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These instructions have been created to provide general guidance to researchers seeking services from the DHS Informatics & Analytic Core Facility.

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* 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 ORCHID report or ELM report, 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 to your DHS Shared Folder. 

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• The subject line “Research Data Request”

• P.I. Name and Email

• The E or C numbers of all IRB approved study personnel in need of access to the data

• IRB Approval Documentation

• A written description of your study inclusions/exclusion criteria and a data dictionary with the associated concepts you are seeking 

• If available, references to any existing reports in the DHS report library that are similar to your request

  • Please see step 7. Requesting access to an existing DHS report

• Complete and attach the Report Request Form found below 

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4. Accessing DHS Remote Virtual Desktops

Your DHS-affiliated team member investigator should have access to a DHS computer and/or Intranet. If remote access is desired, please review the instructions for Accessing DHS Remote Desktops.

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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 have an ELM account (not ORCHID account, because it is different) and it’s a requirement to . You must complete the web-based training to get  ELM accountget an ELM account.

1. Login to Learning Net – with your hosted

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1. DHS username & password

2. On Catalog Search Widget, click on Advanced Search

3. Knowledge Base opens, for Delivery Type, click drop down and select Web-Based Training

4. On ID field enter 00454442

5. Click on Search Learning Catalog

6. 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 Once completed with ELM Training, you must open a ticket with the completion certificate attach, or send us an email with the certificate attachedattached and requesting access to the Data Discovery Tool.

7. Requesting access to an existing  DHS 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) 

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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 completed report access request form to your DHS helpdesk ticket. 

Step 5: We will route the request to the correct access control team.

Step 6: Access the report and verify the information is sufficient for chart review. 

Category 3 projects in need of new or enhanced reports may enlist services from the DHS Informatics Core using the recharge service as described in section 2

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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, depending on what specific data elements (i.e. medications) are requested for your data request. 

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