These instructions have been created to provide general guidance to researchers seeking services from the DHS Informatics & Analytics Core Facility.
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Investigators requiring data for an IRB-approved protocol at LA General Hospital must also submit a request to the DHS Research Oversight Board for a categorization score if the score was not
provided on the iStar IRB letter of approval.If an alignment score was not provided and you are a LA General Hospital Investigator, please file an amendment and be sure to indicate that you plan to view data from LA General Hospital Associated Locations (other DHS facilities) in iStar. This will trigger the ROB
Categorization Score Process.
2. Submit a DHS Data Initiation Request (DIR) Form
Please complete and submit the
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This step is required in order for the CRI Clinical Research Informatics team to move forward with your data request.
3. 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 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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4. Intake Consultation with the Informatics Team
Once your request is entered into the DHS Helpdesk ticketing system, you will be contacted by the DHS Informatics core for a data consultation to review the following:
Discuss Data Sourcing
DHS Categorization Score and IRB approval
Potential Costs (depending on the complexity of the data request)
Timeline
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5. Accessing DHS Remote Virtual Desktops
Your DHS-affiliated investigator should already have access to a DHS computer and/or Intranet in order to view DHS research data. If remote access is desired, please review the instructions for Accessing DHS Remote Desktops.
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6a. Mapping the Shared Drive Folder
The Informatics Core will create a shared drive folder on the DHS intranet for secure file transfer. The DHS Investigator will need to map this folder. This shared drive folder will be used for the transfer of incoming data and the delivery of outgoing data. If you have already provided your C# or E#, and have received notification from our staff that your folder is ready to be mapped, please follow these steps:
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6b. Incoming Data and Approval Documentation for the Informatics Team
Incoming Data Folder
As we collaborate on the data extraction, the DHS Informatics Core will use the "Incoming" subfolder in the shared drive folder to make updates to the logic and data specifications that was submitted with your Helpdesk ticket.
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IRB Letter of Approval
IRB Full Application
Any Data Specification Sheets attached to your IRB Application
Any amendment approval letters
A Full copy of the approved amendment
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7. Requesting access to an ELM data asset
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 an ELM account (not ORCHID account, because it is different). You must complete the web-based training to get an ELM account.
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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.
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