Survey
* Your assessment is very important for improving the workof artificial intelligence, which forms the content of this project
* Your assessment is very important for improving the workof artificial intelligence, which forms the content of this project
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. Version 2 (Jan 2014) Page 1 of 3 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. Version 2 (Jan 2014) Page 2 of 3 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 Version 2 (Jan 2014) Page 3 of 3