Resource Library for Practice-Based Research Networks
This newly-updated document library offers resources for any Practice-Based Research Network (PBRN), and includes tools and templates for the development of administrative infrastructure. All guidance was developed by the Institute of Translational Health Sciences (ITHS) WWAMI region Practice and Research Network (WPRN) for PBRN administrators to use as a starting point: we want these documents to facilitate policy development discussions and for admin teams to adapt relevant content to the needs of their network.
And if you use it? Please cite us! Users are encouraged to acknowledge this resource library in relevant publications and other scholarly works.
Recommended Citation: Resource Library for Practice-Based Research Networks. WWAMI region Practice and Research Network, Institute of Translational Health Sciences, University of Washington. February 2026
How It’s Organized
This Resource Library is organized by categories related to network governance and membership, projects and studies, and general administration. Also included is a toolkit enabling networks and clinics to conduct card studies*. Click the category headings below to find the downloadable materials. The Document Inventory section contains all the templates without description for administrators who already know which item they need.
Each tool and template includes a short description of its purpose and use. Relevant suggestions are integrated throughout. Instructions and sample content for customization are shown in blue. Toolkit users may copy/paste content for their use.
*A card study uses a simple methodology for clinics to collect information from patients and learn the fundamentals of data collection, management, and research procedures.
Document Inventory
Document Inventory
All templates are linked in this section without description for administrators who already know which item they need. Please click the section heading accordion tabs below for more information about each template.
- General Administration
- Governance and Membership
- Network Projects and Studies
- CHECKLIST – Industry Partner Criteria and Approval
- SAMPLE WORKFLOW – Study Approval Process
- SOP – Budget Development, Amendment, and Monitoring Procedures
- SOP – Conducting a Study with the Network Coordinating Center (post-award)
- SOP – Developing a New Study with the Network Coordinating Center (pre-award)
- TEMPLATE – Letter of Cooperation
- TEMPLATE – Results Summary
- TEMPLATE – Study Information Sheet
- TEMPLATE – Study Vetting and Selection Criteria
- Card Study Toolkit
- SOP – Card Study Protocol – Network Coordinating Center
- SOP – Card Study Protocol – Participating Clinics
- TEMPLATE – Card Study Tracker (excel spreadsheet)
- TEMPLATE – Survey Tracker (excel spreadsheet)
- TEMPLATE – Clinic Champion Email Correspondence
- TEMPLATE – Distribution & Return Shipment Contents Lists
General Administration
This section contains information related to program evaluation and conflicts of interest. Click the links to download the templates.
- TEMPLATE — Data Collection Plan for Network Operations, Evaluation, and Reporting
Networks must have standardized metrics relevant to and collect similar information about all studies, as well as repositories from which data can be pulled for analysis. These metrics (and project information) are distinct from the study-specific data and often process or service oriented. - TEMPLATE — Policy for Addressing Conflicts of Interest in Continuing Medical Education
Practice-based Research Networks often provide professional development opportunities and continuing medical education credit is an important consideration for busy clinicians to justify time spent away from clinical responsibilities. The following policy provides guidance for network administrators to identify and resolve conflicts of interest that may arise and inhibit offering continuing medical education credit to members.
Governance & Membership
The Governance and Membership section includes content to establish foundational network principles and structures, decision-making, membership and organizational structure and purpose, and establish partnerships. Structures for network governance and membership are suggested in the enclosed tools and templates. Click the links below to download the materials.
Suggestion: As the network develops, evolves, collaborates on network-wide initiatives (e.g., quality improvement) and manuscripts are published, network administrators may find maintaining a repository of formative publication citations useful for future manuscripts and grant applications.
- SOP — Onboarding New Clinics and Champions
The standard operating procedure (SOP) for onboarding new clinics and champions is a multistep process that includes communication of network information, collection of clinic characteristics, and one-on-one discussion. It may also include training, and involvement in programs, events, and working groups. - SURVEY — Member Clinic and Champion Characteristics
The following suggests content that can be collected at new member onboarding and periodically updated (e.g., every two years) to maintain a database of member information. Content can be used to identify eligible practices for new study opportunities, grant applications, and general reporting. - TEMPLATE — Memorandum of Understanding
This MOU, between the lead institution and member organizations, succinctly explains the partnership purpose, and roles and responsibilities, using typical contractual language. References to content and other templates are included and available elsewhere in this toolkit. A signed, legally enforceable agreement may not be necessary or feasible, but explicitly stating the terms of the partnership is critical. It is important to note that this document does not commit member organizations to participate in specific research studies. - TEMPLATE — Network Principles, Values, and Structure
This is a comprehensive overview of the network, suitable for onboarding new network leaders, members, personnel, and institutional partners. Sections in this template are referenced in other relevant documents, such as the memoranda of understanding. - TEMPLATE — Publication and Dissemination Policy
The Publication and Dissemination Policy provides information for investigators and network members about authorship, citations, and approval process for scholarly works (e.g., publications), and expectations for sharing results with clinic partners. Approval for sharing and submission is dependent on the degree to which member clinics and clinic data are identified.
Network Projects & Studies
The Network Projects and Studies section includes tools and templates to develop workflows and processes for vetting and selection of new opportunities, grant and budget development, recruiting network members, and study startup and implementation. Click the links below to download the materials.
