CDW-R Data Set Extraction Downtime:
April 1, 2024 – July 8, 2024

As announced in February, the BMC Health System is undertaking several data warehouse infrastructure improvement efforts leading up to Fall 2024. To ensure continued access to high-quality data for research purposes, the CDW-R must divert analyst efforts to data migration activities from April 1, 2024 to July 8, 2024.

This one-time data migration project requires a short-term impact – a ‘downtime’ – on our team’s ability to engage with new research data set extraction requests. The CDW-R data request form will be unavailable starting Friday, March 22, 2024, to allow for team transitioning.

CDW-R will continue to provide the following services throughout the downtime:

  • Medical record pre-screens and prospective recruitment lists (both for existing projects and for studies starting recruitment during the downtime) – Please email cdw@bmc.org and provide the study H- number to request a recruitment list during the downtime.
  • Consultations to assist with data request development and study planning – Book via our online appointment booking system, Calendly, after emailing cdw@bmc.org
  • Simple counts data & sample size estimates to conduct feasibility assessments and supply in grants – Request using the CDW-R quotes & counts form
  • Quotes for CDW-R services to include in grants and proposals – Request using the CDW-R quotes & counts form

Read more about the downtime and impacted services

The only CDW-R service that will pause during the downtime is research data set extraction requests:

  • CDW-R will not accept research data set extraction requests from March 22, 2024, through the end of the downtime (anticipated: July 8, 2024).
  • CDW-R will not modify previously delivered data sets to revise existing data elements and/or add fields. CDW-R will work with study teams to develop a plan for data modifications after the downtime concludes.
  • Data set extraction requests that were submitted but not finalized by March 22, 2024, have been placed on hold and will be triaged for data extraction after the downtime. CDW-R will work with study teams to finalize pending data requests and develop a plan for data extraction after the downtime concludes.

A finalized CDW-R data set extraction request includes all of the following: IRB determination/approval; account number provided to CDW-R; fully completed Research Data Request form; and, where relevant, appropriate data sharing agreements executed.

Anticipated Timeline: CDW-R Downtime

DatesDescription
Tues, February 20 – Fri, March 22CDW-R business as usual.
Sat, March 23 – Sun, March 31Transition week. CDW-R data request form unavailable as of March 22.
Mon, April 1 – Sun, July 7CDW-R DOWNTIME. Limited CDW-R services. CDW-R analysts shift to data migration efforts.
Mon, July 8CDW-R DOWNTIME ENDS. Anticipated data migration completion. CDW-R full scope of services resumes.


The CDW-R's primary goal continues to be supporting researchers. If you have questions, concerns, or a deadline that falls during the downtime, please reach out to cdw@bmc.org to discuss your options.

Thank you for your understanding as we work through this necessary data migration effort. The CDW-R looks forward to supporting your research with our upgraded data infrastructure.

 

Access Clinical Data for Research

The Boston Medical Center (BMC) Clinical Data Warehouse (CDW) for Research is a centralized resource to access patient-level and population-level data for research. CDW for Research analysts extract clinical information from BMC's Electronic Health Records (EHR) and other health system-related data streams to leverage data for research. The CDW for Research also collaborates with Departments and Divisions to increase research infrastructure and better leverage data for research purposes. 

CDW for Research Services

CDW for Research Services chart

 

Current Wait Times & Fees

If you are preparing for a study:
The CDW for Research team provides investigators with cohort size simple counts (i.e. aggregated data, not supplied at the patient level) to prepare for a research study or IRB protocol submission. Simple count services are free-of-charge. The CDW for Research aims to deliver aggregate data within 5 business days.

If you need data for a study:
Research teams should plan for several weeks between submission of a finalized CDW for Research data request (including confirmation of IRB protocol approval/determination, confirmation of any special approvals, a fully completed CDW for Research data request form, and identification of an account number to pay for services) and receipt of the data.

Update - June 2023: Due to request volume, the CDW for Research is operating at the higher end of anticipated wait times. Please let us know if you are working against a deadline. Our team will always attempt to accommodate you. Research teams are encouraged to plan according to the wait times below:

 

Request TypeCurrent Wait TimeFee
Prospective Recruitment List
List delivered within 2-4 weeks of data request finalization


If BMC/BU account -AND- funded by government, not-for-profit, or internal/discretionary funds:  $100 per hour.

If funded by industry/for-profit funder, -OR- if the account sits external to BU/BMC: $175 per hour

Retrospective Cohort Identification~8 weeks before a CDW analyst can begin to work on a finalized data request.
Patient-Level Data Sets
~8 weeks before a CDW analyst can begin to work on a finalized data request.

Frequently Asked Questions

What data are available?

