Obtaining IHIS Access for Research
The College of Medicine Office of Research in collaboration with The Ohio State University Health System has developed a defined process for granting access to the electronic health record, IHIS (Integrated Healthcare Information System), for research purposes. This process creates uniformity in the approval of access to protected health information (PHI) for research purposes and promotes compliance with regulations and institutional policies.
Please contact Kristin Page (kristin.page@osumc.edu) with any questions.
Download (internal access only) step-by-step instructions for submitting an eServices request if you are a researcher associated with OSUWMC.
Overview of Approval Process
The Health Information System Access Review Committee (HISARC) is responsible for the review and approval of IHIS access for research purposes. Download the infographic or read below to overview the process.
- eServices ticket entered to request IHIS access for research
- College of Medicine Office of Research notified of request
- HISARC reviews request and verifies completion of compliance requirements
- Requestor provides additional information
- HISARC recommends security access template
- Information security notified of access level approved
- Information security confirms completion of training
- User account is activated
- Requester is notified of status
How to Request IHIS Access for Research Purposes
- Fingerprint background check (FBI/BCI) and date completed (must be done through OSUWMC)
- Drug screening and date completed
- Vaccinations and date completed (if interacting with human subjects)
- OSUWMC Annual HIPAA Privacy and Security Training and date of completion (New requirement as of May 17, 2019)
- MedCenter Logon ID for person needing access
- Supervisor/Manager's name and MedCenter Logon ID
- Cost center and fund
- IRB protocol information:
- Added as key personnel or sub-investigator
- Requires completion of CITI human subjects training
- Requires completion of CITI responsible conduct of research (RCR) training
- Requires completion of annual Conflicts of Interest disclosure (eCOI)
- OSU IRB protocol number
- PI name and MedCenter Logon ID
- Whether written HIPAA authorization is used
- Information on HIPAA waiver for written authorization (full, partial, none)
- Added as key personnel or sub-investigator
- IHIS training will need to be completed before access is granted; however, we recommend submitting the request for access prior to completion of training.
HISARC is charged with determining the minimum access necessary to complete the research. There are several access levels that can be granted for research purposes:
- Inbasket only: Users can only view charts that are sent to them via IHIS inbasket (similar to email). This is typically used for users who are only looking at a defined subset of patients.
- Read/view only: Users can see all charts in the system but cannot edit the chart contents. This is appropriate for researchers looking at a broader range of patients, working on multiple research protocols, or screening patients under a partial HIPAA waiver.
- Full access: Users can see all charts in the system and can document within the record. This is useful for researchers who wish to record research-related activities, such as the consent process or research notes, or pending orders to a licensed provider, such as an order for research samples.
- Researchers can also request the ability to schedule patients for research visits or access billing for research purposes.
Only someone associated with the medical center can submit these requests.
- An OSUWMC identity is required and may be requested through my.osu.edu. Instructions are available here (OSU login required). Only someone currently associated with OSUWMC will be able to request a guest account.
- An onboarding request must be submitted through eServices to establish the user in the system. Click here (internal access only) for step-by-step instructions.
- Please note that guest accounts and IHIS access expire one year after creation. The guest account can be extended through my.osu.edu.
- Approval can take 2-6 weeks, so please plan accordingly.
How to Request Electronic Health Record Access for Research Monitors and Auditors
Research monitors and auditors can now view the Electronic Health Record through Ohio State CareLink (formerly DocLink) rather than through IHIS directly.
Research monitors and auditors can now view the Electronic Health Record through Ohio State CareLink (formerly DocLink) rather than through IHIS directly.
- You will need to gather information from the person and create an OSUWMC identity through my.osu.edu. Instructions available here (OSU login required). An onboarding request through eServices is no longer required.
- You will then submit a new account request through Ohio State CareLink (formerly DocLink). Please review the Tip Sheet on OneSource for more specific information (OSUWMC login required).
- Please note that the participants will need to be associated to the study, and the researcher will need to be associated to the study in order to release the charts to the research monitor or auditor. Please review the Tip Sheets available on OneSource for more information.
- Helpful links: (OSUWMC login required)
- If the request is for an internal transfer from another research role or new to research but previously worked at OSUWMC in another capacity, access to the system will still need to be requested in eServices. These requests go through the traditional provisioning process for research access.
- Contact the IHIS Research Training team (ihisresearchtraining@osumc.edu, 614-688-6663 or 614-366-4777) to schedule appropriate training
- Supervisor/Manager information should be an individual involved in research or a PI
- You can request to model access on another user. However, requests are not guaranteed, as requests are reviewed for minimum necessary access.
- For background checks, contact departmental HR representative to schedule with ID Processing
- For drug screens and vaccinations, contact departmental HR representative to schedule appointment with University Health Services
- Annual HIPAA Privacy and Security eLearning must be completed through BuckeyeLearn (http://go.osu.edu/buckeyelearn)
- Information regarding required CITI training can be found on the Office of Responsible Research Practices (ORRP) website (http://orrp.osu.edu/irb/training-requirements/)
- Information about eCOI can be found at the Office of Research Compliance website (http://orc.osu.edu/regulations-policies/coi/ecoi/)