RESEARCHERS’ GUIDE TO VA DATA

2014 VIReC Database and Methods 

Cyber Seminar Series

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RESEARCHERS’ GUIDE TO VA DATA

Research Access to VA Data

Linda Kok, MA

VA Information Resource Center

November 4, 2013
RESEARCHERS’ GUIDE TO VA DATA

Outline: Research Access to VA Data

Research vs. Operations Data Use

VHA Data Portal Data Access Information

Data Request Processes

Data Access Forms

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RESEARCHERS’ GUIDE TO VA DATA

Outline: Research Access to VA Data

Research vs. Operations Data Use

VHA Data Portal Data Access Information

Data Request Processes

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RESEARCHERS’ GUIDE TO VA DATA

Is it Research or Operations?

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Link to chart & related handbook on resources slide
RESEARCHERS’ GUIDE TO VA DATA

Outline: Research Access to VA Data

Research vs. Operations Data Use

VHA Data Portal Data Access Information

Data Request Processes

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RESEARCHERS’ GUIDE TO VA DATA

Audience Poll

(Heidi please convert to poll)

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Have you used the VHA Data Portal to 

find information on data access? 

– Yes 

– No

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RESEARCHERS’ GUIDE TO VA DATA

VHA Data Portal

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RESEARCHERS’ GUIDE TO VA DATA

Note: For operations projects (PI, QI, QA) use these instructions.

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RESEARCHERS’ GUIDE TO VA DATA

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RESEARCHERS’ GUIDE TO VA DATA

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RESEARCHERS’ GUIDE TO VA DATA

Finding request processes 

on the Portal

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RESEARCHERS’ GUIDE TO VA DATA

Research Request Process Table

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RESEARCHERS’ GUIDE TO VA DATA

Outline: Research Access to VA Data

Research vs. Operations Data Use

VHA Data Portal Data Access Information

Data Request Processes

VINCI Services

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RESEARCHERS’ GUIDE TO VA DATA

Types of Data Request Processes

CUPS POC

DART

Data Steward-Specific

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RESEARCHERS’ GUIDE TO VA DATA

Types of Data Request Processes

CUPS POC

DART

Data Steward-Specific

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RESEARCHERS’ GUIDE TO VA DATA

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RESEARCHERS’ GUIDE TO VA DATA

CUPS POC Request Example: Form 9957 

Handout -example for

– Mainframe access

– Scrambled SSN or

– Local facility data

Type of access: ZOS

Create new customer

– only if the individual will 

access the Mainframe

Section 3: 

– Real or scrambled SSN

– If Mainframe access is 

not needed (PI)

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RESEARCHERS’ GUIDE TO VA DATA

Types of Data Request Processes

CUPS POC

DART

Data Steward-Specific

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RESEARCHERS’ GUIDE TO VA DATA

Data Access Request Tracker

Request Process

DART Request Process Page

Data sources and data access tools 

Required Documents

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RESEARCHERS’ GUIDE TO VA DATA

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VA Research Documents 

NEW!

Request Forms 
RESEARCHERS’ GUIDE TO VA DATA

DART Data Sources Selection List 

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RESEARCHERS’ GUIDE TO VA DATA

DART Request Example: Form 9957 

Handout - example for:

– Scrambled SSN

• CDW Prod Domains

– Real SSN 

• Mainframe MedSAS

• Mainframe Vital Status

• CAPRI/VistAWeb

• OEF/OIF Roster File

In Section 3: 

– Indicate Real or Scrambled 

SSN for each source

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RESEARCHERS’ GUIDE TO VA DATA

Types of Data Request Processes

CUPS POC

DART

Data Steward-Specific

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RESEARCHERS’ GUIDE TO VA DATA

Data Steward-Specific 

Data Request Processes

Patient Care Services (PCS)

Pharmacy Benefits Management (PBM)

VIReC VA/CMS (Medicare & Medicaid)

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RESEARCHERS’ GUIDE TO VA DATA

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RESEARCHERS’ GUIDE TO VA DATA

Data Steward-Specific 

Data Request Processes

Patient Care Services (PCS)

Pharmacy Benefits Management (PBM)

VIReC VA/CMS (Medicare & Medicaid)

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RESEARCHERS’ GUIDE TO VA DATA

PCS Data Request Process

Provides custom analytic datasets for research use

Prosthetic Service (NPPD)

