Download Instructions for submitting a research request

Instructions for Submitting a Research Data Request
Performance Measurement and Health Records
Scope
This document pertains to data requests for Ottawa Hospital data for research purposes (as opposed to
operational purposes). Any data request for research purposes requires approval by the local Research Ethics
Board.
Research
Request Process
Research Request Process
Scope
Approvals
Product
Submit to REB
Prepare DSF
- Cost estimate
- Sign-off *
Assign analyst
REB Approval
Not feasible
Submit DRIF
Performance
Measurement/
Health Records
Requestor
Submission
Sign DDA
(External
Researchers only)
Product delivery
TRIAGE
Feasible
DRIF = Data Request Intake Form
DSF = Data Specification Form
*
Signatures required for submission to REB
Communication
DDA = Data Disclosure Agreement
Data Request Intake Form (DRIF)
Complete the DRIF (available on the Performance Measurement and Health Records pages of MyHospital.)
This form is designed to capture information about your request. The more detail you provide the better able
we will be to assess the scope and feasibility as well as minimize delays in processing your request. If we do
not have enough information to determine feasibility, we will work with you to clarify details.
Ensure you complete the research specific sections of the DRIF. It is important that we have your OHSN-REB
URL regardless of whether is complete or not. The URL allows us to access your protocol and further details
about your project. If your application does not include a protocol at the time of your request, or you are an
external researcher, please also send us your protocol.
Submit the completed DRIF using the submit button in the form or by sending it to [email protected]
Feasibility
Feasibility of the request depends on the following factors: does the request make sense, is the data available,
can it be provided in a timely manner, do we have the resources to complete the request, etc.
If your project is deemed feasible, you will receive an e-mail to confirm the assignment of an analyst (from
either Performance Measurement or Health Records) who will work with you to clarify the requirements. If
your project is deemed not feasible, you will be contacted and informed of why we are unable to support your
project and, when possible, suggestions on what could be modified to make it feasible.
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Instructions for Submitting a Research Data Request
Performance Measurement and Health Records
Data Specification Form (DSF)
A signed DSF constitutes the “Impact Form” for your REB submission. The DSF is designed to capture the
specific data requirements of your request with enough detail to satisfy REB requirements and obtain a cost
estimate.
Process to finalize the DSF:
 Analyst initiates and completes form with help of requestor
 Cost estimate communicated and agreed upon
 Signed by a designate from Performance Measurement or Health Records
 Signed by Principle Investigator
 Copy sent electronically to [email protected] for our records
 Copy submitted to the OHSN-REB as part of your application (Additional Documents section of OHSNREB Application)
Cost
Research data requests are subject to cost recovery at a rate of $75/hr for analyst time (OHRI Clinical Research
Salary Scales for Data Management, Statistical and IT Service Cost Recovery Rates). Requests requiring chart
pulls by Health Records are also subject to cost recovery based on the Health Data & Information Service Fee
Structure.
The cost estimate of the work is provided within the DSF. Estimates are subject to change if the project
requirements change. An invoice will be sent to the Requestor after final delivery of the data.
REB
The Requestor must provide a copy of the letter of approval from REB to [email protected] for
our records.
Data Disclosure Agreement (DDA)
The DDA is required for research requests by external researchers (including Heart Institute). The DDA is a
contract between the Requestor and the Ottawa Hospital (the Data Custodian) and ensures the data being
disclosed is kept confidential and maintained securely. It also outlines the oversight and terms of the
agreement. The DDA must be verified by the Requestors institutional contracts office and any issues must be
resolved prior to signing. The DDA will be signed upon receipt of REB approval.
Product Delivery
Timelines
The timeline for product delivery will vary with the scope of the project. An estimate of the time required by
the analyst can be provided along with the cost estimate. Depending on the project, work may commence
prior to REB approval if resources are available. Timelines can be discussed and agreed to during the
development of the DSF. Dependencies on actual product delivery are: analyst availability, Requestor
availability, data availability.
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Instructions for Submitting a Research Data Request
Performance Measurement and Health Records
Methods of delivery
Data can be delivered in a variety of formats (e.g. Excel, SAS, Access database, CSV) and should be worked out
with the analyst.
Privacy
All data will be released in accordance with the Ottawa Hospitals Administrative Policy and Procedures (ADM II
260: Privacy, ADM III 131: Release of Patient Information, ADM VII 110: Email Access and Usage).
Amendments
Any major amendment to the data or analytics being requested which would require either an REB
amendment or a change in the cost estimate will go through the same process outlined above. The OHREB will
not approve any amendments to studies involving use of Ottawa Hospital electronic data without an updated
DSF from Performance Measurement.
Questions
If you have any questions about the process, please contact:
Manager, Performance Measurement – Innovation
Deanna Rothwell
[email protected] OR 613-798-5555 x19231
Corporate Manager, Coding & Abstracting (Health Records)
Cynthia Penner
[email protected] OR 613-798-5555 x 78376/16980
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