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Policies

The eGEMs journal conforms to the ICMJE's Recommendations for the Conduct, Reporting, Editing and Publication of Scholarly Work in Medical Journals. Please browse the sections below to learn more about the journal’s policies.

Goal of eGEMs

eGEMs aims to facilitate rapid publication and dissemination of innovative methods and strategies that advance the science of CER, PCOR, and QI using electronic health data. Submissions are published upon acceptance.eGEMs seeks submissions that discuss issues related to data initially generated from an electronic health record (EHR) or electronic medical record (EMR) for clinical purposes, which is then transformed and linked to other databases to conduct a research and/or QI. The intended audience includes government officials, payers, industry, delivery systems, patients and consumers, policymakers, and researchers.

For more information, please see About eGEMs.

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Who Can Submit?

Anyone may submit a work for consideration provided he or she owns the copyright to the work being submitted or is authorized by the copyright owner or owners to submit the article. Authors are the initial owners of the copyrights to their works (an exception in the non-academic world to this might exist if the authors have, as a condition of employment, agreed to transfer copyright to their employer).

Authorship should be based on the following four criteria:

  1. Substantial contributions to the conception or design of the work; or the acquisition, analysis, or interpretation of data for the work;
  2. Drafting the work or revising it critically for important intellectual content;
  3. Final approval of the version to be published; and
  4. Agreement to be accountable for all aspects of the work in ensuring that questions related to the accuracy or integrity of any part of the work are appropriately investigated and resolved.

In addition to being accountable for the parts of the work he or she has done, an author should be able to identify which co-authors are responsible for specific other parts of the work. In addition, authors should have confidence in the integrity of the contributions of their co-authors.

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General Submission Rules

Submitted articles cannot have been previously published, nor be forthcoming in an archival journal or book (print or electronic)
Please note: "publication" in a working-paper series does not constitute prior publication. In addition, by submitting material to eGEMs, the author is stipulating that the material is not currently under review at another journal (electronic or print) and that he or she will not submit the material to another journal (electronic or print) until the completion of the editorial decision process. If you have concerns about the submission terms for eGEMs, please contact the editors.

For more information about the submission process, please view the Instructions for Authors.

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Formatting Requirements

All submissions to eGEMs must adhere to the formatting outlined in the Manuscript Preparation Guidelines. Although eGEMs editorial staff can provide limited technical support, it is ultimately the responsibility of the author to produce an electronic version of the article as a Microsoft Word, WordPerfect or RTF file that can be converted to a PDF file.

It is understood that the current state of technology of Adobe's Portable Document Format (PDF) is such that there are no, and can be no, guarantees that documents in PDF will work perfectly with all possible hardware and software configurations that readers may have.

All manuscripts accepted for publication will be laid out in the standard eGEMs template. The eGEMs editorial staff reserves the right to edit figures and tables to ensure the colors and font adhere to the journal’s brand guidelines. In instances where the authors believe the colors contribute significantly to the figure’s meaning, authors must email the editorial staff after their manuscript’s acceptance with the request and rationale.

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Review Criteria

All submissions undergo double-blind peer review and are evaluated by one senior editor and two independent reviewers. Submissions are evaluated according to the following three criteria:

  • Usefulness: The submission is useful to and advances the science of CER, PCOR, and QI and clearly articulates a reasonable approach/method to collecting, analyzing, disseminating, and/or using electronic clinical data, or how to overcome a challenge or barrier.
  • Credibility: The submission is credible in that a sufficient amount of data, reasoning, and references are provided and used to validate the approach/methods used, and the conclusions that are generated.
  • Innovation: The submission proposed includes innovative strategies or offers a new approach to addressing a key issue, challenge, or barrier

Individuals interested in serving as a reviewer for eGEMs may fill out the Reviewer Interest Form available on the journal's homepage. All reviewers must disclose any conflicts of interest prior to submitting a review for consideration.

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Publication Rights and Attribution

If the Journal agrees to publish the Article, to enable the Journal to disseminate your work to the fullest extent, you grant to the Journal, its successors and assigns, a royalty-free, non-exclusive, irrevocable license to publish the Article, including the right to publish limited portions of the Article for reference, publicity or search purposes, in any format including without limitation, print media, all forms of electronic media, social media, all whether currently known, currently unknown, or not yet developed. The license also entitles the Journal to authorize that the bibliographic information and full text of the Article be accessible for harvesting and reuse by third-party discovery tools such as search engines and indexing services in order to maximize the online discoverability of the Article. If the Article has more than one author, you must have the authority to act on behalf of all other authors.

You as the author and the copyright holder may redistribute and reuse your Article as you see fit. If you post the Article online, please acknowledge its source of first publication by providing the Article’s bibliographic information (i.e., journal title, publication date, volume, and issue) and a hypertext link to the Journal’s record of the Article, e.g. http://repository.academyhealth.org/egems/vol1/iss1/2/.

Readers may use the Journal content as permitted by fair use. Quotations of an Article should be accompanied by a reference of its bibliographic information and a hypertext link to the Journal’s record of the Article.

eGEMs does not endorse or take responsibility or liability for any content, advertising, products, or other materials on linked sites within publications, and does not take responsibility for the sites’ availability.

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Conflicts of Interest

Authors

When authors submit a manuscript of any type or format they are responsible for disclosing all financial and personal relationships that might bias or be seen to bias their work. Please complete the ICMJE Form for Disclosure of Conflicts of Interest and submit the form to editorial staff once your submission has been accepted for publication.