Care Management 

Diagnostic Services 

GEC 

Specialty Care Services 

Mental Health Services 

NCP 

Primary Care 

Rehab Services 

SCI/Disorders Services 

Telehealth Services

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RESEARCHERS’ GUIDE TO VA DATA

Patient Care Services 

Data Request Process

Requirements include:

– Data Transfer Agreement (DTA) 

– Brief description of the study

– List of variables and fields needed & justification

– PCS Data Security Checklist

Data request forms and data dictionaries are 

available on the PCS SharePoint site: 

http://vaww.infoshare.va.gov/sites/OSPM/default.aspx

Point of contact for DUA requests: Julie Strickland

Questions: VHA10P4PCSDR@VA.GOV

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RESEARCHERS’ GUIDE TO VA DATA

Data Steward-Specific 

Data Request Processes

Patient Care Services (PCS)

Pharmacy Benefits Management (PBM)

VIReC VA/CMS (Medicare & Medicaid)

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RESEARCHERS’ GUIDE TO VA DATA

Access to Pharmacy Benefits 

Management (PBM)Data

Provides custom data extracts for research

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RESEARCHERS’ GUIDE TO VA DATA

PBM data request form

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Submit

Description of data 

requested

Contact information 

- project description 
RESEARCHERS’ GUIDE TO VA DATA

Data Steward-Specific 

Data Request Processes

Patient Care Services (PCS)

Pharmacy Benefits Management (PBM)

VIReC VA/CMS (Medicare & Medicaid)

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RESEARCHERS’ GUIDE TO VA DATA

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RESEARCHERS’ GUIDE TO VA DATA

Requesting VA/CMS data from VIReC

Request Forms:

– Project Information and Authorization 

– Data Security Compliance Checklist 

– Data Description 

– Agreement to Provide Secure Data Storage at Termination of 

Approved Research 

– Rules of Behavior (ROB) Agreement 

Initial Research and Development (R & D) Committee 

approval letter 

Initial Institutional Review Board (IRB) approval letter 

Most recent continuing review approval letter 

http://vaww.virec.research.va.gov/VACMS/Requests/Standard.htm

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RESEARCHERS’ GUIDE TO VA DATA

Special Topic

VINCI 

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RESEARCHERS’ GUIDE TO VA DATA

Audience Poll

(Heidi please convert to poll)

Have you ever requested a VINCI 

Workspace for yourself or a project?

– Yes 

– No

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RESEARCHERS’ GUIDE TO VA DATA

Data Access Resources

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ORO Chart (Research vs. Operations):

http://www.va.gov/ORO/Docs/Guidance/1058_05_Non_Research_Operations_Chart_01_24_2012.pdf

VHA Handbook 1058.05 (Research vs. Operations): 

http://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=2456

VHA Data Portal: 

http://vaww.vhadataportal.med.va.gov/Home.aspx

DART: 

http://vaww.vhadataportal.med.va.gov/DataAccess/DARTRequestProcess.aspx

PCS: 

http://vaww.infoshare.va.gov/sites/OSPM/default.aspx

PBM: 

http://vaww.apps.cmop.va.gov/PBMIntranetWEbSiteArchive/research-qualityimprovement/rdrf.asp

VINCI: 

http://vaww.virec.research.va.gov/VINCI/Overview.htm

http://vaww.vinci.med.va.gov/vincicentral/
RESEARCHERS’ GUIDE TO VA DATA

VIReC Help 

VIReC Website 

• http://www.virec.research.va.gov

• Information on VA data sources 

VIReC Help Desk 

• VIReC staff will answer your question and/or direct you to 

available resources on topics 

• VIReC@va.gov or (708) 202-2413 

HSRData Listserv 

• Join at the VIReC Web site 

• Discussion among >500 data users, managers, and stewards

• Past messages in archive (on intranet)

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RESEARCHERS’ GUIDE TO VA DATA

Questions? 

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RESEARCHERS’ GUIDE TO VA DATA

Contact Information

Linda Kok

Privacy & Security Liaison & Data Access Lead

VA Information Resource Center (VIReC)

Direct : 708-202-7043

VIReC: 708-202-2413

Linda.Kok@va.gov

VIReC HelpDesk: virec@va.gov

VIReC website: http://www.virec.research.va.gov/

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