MiChart Application Process

Overview

MiChart is the Electronic Health Record (EHR) system developed by Epic and used by Michigan Medicine to manage patient data.  The University of Michigan has put together a suite of tools to access patient health data that differ based on the data need, the role of the requestor, and the risk level associated with accessing particular data. 

At the University of Michigan School of Nursing (UMSN), instructors may need access to MiChart in order to teach students how to use an EHR system in a clinical setting. More commonly, researchers may require access to complete their research projects.  This guide outlines the process for applying for MiChart access, depending on the person's role and sponsorship type. 

Note: Access to MiChart should be considered a last resort and only be requested if other forms of clinical data access have been rigorously considered and found inadequate to achieve the goals of the research project. Applying for access to MiChart is not a guarantee that an individual will be granted access. 
 

Who Can Access MiChart

UMSN students and employees are outside of Michigan Medicine, therefore the following criteria must be met to be considered for access to MiChart:

  • Employees: must have a paid position at the University of Michigan.
  • Students: must be enrolled in a for-credit research program or course and the access to Michart must be related to research work associated with the research program or course.  More information can be found here. Students are also required to have their Supervisor, PI, or Mentor fill out the MiChart Research Access Request: DOCTR Request form.  Not all students will receive access and they have additional requirements.  

    Note: If students have MiChart eligibility questions, they can contact their Supervisor, PI, Mentor or reach out to The Data Office for Clinical & Translational Research or call: 734-615-2100
     
  • Visiting Scholars: Must have their Supervisor, PI, or Mentor fill out the MiChart Research Access Request: DOCTR Request form.
  • Affiliate Job Appointments: Must have their Supervisor, PI, or Mentor fill out the MiChart Research Access Request: DOCTR Request form.
  • Volunteers:  Volunteer access is not permitted under any circumstances.

    Access Types & Required Training For UMSN: 
    Researchers: Most people who require access to MiChart for a research project will only need View-Only Access to patients records.  This will require the: MiChart Research View Only Online Curriculum (Course ID: MC-RE20001V).
    Faculty & Instructors: Faculty may have access to MiChart because the hold a position as a medical provider at Michigan Medicine.  They would not have a research role as mentioned above.  If they are having trouble with their account, it may be because it is locked for inactivity.  If they cannot log into MiChart and they have had access in the past, they can call HITS at 734-936-8000  

    All applicants need to be participating in a research study that has an HUM number (human subjects study) to gain access to MiChart Research View Access role. 


MiChart Application Process

  1. A level 2 account is required for MiChart access.  If the applicant does not have a Level 2 account, their supervisor, mentor or PI can request one using this form. 
  2. A supervisor, mentor or PI, will need to submit a UMSN MiChart Request Form. 
    Note: If the applicant is a student, visiting scholar, or holds an Affiliate Job Appointment, the applicant's supervisor will also need to fill out the DOCTR Request form.
  3. We submit the request for MiChart using the Michigan Medicine Account Request Tool (ART): After you pull up the person's account, check the MiChart box and add in the comment box the type of MiChart role they require. (The role will almost always be MC-RE20001V Research View Access)
  4. If training is required, ask Kinnothan to add the MiChart Research View Only Online Curriculum (Course ID: MC-RE20001V) training module to their Cornerstone account.
  5. Send the applicant the Completed Service Request > MiChart Completed template. 
Important Note: When filling out the UMSN MicChart Request form or the DOCTR Request form, applicants must clearly summarize their data needs, specify required MiChart data (with a data dictionary), describe their project role clearly, and explain why the data cannot be obtained through other available tools like DataDirect or EMERSE to improve chances of approval and avoid delays.

 

Accessing MiChart

Since MiChart is hosted by Michigan Medacine, UMSN computers cannot access MiChart directly from their computer since they are not connected to the Michigan Medacine network nor owned and managed by Michigan Medicine.  Once an MiChart access is approved, they will need to go through Windows Virtual Desktop (WVD) and then they can access MiChart from the Start menu.  
 

POC & Additional Questions

MiChart Application Coordinators Team Email: MiChart-Research@med.umich.edu

The Data Office for Clinical & Translational Research 
734-615-2100

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