How to Request IHIS Access for Research Purposes

• Items needed before submission of request

  • 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)
    • IHIS training will need to be completed before access is granted; however, we recommend submitting the request for access prior to completion of training.
     

• Research access levels for IHIS

  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.

   

   

• Guidelines for Research Access to the Electronic Health Record

  Accessing the Electronic Health Record for Research Purposes
  Attachment A: Researcher Confidentiality Education Form
  Attachment B: Personal Attestation for Research Electronic Health Record Access

• Additional Information for OSU Researchers Not Associated with OSUWMC

  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

  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.  
  

  • 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)
    
    • Requesting Monitor-Auditor Access to CareLink
    • Associating a Patient and Coordinator to a Research Study
    • Releasing Patient Records to Research Monitors and Auditors
    • CareLink User Manual for Research Monitors and Auditors

  If access to medical records is needed for an FDA inspector, please contact the OSUWMC Privacy Office at 614-293-4477.

• Helpful tips and links

  • 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/)