With the launch of theEnterprise REDCap platform, Advocate Health has introduced a simplified and secure method for granting access to external collaborators. This process ensures compliance, maintains data integrity, and supports research teams working across institutional boundaries.
Why the Change?
Enterprise REDCap consolidates multiple legacy instances into a single, cloud-hosted environment withSingle Sign-On (SSO) for internal users and a controlled onboarding process for external users. This harmonization improves scalability, security, and user experience while meeting compliance standards such as HIPAA and GDPR.
Step-by-Step Process for External User Access
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Initiate a NEPP Request
External users must be requested through theNEPP (New External Person Process). This is the official workflow for creating an account in Advocate Health’s identity management system. -
Account Creation and MFA Setup
Once the NEPP request is approved, the external user receives an Advocate Health account. Multi-Factor Authentication (MFA) is mandatory for all external accounts to ensure secure access. -
Assign REDCap Access
After the account is active, the user can log in to Enterprise REDCap using their credentials. REDCap administrators do not manually add users to projects; instead, project owners grant access viaUser Rights within REDCap. If the username does not auto-populate, it can be entered manually. -
Compliance and Environment Considerations
Remember that compliance is not just about the software—it involves institutional policies, server configurations, and data management practices. REDCap supports standards like HIPAA, but ultimate compliance depends on your local environment.
Key Points to Communicate
- External access isonly available for Enterprise REDCap, not legacy instances.
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MFA is required;
- NEPP request is the first step—without it, access cannot be granted.
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Project owners manage user rights within REDCap.
- FAQs and request forms are available on the External User FAQ page.