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Clinical Data Research Consultations (FAQs)

What data is available for extraction through the Clinical Data Research Consultations service?

De-identified, aggregate, and identified patient data sets from the UCSF Medical Center APeX and San Francisco General Hospital hospital data sources are currently available through this service.

Extractions of de-identified and aggregate patient data sets from the UC-Irvine, UC-Los Angeles, UC-San Diego, and UC-Davis hospital data sources are available on a pilot basis through the University of California Research eXchange (UC ReX) program.

How can I submit a Clinical Data Research Consultations data extraction request?

Please complete the Clinical Data Research Consultations Request Form available at https://ucsf.service-now.com/ess/consulting_planning.do.

How will my data set be delivered to me?

The extracted data set will be delivered to you through your MyResearch account. An ARS team member will notify you once the extracted data set has been delivered to you.

What format will my extracted data set be delivered in?

Your data set can be delivered in comma separated value (CSV), MS Excel spreadsheet, or SAS file formats.

Can I request a re-occurring data extract?

You can request either a one-time or re-occurring data extract through the Clinical Data Research Consultations service. While completing the Clinical Data Research Consultations Request Form to request a re-occurring extract, please specify the frequency of the re-occurring extracts.

What is the cost of this service?

There are currently no costs associated with this data extraction service. However, effective July 2014, ARS will implement a new recharge rate for this service.

What is the process for requesting a Clinical Data Research Consultations data extraction request?

Step 1: Confirm that the Principal Investigator for whom the data is being requested has a MyResearch account. If the Principal Investigator does not have a MyResearch account, then submit a request for the creation of one at https://ucsf.service-now.com/ess/order_accounts.do.

Step 2: Confirm that a valid, current CHR protocol exists for the study for which any identified patient data sets are being requested. The CHR protocols can be accessed through iRIS available through the MyAccess portal at myaccess.ucsf.edu.

Step 3: Complete the Clinical Data Research Consultations Request Form available at https://ucsf.service-now.com/ess/consulting_planning.do.

Step 4: An ARS team member will contact you regarding your request.

How can I get help with my questions about this service?

This service is provided by the ITS Academic Research Systems team that can be contacted by emailing [email protected], submitting a Help ticket through help.ucsf.edu, or calling the IT Service Desk at 415-514-4100.

What information should be included in my CHR protocol for my identified data extraction request?

All requests for the extraction of identified patient data sets must be accompanied by a current CHR protocol. This protocol will be reviewed by the ARS team prior to the fulfillment of your data extraction request to ensure that the parameters of your data extraction request are consistent with the specifications of your CHR protocol.

Specifically, your CHR protocol must contain the following information:

    1. The study must be flagged as active in iRIS.
    2. The researcher who is listed as the Requestor on the Clinical Data Research Consultations Request Form must be listed in the Personnel List of the protocol.
    3. The Principal Investigator listed on the Clinical Data Research Consultations Request Form is consistent with the Principal Investigator listed in the Key Personnel section of the protocol.
    4. The subject area and specific AIMS covered in the Clinical Data Research Consultations Request Form and the protocol must be consistent.
    5. The expiration date of the protocol cannot precede the delivery dates for any identified data set extraction deliverables.
    6. The appropriate sites must be checked in the Sites list of the protocol. If data from the SFGH hospital data sources is needed, then SFGH must be checked in the Sites list. If data from the UCSF Medical Center hospital data sources is needed, then UCSF must be checked in the Sites list.
    7. In the Confidentiality and Privacy section of the protocol, the identifiers being requested must be checked. Any variables not listed in the checklist that contain identified information, such as clinical notes, must be explicitly stated in the subsequent text box in this section.
    8. In the Confidentiality and Privacy section of the protocol, the checkbox for the data being stored in MyResearch must be checked.