Emergency Department Data Analytics Committee (EDAC) Data Request Form

*Note: Please allow for up to 2 weeks for EDAC to review your request.

Include aim(s) and study question(s)

Data Availability Query: when you need to know what data is available to refine a project concept or formal data request. We generally invite requestors to an EDAC meeting to discuss with the team so we can share the right information.

Raw Data Request: when you need individual data elements (e.g., date of service, date of birth, ED arrival time, medications, disposition, etc.) for individual patients seen in the ED and then plan to analyze to create summary statistics.

Aggregate Data Summaries: differs from raw data request because we provide summary statistics (e.g., percentages, counts, medians, averages) across a group of patients for metrics that you request. Examples include: total number of patients with hypertension, percentage of patients admitted in 2023, or number of patients admitted with diagnosis of pneumonia.

Customized Visualizations: when you need a slide or report summarizing aggregate data summaries (e.g., ED patient arrivals by hour of the day for Summer 2024, number of COVID/Flu/RSV swabs ordered by day during flu season 2023). These are often requested for leadership or operations presentations.

Metrics Development: when a program is looking to monitor activities over time and needs information on what data is currently collected, what can be used to calculate measures of activity, and which of those measures are reliable.

Dashboards: when metrics are known or established and there is a desire to track them over time in a way that it is automatically updating and available online. No PHI will be included on dashboards.

Database & Informatics Systems Development: can overlap with dashboards but involves the creation of database systems and can include reports in places like Reporting Workbench and use of other Epic Cogito Tools, REDCap, Google Cloud Platform, and the implementation of predictive models.

ED Epic (ASAP) Clinical Build Request: when you need an edit to the emergency medicine clinical Epic system, some examples include pop up alerts, automated features, builds to support new clinical units (i.e. the Walk-In Clinic, Virtual Visit Program, Indigo, etc.)

Select all that apply.

We generally meet every Wednesday 11am - 12pm PST, except for the second Wednesday of each month due to conflicting departmental meetings. Depending on the complexity of your request, you may need to be available to discuss at an EDAC meeting.

Describe the events or patients that you are trying to capture with this data request. Be as specific as possible. Detail who should be included or excluded (e.g. Include ED patients who were trauma alerts. Exclude Trauma 95 and patients who died in the ED).

List the specific data points needed for each patient or event, such as:

• Date of trauma alert
• ED arrival time
• Arrival method (EMS, self, other, unknown)
• Age, race, and gender
• Timing and type of imaging (e.g., first CT scan, head CT yes/no)
• Operating room status (yes/no), OR arrival time
• ED consultations
• Hospital discharge date/time
• Survival status at one year

Patient Characteristics and Outcomes:

If you’re requesting details on individual patient characteristics, please clearly list and define each item. Be specific and provide definitions, including ICD-10 codes where applicable. You can refer to https://www.icd10data.com/ for ICD-10 codes for guidance. If available, attach a data dictionary to your request.

Electronic Health Record (Epic) Source Description:

Attach any supporting documents or Epic screenshots in the File Upload field below that will help us identify exactly what you are looking for, and aid us in finding its location within the electronic health record (Epic and/or other patient health care related databases).

Measures/Units:

Specify the units or format desired (e.g., for lab results, indicate if you want the value, normal/abnormal status, or positive/negative; for BMI, specify the calculation method).

Please attach any supporting documents that will help us better understand your scope or data need.

REMINDER: If requesting patient level data for research data analysis, please submit a copy of your IRB and DPA in the file upload section below. We will not be able to vend data without these regulatory documents:

• IRB approval or exemption letter
• Data Privacy Attestation (DPA)
• EHR Data Access Waiver