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.

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.

Learn more about the IHIS access for research request approval process

Once an eServices ticket to request IHIS for research is submitted (by an OSUWMC employee), the approval process is completed as follows:

  1. Verification by COMRIT: The College of Medicine Research IT (COMRIT) verifies the new user’s employment status, HIPAA training, background check, drug screening, IRB, and user needs before the next Health Information System Access Review Committee (HISARC) meeting, which occurs on the second and fourth Thursday of each month.
  2. HISARC Review: HISARC reviews the request, determines the minimum necessary access level for the user, and approves the request in eServices. This step typically takes 2-4 business days. The ticket is then assigned to the IHIS Training Team.
  3. Training Verification by IHIS Training Team: The IHIS Training Team verifies whether the user has completed all required training. If so, they approve the eServices ticket and it is assigned to the IHIS Accounts Team (1-3 business days). If training is incomplete, the user is notified. If not resolved within 60 days, the ticket is closed.
  4. Account Creation by IHIS Accounts Team: The IHIS Accounts Team creates the user account and provisions the approved access level (1-5 business days). If slicer/dicer access is needed, the ticket is assigned to the IT Team; otherwise, it is marked as complete.
  5. Configuration by IT Team: The IT Team configures access based on the (user provided) list of MRNs, providers, or department codes. This can take 5-10 business days for MRNs, and 3-7 business days for departments or providers.

This process ensures that all necessary checks and trainings are completed before granting access to IHIS for research purposes.

IHIS for Research Request for HISARC Approval Flowchart:

IHIS Flow Chart

How to Request IHIS Access for Research Purposes