Most data that are recorded in Epic are captured in the data warehouse. Available clinical data from Epic and OCHIN include patient demographics, data collected during health care encounters (in-patient admissions, offices visits, emergency department visits, surgical procedures, telemedicine, etc.), diagnoses, procedures, documentation flowsheets, lab values, medications, and clinical notes.

In addition to data from Epic and OCHIN, the data warehouse includes data from various data systems that are no longer in active clinical use (legacy systems). These legacy systems include PICIS (operating room data), IBEX (emergency department data), SDK (patient registration data), SCM (inpatient EHR data), Logician (outpatient EHR data), and EWS/IDX (patient scheduling data). Legacy systems are not actively maintained; data from them can be cumbersome to extract and are not monitored for quality.

In some instances, certain data elements that are visible to frontline Epic users may be generated at the point of care and may not be captured within the data warehouse. CDW for Research analysts will work with your team to find the data necessary for analysis.

Read more about Data Available from the CDW for Research.

What services does the CDW for Research provide?

If you need data for a study:
With appropriate approvals, CDW for Research analysts provide extracts of data housed in the data warehouse for retrospective or prospective research studies. This includes cohort identification and recruitment lists, de-identified data sets, limited data sets, and patient-level identifiable data sets. The CDW for Research can also merges from multiple systems, such as crosswalking BMC EPIC clinical data with CHC OCHIN data for patients with health care encounters at BMC and CHCs.

If you are preparing for a study:
The CDW for Research offers consultations with study teams to identify robust data to answer your research question, estimate the cost of a data request, develop your study IRB protocol, determine if manual chart review would be required for your study, and formulate an effective CDW for Research data request. 

The CDW for Research team also provides investigators with cohort size simple counts (i.e. aggregated data, not supplied at the patient level) to prepare for a research study or IRB protocol submission.

Read more about CDW for Research Services.

How long does it take to get my data?

Wait times for data delivery depend on a variety of factors, including the current request queue and scope of the project. Wait times fluctuate throughout the year. It is the responsibility of the research team to allow ample time for IRB approval, acquisition of funding, and completion of the CDW for Research data request formulation and finalization process. Research teams should plan for several weeks between submission of a fully completed CDW for Research data request (including confirmation of IRB protocol approval/determination, confirmation of any special approvals, a fully completed CDW for Research data request form, and identification of an account number to pay for services) and receipt of the data. Current expected wait times by request type are provided on our website homepage.

How much do services cost?

Currently, the CDW for Research charges:

  • $100 per hour if funded by a BMC/BU account with government, not-for-profit, or internal/discretionary funds, and
  • $175 per hour if funded by industry/for-profit funder, or if the account sits external to BU/BMC.

Read more about Fees and Billing.

How are cost estimates determined? What if my project changes?

The CDW for Research team is available to make cost estimates for their work. Email cdw@bmc.org. Estimates vary by request type, complexity, size, scope, and which data streams need to be accessed. Estimates are subject to change if the project deviates in scope after the initial estimate, or if there are unforeseen complications in obtaining relevant data fields. Analysts will communicate to the investigator when there is a significant change in the cost estimate (±20% deviation) to avoid unexpected charges.

What kinds of payments/funding does the CDW for Research accept?

Investigators can include the cost of CDW for Research services in their grant proposal budgets or can pay for services using internal funds, such as Department or Division funding or discretionary funds.

Read more about Fees and Billing.

What if I don't have funding for CDW for Research services?

Investigators without grant funding, who have limited resources, or who are underfunded are encouraged to check with their Department or Division to secure funding.

Additional internal funding mechanisms include:

  • the BU CTSI has a voucher program to help support investigators. Vouchers provide a maximum of $5,000.
  • the BMC Health Equity Accelerator offers seed funding of up to $3000 to 2 recipients on a quarterly basis. E-mail BMCHS.Equity@bmc.org for more information.
  • the BMC Quality and Patient Safety (QPS) Department awards annual grants to proposals with one or more focus areas. Visit the Quality and Patient Safety Hub website for information.

The CDW for Research team is available to provide investigators with count information (i.e. aggregated data, not supplied at the individual patient level) to secure grant funding. The CDW for Research provides simple count services with the expectation that funding for further CDW for Research services are included in proposal budgets. Simple aggregate count data (e.g. the number of hospitalized patients with pneumonia in 2018) do not require IRB approval.

If you are concerned about CDW for Research fees, please reach out to cdw@bmc.org to schedule a consultation. We can work with you to keep costs low.

What if I need data for non-research purposes?

The CDW for Research is intended for research purposes only. For all other data request purposes, please submit a ServiceNow ticket at https://bmc.service-now.com

For information on Quality Improvement (QI)/Quality Assurance (QA) projects and IRB review, visit the BUMC IRB's website or contact the BMC QI Hub

What if I still have questions?

Contact us! The team is ready to answer your questions. Email cdw@bmc.org.