Peer Reviewers

Reviewers will be asked at the time they are asked to critique a manuscript if they have conflicts of interest that could complicate their review. Reviewers must disclose to editors any conflicts of interest that could bias their opinions of the manuscript, and should recuse themselves from reviewing specific manuscripts if the potential for bias exists. Reviewers must not use knowledge of the work they’re reviewing before its publication to further their own interests.

Editorial Staff

eGEMs Editors who make final decisions about manuscripts will recuse themselves from editorial decisions if they have conflicts of interest or relationships that pose potential conflicts related to articles under consideration. Other editorial staff members who participate in editorial decisions will provide editors with a current description of their financial interests or other conflicts (as they might relate to editorial judgments) and recuse themselves from any decisions in which a conflict of interest exists. Editorial staff must not use information gained through working with manuscripts for private gain. Editors should publish regular disclosure statements about potential conflicts of interests related to the commitments of journal staff. Guest editors will be asked to follow these same procedures.

Confidentiality

Manuscripts submitted eGEMs are privileged communications that are authors’ private, confidential property, and authors may be harmed by premature disclosure of any or all of a manuscript’s details. Editors will not share information about manuscripts, including whether they have been received and are under review, their content and status in the review process, criticism by reviewers, and their ultimate fate, to anyone other than the authors and reviewers. Requests from third parties to use manuscripts and reviews for legal proceedings should be politely refused, and editors should do their best not to provide such confidential material should it be subpoenaed.

Editors will also make clear that reviewers should keep manuscripts, associated material, and the information they contain strictly confidential. Reviewers and editorial staff members must not publicly discuss the authors’ work, and reviewers must not appropriate authors’ ideas before the manuscript is published. Reviewers must not retain the manuscript for their personal use and should destroy paper copies of manuscripts and delete electronic copies after submitting their reviews.

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Appeals Process

Authors who have genuine cause to believe that a wrong decision has been reached in not accepting their paper for publication have the right to appeal to the editorial board. Appeals will be considered on a case by case basis on procedural and/or scientific grounds. For more information, please contact edmforum@academyhealth.org.

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Open Access and Creative Commons License

eGEMs publishes fully open access articles. All articles are available on the internet to all users immediately upon publication. The journal permits non-commercial use and distribution of published material in any medium, provided the author and the journal are properly credited.

All eGEMs publications are licensed under a Creative Commons Attribution-Noncommercial-No Derivative Works 3.0 License. Authors and readers are free to share, copy and redistribute the material in any medium or format under the following terms:

Authors may not apply legal terms or technological measures that legally restrict others from doing anything the license permits.

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General Terms and Conditions of Use

Users of the website and/or software agree not to misuse the service or software in any way.

The failure of exercise or enforce any right or provision in the policies or the Submission Agreement does not constitute a waiver of such right or provision. If any term of the Submission Agreement or these policies is found to be invalid, the parties nevertheless agree that the court should endeavor to give effect to the parties' intentions as reflected in the provision, and the other provisions of the Submission Agreement and these policies remain in full force and effect. These policies and the Submission Agreement constitute the entire agreement between and the Author(s) regarding submission of the Article.

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Statement on Human and Animal Research

When reporting experiments on people, authors should indicate whether the procedures followed were in accordance with the ethical standards of the responsible committee on human experimentation (institutional and national), or if no formal ethics committee is available, with the Helsinki Declaration as revised in 2008. If doubt exists whether the research was conducted in accordance with the Helsinki Declaration, the authors must explain the rationale for their approach and demonstrate that the institutional review body explicitly approved the doubtful aspects of the study.

Patients have a right to privacy that should not be violated without informed consent. Identifying information, including names, initials, or hospital numbers, should not be published in written descriptions, photographs, or pedigrees unless the information is essential for scientific purposes and the patient (or parent or guardian) gives written informed consent for publication. When informed consent has been obtained, it should be indicated in the published article.

When reporting experiments on animals, authors should indicate whether institutional and national standards for the care and use of laboratory animals were followed. Further guidance on animal research ethics is available from the International Association of Veterinary Editors’ Consensus Author Guidelines on Animal Ethics and Welfare.

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Submissions Including Information from Quality Improvement (QI) Projects

To promote the publication of promising lessons learned from quality improvement (QI) projects, eGEMs welcomes submissions that include methods and findings from projects determined by their local institutions to be quality improvement (QI) projects. QI activities are analyses that are often considered essential to the “ongoing management of the system of delivering clinical care(1).” At present, most QI projects do not require or receive institutional review board (IRB) approval (2).

For eGEMs submissions the authors must attest that the QI activities informing a submitted manuscript met the local standards of each participating institution, and were conducted in an ethical manner with appropriate protection of privacy (3). Please refer to the eGEMs ‘Instructions for Authors’ for attestation guidelines.

The editorial staff reserves the right to reject manuscripts if the Editor-in-Chief or Senior Editor does not believe the project was carried out within an appropriate ethical framework. Further information and documentation to support the attestation should be made available to the editorial staff on request.

(1) Bailey M, Bottrell M, Lynn J, et al. The Ethics of Using QI Methods to Improve Health Care Quality and Safety. Ann Intern Med. 2007;146(9):666-673. DOI:10.7326/0003-4819-146-9-200705010-00155.

(2) IRB approval includes waivers and exemptions

(3) eGEMs’ policy is consistent with guidance from the Office for Human Research Protections (OHRP) within the U.S. Department of Health and Human Services (HHS), which has established that entities may publish the results of studies that fall outside the definition of “research” under the Federal Policy for the Protection of Human Subjects (known as the “Common Rules”) without first obtaining consent of the individuals involved in the project.

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