In compliance with The Joint Commission's requirements and Fairview policies, non-Fairview employed research staff (NERS) must complete the NERS application process to obtain approval for conducting research tasks in Fairview facilities and systems, unless otherwise noted as exempt from this policy. In addition, NERS applicants who have completed the approval process are required to complete the NERS renewal application process annually for continued access to Fairview's patient care areas and electronic systems.
In the NERS application process you may be subject to the following requirements to ensure compliance with Fairview policies:
Submit the following documentation to Research@Fairview.org:
Research Administration will review your application and supporting documents. Based on Fairview policy, we will determine the next steps required for you to gain NERS approval to perform your research tasks in Fairview locations and/or in Fairview Electronic Health Records (Epic).
You will receive an email response from Research Administration within 5-7 business days of receiving your application. This response will include the next steps in completing the NERS application process. If you don’t receive a response within 5-7 business days, please send an email to Research@fairview.org.
NERS approval must be renewed annually. It is your responsibility to address any changes in your research role at this time. As a reminder, approval only authorizes you to be in the Fairview systems and departments you note on your application. This includes being limited to the patient care tasks you selected on the application.
Research Administration will send reminder emails around 30 days and 15 days before your approval expiration date, but it is your responsibility to meet all renewal requirements by your NERS expiration date. If your approval does lapse, you will be inactivated in all Fairview applications. Fairview Security will be informed to inactivate your badge on that day.
Submit the following documentation to Research@fairview.org:
Complete additional NERS Renewal requirements:
Research Administration will respond with your NERS renewal approval status within 5-7 business days of receiving your NERS renewal application. If you don’t receive a response, please send an email to Research@fairview.org.
At Fairview, the only personnel that are able to care for or interact with patients are those that are either employed by Fairview or are credentialed providers for Fairview. Since Fairview and the University of Minnesota Academic Health Center (AHC) are collaborators, there are University of Minnesota employees who are required to perform research tasks in Fairview locations and/or Fairview’s electronic systems. Fairview only credentials advanced practitioners, so there was no process for University of Minnesota employees to access Fairview resources or patients legitimately.
In 2006, Research Administration developed the Non-Fairview Employed Research Staff application process. Through the NERS application process, researchers can be approved by Research Administration to access Fairview resources. As part of the policy, Research Administration will confirm that the researchers have accomplished the hiring and training requirements similar to Fairview employees or credentialed staff.
If your employment is solely for research purposes, and you are not a credentialed Fairview provider, the NERS process is the only way for you to access Fairview resources legitimately. If you have access, but do not know how you got it, you should contact Research Administration immediately.
If you continue to access the medical record without NERS approval, you are placing yourself at risk. Both Fairview and the AHC are very serious about enforcing privacy policies, and if you are not known as a legitimate user of the medical record you may be subject to disciplinary action.
Your occupational health requirements are determined by your employer. Research Administration will confirm your employer's occupational health policies align with Fairview's before you may access Fairview patients.
If you are employed by or working on behalf of the University of Minnesota, Research Administration will notify UMN Office of Occupational Health and Safety (UOHS) when you submit a NERS application. You are responsible for sending them the required documentation. If you have questions, please contact UOHS at firstname.lastname@example.org or 612-626-5008.
NERS approval is effective for one year after the date you were approved (stated on your approval letter). Research Administration will send you an email reminder 30 days and 15 days before your approval expires. If we do not receive your renewal application by the day your approval lapses, your status will be inactivated. You will need to submit a new application to receive further approval.
All required documentation and action items to be completed as part of your NERS application are determined based on Fairview policy. Research Administration can add or remove any additional requirements at any time during the NERS application process.
For researchers who will solely review Fairview’s electronic health record for research purposes, the following requirements will need to be completed for NERS approval:
For researchers who will be present in Fairview locations and/or interact with Fairview patients for research purposes, the following requirements will need to be completed for NERS approval:
For researchers who will review Fairview’s electronic health record AND interact with Fairview patients for research purposes, the following requirements will need to be completed for NERS approval: