Office of Informatics Specializing in Data Extraction and Programming Services

Providing research investigators data resources through the Translational Data Warehouse and Encompass system.

Mission

The Office of Informatics supports the biomedical and clinical informatics needs of Advocate Health and Wake Forest University School of Medicine investigators by providing expert guidance, informatics tools, programming support, and management of the Translational Data Warehouse (TDW). The Office of Informatics will increase the use of electronic health record (EHR) data for clinical and translational research and maximize the impact of research on health through an integrated CTSA informatics network.

A Message from the Director

Translational Data Warehouse (TDW)

The Translational Data Warehouse (TDW) is a comprehensive research data warehouse integrating clinical data from legacy WakeOne, legacy Cerner, and Encompass systems and other research information from multiple data sources. Currently, the TDW consists of clinical data which includes demographics, diagnoses, procedures, medications, lab results, vitals, and visit details from the medical record (historical and current).

Visit this resource to learn more about TDW data sets, integration of EHR data from sites across the enterprise, available calculated variables, and much more.

Data can be used for retrospective chart reviews and analysis, identify patients for recruitment, or to pull aggregate numbers for cohort identification and build projected enrollment tables.

To view and work with example data sets visit our Informatics wiki. (Note: You’ll need to be signed in with your wakehealth credentials and either on the network or VPNed in or using the Citrix portal to access the Informatics wiki.)

Frequently Asked Questions

How can I find out what data/information is available to me?

There’s general information on our Translational Data Warehouse above and more specifics on it here. You can also browse the ontologies in i2b2. But the best way to get to know what data is available to you is to attend one of our open consultation hours (Mondays 10-11am and Thursdays 1-2pm) or to consult directly with our team.

What does it cost to request data? How long does it take to receive the data?

Data extraction services are available at an hourly rate or through FTE support.
Initial consultations and requests for basic/simple data pulls are subsidized by the CTSI.
Most simple data requests can be completed in two weeks or less.
Larger, more complex requests may take longer than two weeks. Our team can provide an estimate of how long based on the size and complexity of request, and on the current volume of work in the data request queue.

How can I get help with i2b2?

Virtual i2b2 trainings are available First Fridays10-11am and Third Thursdays3-4pm
You can attend one of our open consultation hours, available Mondays 10-11amand Thursdays 1-2pmto ask questions on i2b2
Written instructions available here
Training videos available here
You can always contact the Office of Informatics directly at ctsidata@wakehealth.eduto schedule a 1-on-1 training with a member of our staff

I’m not even sure where to start, help?

You can attend one of our open consultation hours, available Mondays 10-11am and Thursdays 1-2pm or contact the Office of Informatics directly at ctsidata@wakehealth.edu. Our team will meet with you individually to orient you to our data and services, and consult with you on your project/research interest.

How can I share this information with my colleagues?

The Office of Informatics is available to present to your colleagues/group/department. We also have an email summarizing our services that can be distributed to listservs. Contact ctsidata@wakehealth.eduto learn more.

Resources

Open Consultation Hours

Have questions about data requests or resources such as i2b2, ACT, TriNetX, etc?

Join us during our open consultation hours or contact us to schedule a meeting.

Mondays

10-11 am

Monday
WebEx

Thursdays

1-2 pm

Thursday
WebEx

Request Consultation

All open office hours held virtually via WebEx.

See standing WebEx links above or search Informatics on events page to add specific dates to your calendar.

i2b2 Training Hours

Each 1-hour training session will cover how to access and use basic and advanced features of i2b2, including obtaining feasibility numbers, pulling counts for NIH Enrollment Tables and pulling row level patient data (with IRB approval).

First Fridays

10-11 am

Friday
WebEx

Third Thursdays

3-4 pm

Thursday
WebEx

Please contact us at

ctsidata@wakehealth.edu
with questions or for more information.

All i2b2 training sessions held virtually via WebEx.
See standing WebEx links above or search the CTSI Calendar to add specific date to your calendar.

Testimonials

“The CTSI Informatics staff were amazing! They went above and beyond to assist me with i2b2 so I could have additional fields appended to my data. Your team is responsive and goes above and beyond. I’m thrilled to know we will be working with such a competent and invested team!” - Clara Schommer, CCRP, Project Manager, Neurosciences Institute, Neurology - Charlotte

“I appreciate CTSI so much! They do an amazing job. I very much value all their help on multiple projects throughout my residency. They are always friendly, timely, and do a great job. I love working with y’all.” - Bryanna Vesely DPM, MPH, Former Resident PGYIII, Podiatry – Orthopedic Department

“The CTSI Informatics staff were tremendously helpful in not only looking over my query to ensure it was appropriate for the IRB protocol submitted, but in retrieving old queries that had been deleted but were still needed thus saving hours of work. Two thumbs up!! 5/5!! Gold stars all around!!”
- Erica Anderson, PharmD, BCPS, Internal Medicine Pharmacist, Department of Pharmacy

Self-Service Tools

The i2b2 platform is a query tool that allows investigators to query clinical data in the Translational Data Warehouse for cohort identification and pull detailed data for research projects. Medical Center users can automatically log in to i2b2 with valid CITI certification. Use of i2b2, as well as training on i2b2 or the Data Puller tool, is available at no cost.

