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Epic Integrated Clinical Trial Patient Matching Solution

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Client Industry

A healthtech company focused on clinical trial recruitment, serving contract research organizations, academic medical centers, & others.

Enhancements

  • Automated bulk patient data extraction from Epic
  • Rule-based matching engine aligned to clinical trial criteria
  • Structured patient data normalization
  • Provider-facing candidate dashboard embedded within Epic

Services Delivered

  • Epic FHIR API integration for bulk data retrieval
  • Clinical trial eligibility engine development
  • HIPAA-compliant data pipeline and de-identification framework
  • Epic listing readiness consulting & interoperability validation

The Tech Stack

  • Epic FHIR R4 APIs
  • Python / FastAPI
  • PostgreSQL
  • Apache Kafka
  • AWS (EC2, S3, Lambda)
  • Docker
  • React.js

Project Overview:

clinical epic integration overview
Clinical trial enrollment remains one of the biggest challenges in drug development, with nearly 80% of trials missing enrollment timelines. In many hospitals, manual review of patient charts, lab results, medications, and diagnoses inside the EHR takes place to find eligible participants. This process is slow, difficult to scale, and often causes qualified patients to be missed during recruitment.
In health systems using Epic, the challenge becomes even larger because patient information is spread across encounters, problem lists, and Flowsheets. Folio3 Digital Health developed an Epic-integrated clinical trial matching platform that uses Epic FHIR APIs to pull and organize structured patient data against trial eligibility criteria. The platform automatically identifies matching candidates inside Epic, helping research teams speed up recruitment and reduce the manual effort involved in patient screening.
What's Your Big Idea?
Manual Patient Screening

Research coordinators manually reviewed individual patient charts within Epic to assess trial eligibility

No Bulk Data Extraction

No automated mechanism to extract bulk patient profiles across diagnoses, medications, and lab results

Complex Eligibility Matching

Trial inclusion and exclusion criteria had to be cross-referenced against unstructured chart data

Missed Eligible Patients

Eligible patients were frequently missed due to the time constraints of manual screening

Limited Epic Integration

The platform could not integrate with Epic or participate in the Epic App Orchard ecosystem

Compliance & Data Security Gaps

Patient data handling lacked standardized de-identification and HIPAA-compliant transfer protocols

Connect With Our Experts

Solutions We Delivered

Bulk Patient Data Extraction via Epic FHIR APIs

  • Folio3 developed a FHIR-based data extraction pipeline that programmatically retrieves patient profiles from Epic at scale. The integration pulls structured data across multiple FHIR resources, like Patient demographics, Conditions (problem list), MedicationRequests, Observations (lab results), Encounters, and Procedures. Then it is aggregated into unified candidate profiles. Instead of coordinators opening one chart at a time, the system queries thousands of records in batches, building a searchable patient dataset that reflects the hospital's current population.
Bulk Patient Data Extraction via Epic FHIR APIs
Automated Eligibility Matching Engine

Automated Eligibility Matching Engine

  • Extracted patient profiles feed into a rule-based matching engine that evaluates each candidate against a trial's specific inclusion and exclusion criteria. The engine supports multi-condition logic like age ranges, ICD-10 diagnosis codes, lab value thresholds, active medication classes, and procedure history. This produces a scored eligibility assessment for each patient-trial pair. Coordinators receive a ranked list of candidates rather than an undifferentiated sea of charts, cutting the screening-to-identification cycle from days down to minutes.

Standardized Data Normalization and De-identification

  • Patient data extracted from Epic arrives in varying formats and coding standards across different hospital implementations. Folio3 Digital Health built a normalization layer that maps incoming FHIR data to standardized clinical vocabularies: SNOMED CT for conditions, RxNorm for medications, and LOINC for lab observations, ensuring consistent matching regardless of how individual Epic instances encode their clinical data. A parallel de-identification framework protects health information before any data leaves the hospital's secure environment, maintaining full HIPAA compliance throughout the pipeline.
Standardized Data Normalization and De-identification
Provider-facing Candidate Dashboard

Provider-facing Candidate Dashboard

  • Matched candidates are surfaced through a provider-facing dashboard designed to fit within existing Epic clinical workflows. Research coordinators and principal investigators can review ranked candidate lists, filter by trial, view supporting clinical evidence for each match, and initiate outreach without leaving Epic. The dashboard provides real-time visibility into the enrollment pipeline, replacing spreadsheets and manual tracking with a centralized, auditable recruitment interface.

Epic Readiness and Listing

  • The entire integration aligned with Epic's interoperability standards, authentication protocols, and App Orchard distribution requirements. The solution leverages Epic's OAuth 2.0 backend authentication, supports SMART on FHIR launch contexts, and adheres to Epic's data access governance policies. This positions the client's product for listing within the Epic ecosystem, making it accessible to the 250+ million patient records managed across Epic's installed hospital base.
Epic Readiness and Listing

Impactnn

  • Up to 70% faster patient identification via automated bulk extraction and rule-based matching, reducing the overall time.
  • 5x more eligible patients surfaced that manual review consistently missed, significantly expanding the eligible patient pool per trial.
  • 40% reduction in coordinator workload via automated eligibility assessment.
  • Epic Marketplace Positioning that gives the client commercial access to hospitals and academic medical centers running the Epic EHR platform.
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Our Tech Stack

Epic

FHIR

Django

Postgres

PostgreSql

AWS

EC2

EC2

S3

S3

Node JS

Docker

Lambda

FastAPI

Apache Kafta