A formal, standardized process has been established for granting research access to the Integrated Healthcare Information System (IHIS). This process ensures consistent evaluation and approval of access to protected health information (PHI) while maintaining compliance with applicable regulations and institutional policies.
The Health Information System Access Review Committee (HISARC) reviews and approves requests for IHIS research access for individuals who do not receive access through medical center employment. HISARC determines the minimum necessary access required for researchers to perform their assigned responsibilities.
Eligibility Requirements
Research personnel must maintain a current formal affiliation with The Ohio State University through one of the following:
- Active employment and compensation through OSU or OSUWMC
- Active enrollment at Ohio State
- Approved and documented research rotation
Please note:
- Inclusion on an IRB protocol alone does not establish eligibility.
- Former OSU/OSUWMC employees, former students, and non-OSU students are not eligible unless they meet one of the affiliation requirements above.
- OSUWMC Credentials - Active MedCenter credentials (name#). Individuals without credentials must obtain a Guest Account through the OSU Identity Management portal. Guest account requests must be submitted by an OSUWMC employee.
- Fingerprint Background Check (FBI/BCI) - Must be completed through OSUWMC ID Processing. Contact departmental HR.
- Drug Screening - Scheduled through University Health Services by departmental HR. Supervisor request required.
- Annual HIPAA & Institutional Data Compliance Training - Completed through BuckeyeLearn.
- IRB Key Personnel - Must be listed as Key Personnel on the approved IRB protocol (unless exempt by role).
- Vaccinations - Required for individuals with direct patient contact. University Health Services
- IHIS Training - Access-specific training required before access is provisioned. The request may be submitted before training is complete.
Students, Visiting Scholars, and Unpaid Research Personnel
- Researcher Confidentiality Education Form
- Personal Attestation for Research Electronic Health Record Access
- Estimated access end date
- Access is approved for up to one year and may be renewed
Clinicians and Ohio State Medical Students
Individuals who already have clinical IHIS access may use that access for research after completing the following:
- Register in the IHIS Researcher Registry
- Be listed as Key Personnel on the IRB protocol
- Complete annual HIPAA and Institutional Data Compliance training
- Complete IHIS research training if research effort is 50% or greater
Before You Begin
Have the following information available:
- Supervisor/Manager name and MedCenter Logon ID
- Cost center and fund number
- Appropriate onboarding status
Submit an eServices Request
- Open eServices Self-Service Portal
- Browse the OSUWMC IT Catalog
- Search for Onboarding (new hires and external researchers) or Modification (existing OSUMC employees)
- *Complete all required fields
- Submit the request
*Be sure to select “yes” to research under IHIS
- Aggregate Data Only - SlicerDicer feasibility searches only; also required for Cosmos users
- In-basket Only - View only charts sent through the IHIS In-basket
- Filtered Access (In-basket + SlicerDicer) - Access limited to approved MRNs, clinics, providers, or studies
- Read/View Only - View all patient records without documentation privileges
- Documentation Access - View all records and document within the chart
- Research Scheduling - Schedule research participants
- Research Billing - Manage research-related billing work queues
- SlicerDicer Power User - Patient-level PHI access through SlicerDicer. Requires Read-Only or Documentation access and IRB protocol entry
Step 1 – Initial Review
The HISARC Access Specialist verifies:
- Employment status
- HIPAA training
- Background check
- Drug screening
- IRB status
- Requested access
HISARC meets on the second and fourth Thursday of each month.
Step 2 – HISARC Review
HISARC:
- Full committee reviews the request
- Determines minimum necessary access
- Approves the request
Typical timeframe: 2–4 business days
Step 3 – Training Verification
The IHIS Training Team verifies required training.
- Complete → forwarded to Accounts Team
- Incomplete → user notified
- Requests remaining incomplete after 60 days are closed
Typical timeframe: 1–3 business days
Step 4 – Account Provisioning
The IHIS Accounts Team creates the account and provisions access.
Typical timeframe: 1–5 business days
If filtered SlicerDicer access is requested, the ticket proceeds to IT.
Step 5 – IT Configuration
IT configures SlicerDicer filters.
Typical completion times:
- MRN filters: 5–10 business days
- Department/provider filters: 3–7 business days
IHIS for Research Request Approval Flowchart
Researchers must maintain an eligible OSU affiliation through:
- Active employment
- Active enrollment
- Approved research rotation
Additional information:
- Guest account required
- Requests submitted by an OSUWMC employee
- Guest accounts and IHIS access must be renewed annually
- Allow 2–6 weeks for approval
Monitor and auditor access is requested through CareLink
Requirements:
- Request submitted by OSU/OSUWMC research staff
- Self-requests are not permitted
Internal resources include:
- Requesting Monitor or FDA Auditor Access to CareLink
- Releasing Patient Records to Research Monitors and Auditors
- CareLink User Manual for Research Monitors and Auditors
- eServices Self-Service Portal
- Tip Sheet: Requesting IHIS Access for Research
- Cosmos Requests
- SlicerDicer Quick Start Guide
- Provider-Based Departments
- MyTools Physician Finder
- Drug Screening and Vaccinations University Health Services
- IHIS Research Training Team ihisresearchtraining@osumc.edu
- CITI training - Office of Responsible Research Practices (ORRP)
- Guest Account requests my.osu.edu
- OSU Medical Students and OSUMC Clinicians IHIS Researcher Registry
- IT Help Desk: 614-293-3861 (Option 8)