Suggestion: Co-develop these elements with clinic members to ensure new opportunities are aligned with clinic priorities and capabilities. This builds trust and keeps clinic members engaged.
- CHECKLIST — Industry Partner Criteria and Approval
This checklist is a tool that guides network administrators through criteria for initial assessment of prospective industry partners for new collaborations. - SAMPLE WORKFLOW — Study Approval Process
- SOP — Budget Development, Amendment, and Monitoring Process
This standard operating procedure (SOP) standardizes study/project budget development, amendment, and monitoring to 1) maintain appropriate funding for the scope of work, 2) ensure a documented and efficient process, and 3) enable ongoing monitoring of the study budget. - SOP — Conducting a Study with the Network Coordinating Center (post-award)
This SOP is intended for studies that have been funded (post-award) and describes the steps to implement study startup, clinic recruitment, study conduct, dissemination, and study closeout. Some steps can be skipped if the Coordinating Center was involved in pre-award development. - SOP — Developing a New Study with the Network Coordinating Center (pre-award)
This SOP standardizes Coordinating Center procedures when collaborating with an investigator on development of a new study that will involve the Coordinating Center and, if applicable, network clinics. The process focuses on grants to federal funding agencies but can be adapted to other funding sources - TEMPLATE — Letter of CooperationThis template helps outline the responsibilities of the clinic, researcher and network when they collaborate on a new research study.
- TEMPLATE — Results Summary
Ongoing engagement of participating clinics throughout the lifespan of the study should include regular communications from the research team about the study status, preliminary findings, results, and scholarly deliverables (e.g., published manuscripts). This results summary template can be adapted, as needed and is intended to deliver information to participating clinics that is useful and can be reported to clinic leadership. - TEMPLATE — Study Information Sheet
The Study Information Sheet contains information necessary for clinics and governing board members to determine whether a new study is a good fit with the network and gauge interest among clinics and clinicians about study participation. Developed by the investigator with support from the Network Coordinating Center, the document compiles key information to enable efficient assessment of new opportunities. - TEMPLATE — Study Vetting and Selection Criteria
Selection of new project and study opportunities must be guided by network and clinic priorities, feasibility in clinical settings, and relevance to patients and providers. Vetting occurs at multiple levels – network coordinating center, governing board, and clinic champion. Criteria may overlap at each level, and results in decisions whether to move the study opportunity to the next review and on to grant development and onboarding.
Card Study Toolkit
A Card Study is a research method to efficiently gather information about patients and patient care, at the point-of-care. This type of observational study can be used to describe clinical problems and patterns of disease and practice patterns, among others. A card study is an anonymous, short survey that usually takes 1-5 minutes that can be collected from providers/staff when they see patients, or from patients when they come for a visit.
Suggestion: A card study is a straightforward research method accessible for clinics without research experience and will engage other members of the clinic staff. Co-develop a card study on a topic of interest among clinic members as part of network development to bring sites together.
Suggestion: Limit inclusion to adults 18 and older to simplify regulatory and patient screening requirements.
Example Summary of Card Study Protocol for Patient Data
The survey will be distributed by front desk staff to adult patients as they check-in for their appointment. The survey should be given to ALL adult patients (18+) who come to the clinic for a visit during the data collection period (LIST EXCEPTIONS HERE). The survey should not be given to anyone under age 18. The study is voluntary and patients do not have to fill out the survey. Patients should be instructed to drop the completed survey into a drop box.
- SOP — Card Study Protocol: Network Coordinating Center
This SOP is a detailed process for network administrators to co-develop a card study with network clinics. Instructions include packing and receiving responses, and suggested content for related communications with research champions. The bulk of the work of a card study is accomplished by the Network Coordinating Center. To simplify the protocol, the entire protocol is divided into two parts for clinics and Coordinating Center. - SOP — Card Study Protocol: Participating Clinics
The following template includes detailed instructions for clinics participating in card studies with the Network Coordinating Center, roles and responsibilities of clinic personnel, and frequently asked questions. Card studies co-developed with network members should adhere to regular review and approval practices with the Network Governing Board, and all relevant Network policies and procedures (e.g., publication). The bulk of the work of a card study is accomplished by the Network Coordinating Center. To simplify the protocol for clinics, the protocol is divided into two parts for clinics and Coordinating Center. - TEMPLATE — Card Study Tracker
Spreadsheet used by the study coordinator to compile participating site contacts, delivery and receipt of documents and materials and survey response rates by site. - TEMPLATE — Survey Tracker
During the data collection period, participating sites document daily the surveys distributed, returned, never used, and completed with this spreadsheet. Surveys are numbered to enable determination of response rates. Local study personnel can complete and return printed or digital copies to the Coordinating Center.
- TEMPLATE — Clinic Champion Email Correspondence
The Email Correspondence template contains suggested content for clinics to confirm their participation and set-up the card study, shipping information, and reminders to start/stop collecting data. Recommended email attachments and shipping contents are included. - TEMPLATE — Distribution & Return Shipment Content Lists
This template includes the Collection Box List of Contents and the Survey Return Checklist. Both should be printed and included in the shipment to participating clinics before data collection begins. The study coordinator should customize each page, as appropriate before printing.
Questions
Please contact Laurie Hassell (lhassell@uw.edu) for more information.