Trainer, A notice is not sent when the eLearnings and quiz are completed. The Research Principal Trainer will then submit him/her for LifeChart access with the read only access, and send the individual an email to let him/her know.

For the Research Enrollment Assistant access,**, the individual(s) need to complete the curriculum for Research Read Only access as a pre-requisite, and attend one in person class (all curriculum must be assigned)

REA100 Research Enrollment Assistant

** Research Enrollment Assistant access provides the same Medical Record access as a Read Only user, but also enables the employee to enroll patients in a study and to view shared notes and notes awaiting co-sign.

For the Research Coordinator access***, the individual(s) need to complete the following in person classes: (curriculum must be assigned)

  • RCH100 Research Coordinator
  • HB140 Research Biller

***Research Coordinator access allows the user to associate patients, appointments, and orders to studies, place orders and route them to appropriate individuals to be signed, and review billing. After he/she has completed all the in-person classes, he/she needs to email the Research Principal Trainer. A notice is not sent when the individual completes all the classes. The Research Principal Trainer will then submit him/her for Research Coordinator access and send the individual an email to let him/her know.

For the Research Nurse Coordinator access****, the individual(s) need to complete the following in person classes: (curriculum must be assigned)

  • Ambulatory Nursing & Clinical Support
  • RCH100 Research Coordinator
  • HB140 Research Biller (not required for Oncology Research Nurse)

****Research Coordinator Nurse access allows the user to associate patients, appointments, and orders to studies, place orders and route them to appropriate individuals to be signed, and review billing. In addition, he/she will be able to perform Nursing functions in LifeChart. After he/she has completed all four in person classes, he/she needs to email the Research Principal Trainer. A notice is not sent when the individual completes all the classes. The Research Principal Trainer will then submit him/her for Research Coordinator Nurse access and send the individual an email to let him/her know. 

More information on the process is available in our process guide.

Obtaining Research Access

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Onboarding Interns & Research Assistants