Requesting Research Identifiable Data for HCIA Awardees 02/19/2014 - - PowerPoint PPT Presentation

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Requesting Research Identifiable Data for HCIA Awardees 02/19/2014 - - PowerPoint PPT Presentation

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Requesting Research Identifiable Data for HCIA Awardees 02/19/2014 Presented by Faith Asper, ResDAC Director of Assistance Work performed under CMS Contract #HHSM-500-2013-00166C About ResDAC Centers for Medicare and Medicaid (CMS)

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Requesting Research Identifiable Data for HCIA Awardees

02/19/2014

Presented by Faith Asper, ResDAC Director of Assistance

Work performed under CMS Contract #HHSM-500-2013-00166C

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About ResDAC

  • Centers for Medicare and Medicaid (CMS)

contractor

  • Offer free assistance to researchers interested in

using Medicare and Medicaid data for research

  • Staffed by a team of public health and health

services research specialists

  • Provide a range of services related to CMS data

˗ Assistance Desk ˗ Workshops and Outreach

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Work performed under CMS Contract #HHSM-500-2013-00166C

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ResDAC Services

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Introduction to CMS Data Requesting CMS Data Using CMS Data

  • Strengths and

weaknesses of CMS data

  • Data file

availability

  • Cohort selection
  • Cost estimates

for CMS data

  • Questions about

request process

  • Formal

applications for CMS identifiable data

  • Variable and

code definitions

  • Programs and

polices that affect data contents

  • Identifying

services and calculating payments

ResDAC Support

Work performed under CMS Contract #HHSM-500-2013-00166C

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Overview of Webinar

  • Overview of the request process and timelines
  • Review of the required materials
  • Discussion of each request document and tips

for completion

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Work performed under CMS Contract #HHSM-500-2013-00166C

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Overview of Request Process

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Researcher ResDAC DPSP Contractor CMS Buccaneer Draft Packet Packet Revisions Reviews Final Packet CMS Analyst Privacy Board Decision Notification DMP Review Processing

Work performed under CMS Contract #HHSM-500-2013-00166C

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Privacy Board Request Materials

All new study requests require the following documents:

  • Request Letter
  • Executive Summary
  • Data Management Plan
  • Study Protocol
  • Data Use Agreement & Signature Addendum
  • IRB Evidence of Waiver Approval
  • Evidence of Funding
  • Specification Worksheet

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Work performed under CMS Contract #HHSM-500-2013-00166C

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File Specific Materials

Depending on the request circumstances, researchers may also need the file-specific

  • documentation. Not all of these documents

will be required for all requests. Fil ile-Specif Specific ic Doc

  • cumentat

umentation ion

  • Part D Variable Justification
  • Assessment Variable Justification
  • National Death Index Supplemental

Application

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Work performed under CMS Contract #HHSM-500-2013-00166C

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Request Materials List

Request Document Notes

  • 1. Request Letter

ResDAC has created a template especially for the HCIA awardees.

  • 2. Executive Summary

The Executive Summary is the main document reviewed by the CMS Privacy Board. It includes a Data management plan, which is reviewed by another CMS contractor. Resources for how to complete this document are found on our site: http://www.resdac.org/cms- data/request/materials/rif-executive-summary-template

  • 3. Study Protocol

Please supply the HCIA grant proposal that CMS approved.

  • 4. Data Use Agreement

Please complete the 6-page DUA.

  • 5. Signature Addendum to

DUA This is needed for individuals that will access the data and do NOT report to either the User (#16 of DUA) or Custodian (#17 of DUA). 8

Work performed under CMS Contract #HHSM-500-2013-00166C

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Request Materials List, continued

Request Document Notes

  • 6. Evidence of Funding

Include the CMS grant award face sheet as evidence that this request is an HCIA awardee and therefore, data are free of charge.

  • 7. Specifications Worksheet

This document outlines the data that are requested and where data are to be shipped.

  • 8. IRB Waiver Approval

Institutional review board waiver approval is necessary for all research requests.

