Access Clinical Data for Human Subjects Research

The Boston Medical Center (BMC) Clinical Data Warehouse (CDW) houses clinical information from the Health System’s EHR and other health system-related data streams to create a repository of data to support research.

As of April 2021, the CDW charges $75 per hour for all projects. See Fees and Billing.

Our current wait time is 6-8 weeks. Researchers are enouraged to plan accordingly.

The CDW can:

  1. Help formulate a CDW data request
  2. Estimate the cost of a CDW data request
  3. Provide count data for feasibility analysis or proposal/grant preparation without IRB approval (so called prep-to-research).
  4. Provide extracts of data housed in the CDW for retrospective or prospective research studies. This includes cohort identification, individual-level data sets, and linked data sets from multiple sources. Projects requesting individual-level data must have IRB approval. Some data streams may require additional permission to access those data from the CDW, including OCHIN data from Community Health Centers. 
     

Frequently Asked Questions

What data are available?

Most data that are recorded in Epic are captured in the CDW. Available clinical data 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 CDW 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 CDW. CDW analysts will work with your team to find the data necessary for analysis.

How much do services cost?

Currently, the CDW charges $75 per hour for all projects. Investigators must include the cost of CDW services in their grant proposal budgets. Payment for CDW services can be based on an hourly rate or on an estimated a percent time for analyst work. See Fees and Billing.

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

The CDW analysts are available to make cost estimates for their work. 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. CDW analysts will communicate to the investigator when there is a significant change in the cost estimate (±20% deviation) to avoid unexpected charges.

What services does the CDW provide?

With appropriate approvals, CDW analysts can extract data sets with individual-level data to investigators – including cohort identification files, de-identified data sets, limited data sets, and identifiable data sets, either retrospectively or prospectively. The CDW can also combine data from multiple systems, such as crosswalking BMC EPIC clinical data with CHC OCHIN data for patients with health care encounters at BMC and CHCs.

The CDW team can also provide investigators with count information (i.e. aggregated data, not supplied at the individual patient level) to prepare for a research study.

The CDW is available to assist with formulating a strong data request as well as estimate the cost of a CDW request.

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 and fluctuate throughout the year. It is the responsibility of the research team to allow ample time for IRB approval and completion of the CDW data request. Research teams should plan on at least a 6-8 week wait between IRB approval and receipt of the data. Expected wait time by request type provided below.

What if I need data for non-research purposes?

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

What if I still have questions?

Contact us! The team is ready to answer your questions. Email [email protected].

 

CDW Policies and Procedures

In a continuing effort to support the BUMC research community, the CDW has developed an updated Policies & Procedures Manual. The manual contains several revised policies, including: Timeline for Data Requests; Timelines for Data Delivery; and Billing & Invoicing. Research teams are encouraged to review the  CDW Policies and Procedures Manual prior to submission of a CDW data request.