Clinical Research – Clinical Warehouse Data Access

Clinical Data Access for Researchers

The Clinical Data Warehouse.In late 2005, Boston Medical Center embarked on a new project to bring data at the hospital into a single relational data warehouse. This means that clinical researchers who have IRB/HIPAA approval can now, with the help of a database developer–

  • get data with a single query (rather than searching manually)
  • cross-reference data from Logician, SDK, SCM, OR and ED
  • get simple patient counts defined by some user specified criteria
  • relate local data with BMC data
  • search text files (physician notes, pathology reports, etc.) for keywords
  • and more, depending on the researcher’s needs

Get Started

If your protocol has been approved by HIPAA and/or the IRB, then click here to download the data request form. Note that there is a charge for accessing the Data Warehouse for research purposes. To find out more about charges, click here. E-mail the Clinical Data Warehouse Research Manager, Linda Rosen with your completed request form, questions or requests for meetings to discuss your particular data needs.

Boston University’s Clinical and Translational Science Institute (BU CTSI) will support some data requests that are for translational research and are not funded by a grant. Please consider the following questions:

Will the requested data be applied to any of the following areas?
1) The transfer of new understandings of disease mechanisms gained in the laboratory into the development of new methods for diagnosis, therapy, and prevention and their first testing in humans;

2) The translation of results from clinical studies into everyday clinical practice and health decision making;

3) The discovery of ways to move clinical findings into the daily care of patients;

4) The movement of scientific knowledge into the public sector and thereby changing people’s everyday lives.

If translational and unfunded, then CTSI will pay for the first 8 hours of work towards this data request.

Policies And Procedures



Currently data from the following systems are available:
 
SDK – Registration [start date: 10/03]

  • Patient demographics
  • Patient and Provider contact data
  • Diagnoses(ICD-9 codes) related to a visit
  • Procedure info (CPT codes) related to a visit
  • Admission and Discharge date/time
  • Service Area Information
  • ER Admission and Discharge date/time
  • Insurance Information
  • Visit Charges
Logician – Outpatient data [start date: 1999]

  • Patient contact information
  • Appointment Information (past and future)
  • Observation Data – template info
  • Problem List items
  • Orders – referrals and tests
  • Laboratory Results
  • Pathology Reports
  • Physician Notes
  • Radiology (text format)
  • Allergy Information
  • Medication Information
  • Flags
SCM – Inpatient [start date: 2001]

  • Patient Information
  • Visit Information
  • Lab Values
  • Orders
  • Documents
  • Allergy/Allergen Information
PICIS – Operating Room [start date: 3/04]

  • Patient Demographic Information
  • Surgery Booking Information
  • Case Record data
  • Surgery Procedure Information
IBEX – Emergency Dept [start date: 11/2004]

  • Admit and Discharge Dates
  • Length of Stay
  • Transaction Data
Tumor Registry [start date: mid 1980's]

  • Patient Information
  • Tumor Site
  • Stage
  • Date of Initial Diagnosis
AICE – Infection Data [start date: 1/2000]

  • Patient Information
  • Infection Date
  • Infection Site
  • Pathogen
IDX – Appointment Information [Limited Dates]

  • Date/Time of Appointment
  • Appointment Status
  • Appointment Location
Anesthesia Information

  • Event Data
  • Orders
  • Tasks
Other data sources will be added in the future.


Linda Rosen can assist researchers in the development of identified/de-identified datasets, recurring reports, web access to formatted queries and other datasets.The following links will help you get started on a new proposal:
Office of Clinical Research
IRB Website
Is Your Research Covered By HIPAA’s Privacy Rule?
Click here to download a data request form.
Contact Linda Rosen with questions.


Data Security:

Protected health information must be stored on a secure device–on a BUMC network drive, a password protected computer or on a peripheral device that is stored in a secured cabinet or office. Only the investigators approved by the IRB for the protocol may have access to the information. No protected health information shall be removed from BUMC. Identifiers should be destroyed when they are no longer required for the study. As soon as the investigator(s) have completed the study, the file/files should be destroyed.

The protected health information may not be re-used or disclosed to any other person or entity, except as required by law, for the authorized oversight of the research study, or for other research for which the use or disclosure of protected health information would be permitted by the Privacy Regulation 45CFR 164.512.

Primary teaching affiliate
of BU School of Medicine