  • 9. Part D Variable Justification

Please provide the Part D variable justification worksheet that is found within the specifications worksheet.

  • 10. Assessment Variable

Justification The Assessment variable justification worksheets are separate Excel spreadsheets found on our website.

  • 11. National Death Index

Supplement If requesting the NDI cause of death data, please supply the supplement and a separate review is required. 9

Work performed under CMS Contract #HHSM-500-2013-00166C

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Selected Request Materials & Tips for Completion

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Work performed under CMS Contract #HHSM-500-2013-00166C

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Step 1: Obtain the request materials

  • Start at the ResDAC home page under
  • “Research Identifiable Files”

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Work performed under CMS Contract #HHSM-500-2013-00166C

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Step 1: Obtain the request materials

  • The request materials are at the bottom of this

page.

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Work performed under CMS Contract #HHSM-500-2013-00166C

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Step 1: Obtain the request materials

  • Use the filters to obtain the list of materials.

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Work performed under CMS Contract #HHSM-500-2013-00166C

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Step 2: Prepare a Draft of the Materials

  • Prepare a draft of all the request materials (before

signing the materials)

  • HCIA Awardees DO NOT need a Cost Invoice

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Work performed under CMS Contract #HHSM-500-2013-00166C

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Request Letter

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Work performed under CMS Contract #HHSM-500-2013-00166C

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Data Use Agreement

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CMS will assign after submission This should be the HCIA Awardee Organization Name

Work performed under CMS Contract #HHSM-500-2013-00166C

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Data Use Agreement

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List specific files and years requested. Leave SOR blank. Year for the crosswalk files should be the year that it was provided. (i.e. 2014) CMS has an automatic 1 yr retention period.

Work performed under CMS Contract #HHSM-500-2013-00166C

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Data Use Agreement

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If signature addenda are needed, include that under #12.

Work performed under CMS Contract #HHSM-500-2013-00166C

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Data Use Agreement

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#16 is the individual that is authorized to sign on behalf of the Requesting Organization. #17 is the individual that is responsible for the data security.

Work performed under CMS Contract #HHSM-500-2013-00166C

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Data Use Agreement

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CMS will insert the CMMI staff that will be signing the HCIA DUAs.

Work performed under CMS Contract #HHSM-500-2013-00166C

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Specifications Worksheet

  • The three main tabs are Contact_Request Info,

Extract summary, PDE Justification

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Work performed under CMS Contract #HHSM-500-2013-00166C

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Specifications Worksheet

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Work performed under CMS Contract #HHSM-500-2013-00166C

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Step 3: Email Draft Materials to ResDAC

  • Email dr

draft t versio ions ns (unsigned) to resdac@umn.edu

  • A ResDAC Technical Advisor will be

assigned to review and email back comments.

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Work performed under CMS Contract #HHSM-500-2013-00166C

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Step 4: Email Final Materials to ResDAC

  • Email fin

inal l versions ions (with signatures) to resdac@umn.edu

˗ Please note that CMS can’t accept digital signatures.

  • A ResDAC Technical Advisor will forward

all to CMS for a Privacy Board review.

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Work performed under CMS Contract #HHSM-500-2013-00166C

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Step 5: CMS Approval & Buccaneer Processing

  • CMS Privacy Board will review request
  • CMS Privacy Analyst will notify requestor
  • f approval and will forward request to

Buccaneer for processing.

  • Buccaneer will process the request and

ship data.

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Work performed under CMS Contract #HHSM-500-2013-00166C

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Resources for Help

  • ResDAC Assistance Desk

˗ Email: resdac@umn.edu ˗ Phone: 1-888-973-7322 ˗ Web: http://www.resdac.org

  • ResDAC Website

˗ CMS Data Request Center ˗ ResConnect (Resource Library)

»Tips for Completing a RIF Request Packet »Tips for Completing the DUA

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Work performed under CMS Contract #HHSM-500-2013-00166C

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Questions?

  • Submit a question through Q&A icon at

the top of the screen OR

  • Submit a question through the chat box.

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Work performed under CMS Contract #HHSM-500-2013-00166C