These instructions have been created to provide general guidance to researchers seeking services from the DHS Informatics & Analytics 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 data 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" to open a ticket. 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 approvals, as needed. |
DHS DATA ACCESS REQUIREMENTS | |||
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IRB Approval | DHS Categorization Score | DHS ID # Beginning with E or C | |
Aggregate Counts | X | ||
De-Identified Data Sets | X | X | X |
Identified Data | X | X | X |
1. Request IRB Approval and Receive a DHS Categorization Score (See Data Access Requirements Table)
You must obtain IRB approval (or determination of exemption) and a DHS, Research Oversight Board (ROB) Categorization Score, or DHS Level of Support. If the DHS Investigator(s) is a clinician at another DHS facility that is not LAC+USC LA General Hospital and a categorization score was not provided on the iStar IRB letter of approval, then the DHS Investigator must submit a request to the DHS Research Oversight Board for a categorization score.
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Investigators requiring data for an IRB-approved protocol at LAC+USC 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 LAC+USC LA General Hospital Investigator, please file an amendment and be sure to indicate that you plan to view data from LAC+USC LA General Hospital Associated Locations (other DHS facilities) in iStar. This will trigger the ROB
Categorization Score Process.
Helpful Articles
IRB Help
DHS Categorization Framework
Data Request Type
2. Submit a Request for Data to the DHS Helpdesk
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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 (for example: All DHS patients 18 and up with ICD-10 codes xx and xx AND have had xx procedure code from June 2018 to June 2019 at LAC+USC LA General Hospital only. Exclude minors and deceased patients)
The name of your i2b2 query or DHS Report (If relevant)
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**If you have a prospective study and are requesting access to an existing 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.
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Please submit an email request to the county help desk helpdesk@dhs.lacounty.gov and include the following:
The subject line “Research “Enterprise Research Data Team - Data Request” and the IRB number
DHS 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 inclusion/exclusion criteria and a data dictionary document with the associated concepts you are seeking (i.e. MRNs, zip codes, vaccination data, etc.)
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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The Informatics Core will create a shared drive folder on the DHS intranet for secure file transfer. This folder The DHS Investigator will need to be mapped by the DHS Investigatormap 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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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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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. Please note that the DHS i2b2 is currently unable to add new users as of July 2022.
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Helpful LinksResearch Oversight Board Categorization Process |
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