Healthcare Data Access Guide for EVMS Researchers

Dataset Description

Virginia Health Information maintains comprehensive de-identified inpatient discharge data from all Virginia hospitals. This dataset is made available to EVMS researchers through a data agreement between RISE and the M. Foscue Brock Institute for Community and Global Health at Macon & Joan Brock Virginia Health Sciences at Old Dominion University.

This partnership represents the most complete source for statewide healthcare utilization analysis available to EVMS researchers. 

Data Characteristics

Data Dictionary: The comprehensive VHI Data Dictionary includes all available parameters:

• Patient Demographics: Age groups, gender, race, ethnicity, patient zip code
• Clinical Variables: Principal diagnosis, secondary diagnoses (up to 18), principal procedure, secondary procedures (up to 18), DRG assignments, MDC classifications
• Administrative Variables: Admission type, admission source, discharge status, length of stay, patient status
• Financial Variables: Total charges, detailed charge categories, payment sources
• Hospital Variables: Facility identifier, hospital characteristics, region codes

For complete variable specifications and coding schemas, researchers should reference the official VHI Data Directory provided during the consultation process.

Dataset Limitations:

• De-identification prevents longitudinal patient tracking across encounters
• Cross-facility patient linkage not available
• Limited to inpatient discharge events
• Outpatient services not included

Available Data Elements:

• Current holdings: 2008-2022 (2023 is coming soon)
• Data refresh schedule: Annual updates

How to Access

1. Initial Consultation:

• Submit RISE service request.
• Specify VHI as the requested data source.
• Provide research protocol with variable specifications.

2. Variable Verification:

• RISE Data Manager reviews requested variable availability
• Confirmation of data elements present in VHI holdings

3. Administrative Documentation:

• Complete VHI/Brock Institute Agreement Form (specific to the data agreement with the M. Foscue Brock Institute).
•  Submit VHI Data Request Form.
• Specify inclusion/exclusion criteria and cohort parameters.

4.    IRB Compliance:

• Obtain a determination letter for non-human subjects research.
• Submit to RISE prior to data extraction.

5.    Data Extraction and Delivery:

• RISE conducts extraction per approved specifications
• Data undergoes quality assurance procedures
• Delivery in requested format (SAS, CSV, or REDCap)

The processing timeline varies based on query complexity and data volume requirements

Research Applications

• Healthcare utilization and epidemiological studies
• Cost-effectiveness and health economics research
• Quality improvement and patient safety initiatives
• Health policy analysis and evaluation
• Healthcare disparities research

Dataset Description

TriNetX represents a global health research network providing de-identified, aggregated data from participating health systems. Through the partnership with Sentara Healthcare, EVMS researchers access Sentara Health System data via this secure, web-based platform, enabling rapid feasibility assessment and preliminary analyses.

Data Characteristics

Available Data Elements:

• Patient demographics
• ICD-10 diagnoses and CPT procedures
• Laboratory results and vital signs
• Medication records

Analytical Functions:

• Cohort identification and characterization
• Descriptive statistics generation
• Survival analysis
• Propensity score matching

Dataset Limitations:

• Aggregate data only; individual patient records unavailable
• Data export limited to summary statistics
• Coverage restricted to Sentara facilities

How to Access

Preliminary Analysis Account (30 days):

• Patient count data access
• Basic demographic distributions
• Feasibility assessment capabilities

Formal Analysis Account (180 days):

• Complete analytical toolkit.
• Advanced statistical functions.
• Cohort sharing functionality.
• Requires Office of Research authorization.

Access Protocol

1.  IRB Documentation – Letter of Determination of Non-human subject research:

• Submit a TriNetX Submission xForm for expedited review
• Approval is typically within 1-2 business days

2.    Administrative Processing:

• Complete VHS Data Request Intake Form (only for formal analysis)
  • Select TriNetX Full Data Analysis option.
• Obtain EVMS Office of Research Data Request Number (formal analysis only).

3.    Account Provisioning:

• Submit Sentara Research Data Requests form - please ensure the Data Attestation form is completed by all team members before submitting.
• Receive credentials and training materials.
• Access platform at designated TriNetX portal.

4.    Account Activation: 1-3 business days following approval

Research Applications

• Grant preliminary data generation
• Clinical trial feasibility assessment
• Cohort size estimation
• Hypothesis development
• EPIC data request refinement

Dataset Description

Through collaboration with Sentara Health Research Center, RISE provides access to Sentara Healthcare System's EPIC electronic medical record platform and ensures comprehensive variable availability verification for all research requests.

This partnership approach provides researchers with expert guidance on data element accessibility and helps optimize study design based on available clinical data and documentation within the EPIC system.

How to Access

1. Feasibility Assessment:

• Submit RISE service request
• RISE consultation to refine specifications

2.    Sentara Health Research Center Review:

• Formal presentation of research proposal to Sentara partners
• Variable specification and sample size determination
• Feasibility confirmation through collaborative review

3.    IRB Approval:

• Submit comprehensive research protocol
• Include data management and security plans
• Obtain IRB approval for data access

4.    Regulatory Compliance:

• Complete EVMS Data Request Intake Form.
• Obtain EVMS Office of Research Data Request Number from approved and processed EVMS Data Request Intake Form.
• Submit Sentara Research Data Requests Form.

5.    Data Extraction:

• Sentara constructs and validates queries
• Quality assurance procedures implemented
• Data delivered to a secure EVMS REDCap database designed specifically for the project

Technical Specifications

All EPIC data requests must include:

• Precise variable definitions to correctly identify corresponding EPIC field names
• Specific medication names, ICD PCS procedure codes, and ICD diagnosis codes
• Calculation methodologies for derived variables
• Detailed data transfer and security protocols
• HIPAA-compliant data destruction plans

Research Applications

• Complex clinical outcomes research
• Longitudinal cohort studies
• Comparative effectiveness research
• Healthcare quality assessment
• Predictive modeling development

Dataset Description

The EVMS Medical Group maintains comprehensive outpatient electronic medical records through the EPIC platform. This dataset provides detailed ambulatory care information from EVMS specialty and primary care practices.

Data Coverage

Clinical Domains:

• Primary care encounters
• Specialty consultations
• Outpatient procedures
• Preventive care services
• Chronic disease management
• Diagnostic testing

Geographic Distribution:

• EVMS clinical sites throughout Hampton Roads
• Academic medical center locations
• Community-based practices

How to Access

The process for accessing EVMS Medical Group EPIC data is currently under development. Researchers interested in ambulatory care data should:

1. Submit a RISE service request.
2. Specify EVMS Medical Group data requirements.
3.  Await notification regarding data availability.

Research Applications:

• Primary care quality metrics
• Specialty care outcomes assessment
• Ambulatory care utilization patterns
• Medical education research
• Clinical effectiveness studies

Data Governance and Compliance

Institutional Requirements

All data access requires:

• Current CITI Program certification for all research team members
• IRB determination or approval as appropriate
• Compliance with HIPAA Privacy Rule minimum necessary standards

Data Management Standards:

• All patient data must be stored in REDCap databases
• Data security protocols must align with institutional policies
• Data destruction must follow approved timelines and methods
• Regular audit compliance required