HIMS Process for Research Requests
RESEARCHER RESPONSIBILITIES:
o REB approval is required and must be communicated to HIMS by Research or other party involved.
o Requestor must provide contact information (full name, email and/or phone number) & the name of the RQHR staff member that they are working under.
o Requestor must provide 5 working days notice (Mon-Fri excluding stats) to have charts pulled. At a minimum, HIMS requires 72 hours notice (dependent on number of charts).
o Requestors who have their own lists of cases should provide it to HIMS in electronic format of an Excel file (not locked) so that HIMS may sort charts as required. Minimal fields needed on this list:
MRN Patient name Visit Date (preferred) or Encounter#
7 digit Surname, First Inpatient – IP discharge date
Day Surgery – DS visit date
Emergency – ER Registration date
o Charts can be reviewed during regular office hours in the HIMS department. Arrangements can be made for weekend/evening access.
o Copies of charts are not to be made, unless it’s absolutely required.
§ In this case, each page requires de-identification of patient name, provider’s names, all admission information (including MRN, Name, HSN, Admit Date, Ward, Encounter#)
HIMS SERVICES PROVIDED:
o HIMS will pull a maximum of 50 charts/day for the reviewer. Depending on HIMS resources and the number of study requests, HIMS may limit the number of charts pulled and/or the number of information requests that are pulled.
o Charts will be kept out for 7 days then will be filed back after this time unless it is requested that they remain out longer.
o Charts requested to be re-pulled will be done at HIMS discretion, at an additional charge per chart.
HIMS ANALYSTS WILL:
o Ask for verification of Research Approval Certificate
o List Contact Names / Numbers
o Communicate with requestor
o Create/run reports to extract cases, if required
o Coordinate pulling of charts
o Record the pertinent information in the HIMS Study listing.
NOTE: If required, an invoice for HIMS Services will be submitted once the study has been completed.
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