These instructions have been created to provide general guidance to researchers seeking services from the DHS Informatics & Analytic Core Facility.
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A DHS-affiliated Investigator or co-investigator is required on your study staff and as the requestor of the research data set. This person will be responsible for compliance with DHS policies, including data transfer and access policies. For all data request types, Scheduling a Navigation ConsultationIf you're not sure where to get started, schedule a navigation consultation to learn more about DHS Informatics Resources by sending an email to the helpdesk: helpdesk@dhs.lacounty.gov with the subject line "Research Data Consultation". Please include details of your data requirements, any relevant data sets in the DHS Reports Library, your data dictionary, or i2b2 queries, and invite your data analyst to join. Our team can help identify and learn how to use DHS self-service tools, scope your data request, project budget, and IRB materials, as needed. |
For all data requests types, the Investigator must have a county ID number that begins with E or C. If the researcher does not have an E or C number, they must enlist the partnership or a DHS investigator with DHS affiliation, even for aggregate patient counts.
1. Request IRB Approval and Receive a DHS Categorization Score
You will need to must obtain IRB approval (or determination of exemption) and a DHS, Research Oversight Board (ROB) Categorization Score if you are a LAC+USC Investigator.
IRB approval
-Required for all
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DHS data sets and patient counts.
-The investigator must be named and approved on the IRB protocol if an approved IRB protocol is necessary for data receipt.
DHS Categorization Score
-Investigators
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requiring data
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for an IRB-approved protocol at LAC+USC must also submit a request to the DHS Research Oversight Board for a categorization score
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if the score was not
provided on the iStar letter of approval.
-If an alignment score was not provided and you are a LAC+USC Investigator, please file an amendment and be sure to indicate DHS facilities in iStar, this will trigger the ROB
Categorization Score Process
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2. Submit a Request for Data to the DHS Helpdesk
Requests that leverage existing DHS data assets like i2b2 or DHS Reports can often be fast-tracked through navigation services that is supported by SC-CTSI. The Informatics Core facility also offers at-cost data services to research teams that do not already have an analyst that can write DHS reports or data extracts on their staff.
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For i2b2 Data Requests
The Investigator or Co-I with a county ID# should submit a request for access to an existing DHS data
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You will need the following information handy:
asset.
- The DHS "E" or "C" numbers of all IRB approved study personnel in need of access to the data
- IRB Approval Documentation or IRB determination of exemption
- A written description of your study inclusions/exclusion criteria
- The name of your i2b2 query or DHS Report (If relevant)
- A copy of the i2b2 query dragged into your personal i2b2 workspace, if relevant (you may use "Print Query")
*If you wish to use data from DHS's i2b2 (i2b2 is for simple patient MRN lists only), please fill out this form to request your i2b2 dataset, serviced courtesy of UCLA CTSI: h https://redcap.link/i2b2request.
*If you have a prospective study and are requesting access to an existing Orchid or
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ELM report,
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please include the information above in a ticket to the DHS helpdesk (helpdesk@dhs.lacounty.gov) - see below for details and how to complete forms
*If you have already been in contact with the Informatics Core Team, please update your existing Cherwell ticket notifying us when the form is complete so we can continue to ensure your dataset is delivered.
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TIPMFMT - for locations master facility mapping file |
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If your project includes and ELM report, you will need to access the EAMO/Orchid Management advised that all request for ELM access needs to have ELM account (not ORCHID account, because its because it is different) and it’s a requirement to complete the the web-based training to get ELM account.
Login to Learning Net – with your hosted name & password
On Catalog Search Widget, click on Advanced Search
Knowledge Base opens, for Delivery Type, click drop down and select Web-Based Training
On ID field enter 00454442
Click on Search Learning Catalog
Click Launch on ELM Analytic Training for Non-ORCHID Users.
The WBT does have a Proficiency Test, so please read all that pertains to the quiz. Also once completed with ELM Training either open a ticket with the completion certificate attach, or send us an email with the certificate attachattached
7. Requesting access to an existing DHS report
Prospective studies in Category 3 can leverage existing reports in the Report Library (follow instructions on searching, COVID projects may wish to sort by the most recent items to review for relevance if search terms do not surface what is needed)
Please see the instructions below using DHS Intranet. Your DHS PI is responsible for compliance with DHS and HIPAA policy, including minimum necessary and IRB authorized PHI disclosure.
Step 1 - go to the reports library or copy and paste link to the browser: https://lacounty.sharepoint.com/sites/dhs-orchid/SitePages/Reports-Library.aspx
Step 2: follow instructions on how to search (see an example for COVID report search and results) here
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DHS Virtual Desktop "p0278 Discern Reporting Portal"
ORCHID Icon → Reports Folder → Discern Reporting Portal → Login → Categories→ Published → <Report Category> → <Report Name>
E.g. ORCHID Icon → Reports Folder → Discern Reporting Portal → Login → Categories→ Published → ED Urgent Care → Firstnet Times Log Report
Step 4: Attach the report access request form to your DHS helpdesk ticket.
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Data requests are often structured first in i2b2. We will discuss if this is the right path during our consultation process.
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