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CDW - Frequently Asked Questions

How Do I Use SPARC to Access the Honest Broker for the Clinical Data Warehouse?

In order to get the data request process started, you will need to request the “Research Data Requests” service through the SPARC system. A screen shot of where to locate the “Research Data Requests” service in SPARC is located below.

Once you select the service and click “Continue” you will be taken through several steps where you will be prompted to enter information about your study/project. When you have provided all of the necessary information you will be brought to a final screen where you will click “Submit to Start Services”.

Upon submitting your service request in SPARC, you must complete the Research Data Request form in REDCap to provide the specific details of your request that will be used by the honest broker to create your report.

Once both the SPARC request and your Research Data Request form are submitted, your request will be sent to our Data Request Committee (DRC) for approval.

Please do not hesitate to contact the SCTR SUCCESS center (792-8300, success@musc.edu) if you have any questions or would like any assistance with this process.

Sparc Request

Where Does MUSC Get it's Data? 

Primary source is Oacis prior to from 1993 through July 1, 2014, and EPIC Clarity since July 1, 2014. Source details can be found in the data dictionary.

What are the Supported Browsers?

Internet Explorer

FireFox

Safari

Safari on the Macintosh has a problem displaying the text and the icon on the Research Query report page. In order to view the text, select the View: List option instead of the View: Icon option from the icons in the toolbar.

Google Chrome

Chrome has a problem displaying the text and the icon on the Research Query report page. In order to view the text, select the View: List option instead of the View: Icon option from the icons in the toolbar. Or, alter the shortcut properties.

Right mouse click on the Chrome shortcut and choose properties. Then select the ShortCut tab to alter the Target values. Append the following line at the end of the file path:

--user-agent="Mozilla/5.0 (Windows; U; Windows NT 5.1; en-US) AppleWebKit/525.19 (KHTML, like Gecko) Version/3.1 Safari/525.19

Press the OK button.

What Data are Available in the MUSC Clinical Data Warehouse for Researchers?

The warehouse contains electronic clinical data from the Clinical Data Repository, including patient demographics, visit information, ICD 9-coded diagnoses, ICD 9-coded procedures, laboratory test results, microbiology test results and medications. Primary source is Oacis prior to July 1, 2014, and EPIC Clarity since July 1, 2014. Source details can be found in the data dictionary.

What Data are Not Available in the MUSC Clinical Data Warehouse for Researchers?

The warehouse does not expose provider information, notes, billing data, CPT codes.

What is the Date Range for Data in the Warehouse?

Data starts in 1993 to present.

What is the Default Date Range for Data in the Research Query Prompted Report?

When a date range is not specified at all, the Research Query report will go back 5 years based on the year of the admission date. If a report is run in 2011, then the results will include patients admitted after 2005.

How Often Must I Sign the Data Use Assurance(DUA)?

The DUA must be signed annually.

Why Can’t I See Counts Fewer Than Six?

We are purposely hiding the low counts in the results to protect patient privacy and the Medical University of South Carolina. Note, the low count rows will not appear in graphs.

Can I Filter on Race or Sex?

Currently, there is no filter for race or sex in the Research Query prompted report. One workaround is to include the column in the attributes section so you can view the appropriate rows. Or, you can filter on race or sex using the more advanced Design view.

How does EPIC Clarity handle race and ethnicity?

EPIC Clarity offers separate sections and codes for race and ethnicity.

Race Classifications are:

  • Caucasian
  • African American
  • American Indian/Alaska Native
  • Asian
  • Native Hawaiian/Pacific Island
  • Unable to determine

Ethnicity Classifications are:

  • Hispanic or Latino
  • Not Hispanic or Latino
  • Unknown

How Do I Determine If I Should Use EPIC or Oacis Terminology?

EPIC terminology and structuring conventions always take precedence.

Data Warehouse Systems Diagram Prior to July 1, 2014

Green = "In place / working now"
Red = "Not in place / not working now" (no interface or feed)
Yellow = In process
Half Yellow, Half Green = Parts are live, parts are in process
Blue = Systems that don't connect directly, but data makes its way to the CDR through other systems. For instance IDX (Scheduling for Ambulatory) does not feed the CDR, but it feed Practice Partner, which feeds the CDR for scheduling data for outpatients.
Diamonds with flat on top = images
Diamonds with flat on bottom = documents