Data Request Process

There are multiple paths to accessing data from the EMR for the purposes of research. Depending on the purpose and type of data for the project there may be several avenues to pursue:

Identified data (datasets containing HIPAA/PHI identifiers) or Limited data (datasets containing one or more HIPAA/PHI identifiers).
  • Project will require an approved IRB protocol or UC Reliance IRB (UCRex or multisite research project)

or

  • An approved Preparatory to Research Application (via Compliance Program)
De-identified dataset (contains no PHI or HIPAA identifiers)
  • Use Cohort Discovery tool to conduct queries and search EMR patient data for hypothesis testing and dataset sizing.

Your project may require extraction of identified or de-identified, IRB-approved clinical data for retrospective analysis and prospective follow-up. Researchers frequently submit such a request following an exploratory query using the Cohort Discovery tool. This service can be requested through the UC Davis Health System's Employee Self Service Catalog and filling out the included survey detailing the data they are looking for.
What is required by our data retrieval team prior to starting the project?

  • An IRB protocol (at least submitted) or an approved Preparatory to Research form from Compliance.
  • Investigator should run a Cohort Discovery query, have a list of the following:
    • Inclusion and exclusion criteria
    • ICD-9 or ICD10 codes.
    • Meds and or labs.

Cohort Discovery

Cohort Discovery (also known as I2B2) is a software tool that enables researchers to query a repository of patient information gathered from multiple sources, including electronic medical records, lab results, and demographic data. This information is then de-identified using recognized best practices.

UC Davis Researchers who complete an Introductory Training session are provided with a Login ID and password for Cohort Discovery.

A list of upcoming classes and additional information about Cohort Discovery is maintained on our health system intranet site (Staff Only). If you are unable to access this link, please visit the CTSC Event Calendar for upcoming Cohort Discovery training sessions.

To register for a Cohort Discovery training session, please fill out the registration form.
If you have questions or need assistance send an email to cohortdiscovery@ucdmc.ucdavis.edu
For more information, please visit the Cohort Discovery (Staff Only)

Data Explorer

The University of California Research eXchange (UC ReX) Data Explorer, is a secure, web-based system that enables UC investigators to identify potential research study cohorts from 12 million de-identified patient records at the five UC medical centers. The output of each query is a numeric count of cohorts, sorted by site, that match the criteria identified in the query. The numeric counts can be used to assess the feasibility of a study or hypotheses by identifying whether there are sufficient prospective subjects within the UC system.

UC Davis Researchers who complete an Introductory Training session are provided with a Login ID and password for Data Explorer.

A list of upcoming classes and additional information about Cohort Discovery and Data Explorer is maintained at the Cohort Discovery News and Training Page (Staff Only). If you are unable to access this link, please visit the CTSC Event Calendar for upcoming Cohort Discovery training sessions.

To register for a Data Explorer Training Session, please fill out the registration form. Note that the training is done in conjunction with Cohort Discovery training.

If you have questions or need assistance send an email to ucrexdex@ucdmc.ucdavis.edu
For more information, check out the UCRex Page.