View quick tutorial videos here, read written instructions here, and learn more about CITI certification/training here.

i2b2	SKAN
Prior to IRB approval, i2b2 can be used to pull aggregate numbers and enrollment tables based on inclusion and exclusion criteria. For IRB-approved studies, the Data Puller tool within i2b2 can be used to select and receive data elements based on HIPAA Waiver criteria approved in your IRB application. Log in to i2b2	SKAN allows researchers to freely search clinical notes for keyword terms in order to identify a cohort of interest. The aggregate counts and demographic breakdowns returned from a search may be used for feasibility analysis and as inclusion criteria for data requests requiring additional data elements from the EHR and other sources. Researchers may also use it to view Natural Language Processing (NLP) de-identified notes for the purposes or confirming or adjusting their search criteria. Clinical note categories currently available for text search include radiology, pathology, and progress notes. Log in to SKAN

i2b2

SKAN

Prior to IRB approval, i2b2 can be used to pull aggregate numbers and enrollment tables based on inclusion and exclusion criteria. For IRB-approved studies, the Data Puller tool within i2b2 can be used to select and receive data elements based on HIPAA Waiver criteria approved in your IRB application.

Log in to i2b2

SKAN allows researchers to freely search clinical notes for keyword terms in order to identify a cohort of interest. The aggregate counts and demographic breakdowns returned from a search may be used for feasibility analysis and as inclusion criteria for data requests requiring additional data elements from the EHR and other sources. Researchers may also use it to view Natural Language Processing (NLP) de-identified notes for the purposes or confirming or adjusting their search criteria. Clinical note categories currently available for text search include radiology, pathology, and progress notes.

Log in to SKAN

Data Extraction Services

If you are unable to complete your request utilizing our self-service tools you can submit a request for Data Extraction through our CTSI Service Request Form.

Data extraction services are available at an hourly rate or through FTE support. For more information on CTSI’s Fee-for-Service rates see the CTSI Hourly Services Pricing Grid, service lines typically billed are Data Coordinator and Data/Informatics Programming. Please contact our team for information on FTE informatics services.

Initial consultations on data needs and requests for basic/simple data pulls are available at no cost, supported by the CTSI Informatics team.

To help us fulfill your request in a timely manner, here are some tips on how to submit a high quality data request.

For information on your data request including inclusion/exclusion criteria, data elements being pulled, and where the request is in the process of being fulfilled, visit the Data Request Dashboard. Also available on this page is an indicator of the current volume of work in the data request queue.

Data Networks


The ACT Network is a real-time, open-access platform allowing researchers throughout the CTSA consortium to explore and validate feasibility for clinical studies using electronic health record data. ACT is an NIH-funded and HIPAA-compliant federated network with data contributed from over 50 CTSA hubs. — Explore patient populations in depth, in real time, from their desktop. — Confirm study feasibility by iteratively testing and refining inclusion and exclusion criteria. — Demonstrate study feasibility in funding proposals and IRB submissions. — Identify potential partners for multi-site studies by searching for patients across the CTSA network.	The N3C is a partnership among the NCATS-supported Clinical and Translational Science Awards (CTSA) Program hubs and the National Center for Data to Health (CD2H) with overall stewardship by NCATS. Collaborators will contribute and use COVID-19 clinical data and EHR data on COVID-19 patients to answer critical research questions to address the pandemic. Researchers are now able to request access to the N3C Data Enclave, a centralized national COVID-19 data analytics platform to enable collaboration on the rapid collection and analysis of clinical, laboratory and diagnostic data.
Access ACT Now	Access N3C Now

The STAR CRN (formerly known as the Mid-South CDRN) encompasses eight health systems: Vanderbilt VUMC, Vanderbilt VHAN, Meharry, Duke, UNC, Wake Forest, Health Sciences of SC and Mayo Clinic. With data on over 12 million patients, the STAR CRN network consists of academic health centers, community hospitals and a range of outpatient practices including primary care, specialty practices and safety net facilities that serve diverse populations. STAR is particularly focused on research to improve health in the southern US which has the highest rates of obesity, diabetes, cardiovascular disease, certain cancers, and other conditions, as well as significant disparities in health status and health care delivery. Through this network and other PCORnet CDRNs, we have access to a broad array of clinical data, informatics tools, patients, providers, and systems to address an array of research questions.	TriNetX is a global health research network that connects the world of drug discovery and development from pharmaceutical company to study site, and investigator to patient by sharing real-world data to make clinical and observational research easier and more efficient. Though the primary usage of TriNetX is to allow potential clinical trial opportunities determine availability of cohorts at Wake Forest, researchers are able to query our local data on the TriNetX network and utilize their built-in analytics tools for aggregate counts.
Access STAR Now	Contact Us to Access TriNetX

Data Security

Interested in learning more about data requirements?

Download our security overview sheets.

Regulatory

Quick Links

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