** Please note that VIReC is in the process of updating its request procedures.
Please contact VIReC (708-202-2413, virec@va.gov)
before submitting a request for Medicare data.
VA researchers with IRB approved research projects can request Medicare
data from VIReC. Click here for suggested citation information. The researcher must supply:
- Signed "Request
for Patient Level Medicare Data" form
- Signed Data Use Agreement
- Local VA facility Research and Development (R & D) Committee approval
letter
- Original IRB application and IRB approval letter
- Studies are not exempt from IRB review if they require either real or scrambled SSNs.
- Scrambled SSNs are considered direct identifiers and would not comprise a limited dataset.
- Amendments to original IRB approval (if applicable)
- Most recent continuing review application and approval letters (if
applicable)
- Informed Consent Form or Waiver of Informed Consent
- HIPAA Authorization Form or HIPAA Waiver of Authorization
- Full research protocol that includes the use of requested Medicare
data
- IRB approved Data Security Plan (Items
to be included in a Data Security Plan)
In addition, if you are requesting data with Real SSNs (or HICs, which are
derived from Real SSNs):
- All project staff with access to Medicare data with Real SSNs must
be entered into the National Social Security Number Database (NSSD). You
local ISO or ACRS Point of Contact will assist you in entering the staff
into this database. For further questions regarding entry into
the NSSD, please contact Brenda Cuccherini,
Special Assistant for Clinical Trials, or Andrea Wilson,
VHA Privacy Specialist.
- Complete and submit verification of access to Real SSNs to VIReC using
the form Verification of Approval for Real
Social Security Numbers.
Data Request Process
1) Data requests are reviewed by VIReC staff for completeness
and to ensure that the requestor's requirements are clearly stated. The
requestor may be contacted to resolve any issues with the data request.
2) The request is reviewed by a Data Request Review Board
(DRRB) to ensure that:
- The research protocol has been reviewed and approved by the IRB,
- The data requested is appropriate for the research described in the
protocol, and
- The data security plan can reasonably protect the data.
The requestor may be contacted regarding reviewer concerns, if necessary.
3) The requested data files are constructed and the data
files are sent to requestor with documentation regarding the contents of
each dataset.
Timeline
Although the time to receipt of the data varies, an average request for
VA-Medicare data takes 2 to 3 months to complete.
For timely processing of your data request, please make sure all required
documentation is provided and the IRB approved protocol describes use of
the Medicare data that is requested.
Data for Non-Research Purposes
To obtain Medicare data for veterans for non-research purposes, please
contact Michael Cagan at the
Medicare Analysis Center, Office of the Assistant Deputy Under Secretary
for Health.
Suggested Citations for VHA-Medicare Data
For publications or reports that describe research and/or results using VHA-Medicare data obtained from VIReC, we suggest you cite one of the following:
Hynes, DM, Cowper, D, Manheim, L, Sohn M, Stroupe KT, Weaver FM, Freedman J. "Research Findings from the VA Medicare Data Merge Initiative: Veterans Enrollment, Access and Use of Medicare and VA healthcare. Report to the Undersecretary of Health Department of Veterans Affairs." U.S. Department of Veterans Affairs. VA Information Resource Center [VIReC]. (XVA-69-001). Hines, IL: VIREC, September 2003. Accessible at: http://www.virec.research.va.gov/DataSourcesName/VA-MedicareData/USHreport.pdf
OR,
Hynes DM, Koelling K, Stroupe K, Arnold N, Mallin K, Sohn MW, Weaver FM, Manheim L, Kok L. Veterans' access to and use of Medicare and Veterans Affairs health care. Medical Care. 2007 Mar; 45(3):214-223. Accessible at: http://www.virec.research.va.gov/References/Journals/Hynes-Med_Care_2007_Mar.pdf
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