Page Contents
Purpose
- Defines the limitations on use of the data
- Details the obligations to safeguard the data
- Binds the requester to liability for harm arising from the use of the data
- Ensures the disclosure complies with requirements of the Privacy Act, the Privacy Rule and CMS data release policies
Dissertation Student Research
Execution
- Must be executed prior to access approval to CMS RIF data containing protected health information (PHI) and personally identifiable information (PII)
- ResDAC submission to CMS
- CMS Review Board approval
Organizations
- Centers for Medicare and Medicaid Services (CMS)
- The federal agency that administers health coverage and provides data for research from Medicare, Medicaid, and other programs with Identifiable or Limited Data Sets.
- Research Data Assistance Center (ResDAC)
- The CMS contractor that provides CMS data support to academic, non-profit, for-profit and government researchers.
- Committee for the Protection of Human Subjects (CPHS)
- The Institutional Review Board (IRB) at Dartmouth. An IRB is used to satisfy the requirements of the Common Rule and HIPAA.
- Chronic Conditions Data Warehouse (CCW)
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- A research database providing data linked by beneficiary across the continuum of care.
- Virtual Research Data Center (VRDC)
- A CCW secure virtual research environment that provides direct access to CMS approved data files to conduct analysis.
Individuals
- Requester
- The person authorized to legally bind their organization (known as the "Requesting Organization") to the terms specified in the DUA. This is a required role on the DUA. This is person is appointed by the organization that received the award for the primary funding for the research study and is required to sign the DUA.
- For Dartmouth College this is Jill Mortali, Director, Office of Sponsored Projects
- Primary Data Custodian
- An individual who will be responsible for ensuring that the environment in which the CMS data is stored complies with all applicable CMS data security requirements, including the establishment and maintenance of security arrangements to prevent unauthorized use. This role is specific to a DUA with physical data and is not applicable to a DUA with VRDC data access.
- For Dartmouth College this is Sean McNamara, Senior Director, Information Security
- Additional Contact(s)
- An Additional Contact is an individual that is involved in the research study. An individual listed as an additional contact will receive notifications about the DUA and will be able to perform certain DUA functions.
- Seat Holder
- An individual who virtually connects into the VRDC to perform analysis and manipulation of CMS data from their own workstation.
Responsibilities
- Project Lead Investigator
- Responsible for coordinating and communicating any DUA management needs with ResDAC, the DUA Requestor, and the Primary Data Custodian, and Federal Project Officer (as applicable).
- While the lead researcher may appoint an Additional Contact to assist with DUA management CMS will hold the DUA Requestor and the project lead investigator accountable in the event of a data incident.
- DUA Requestor
- Reviews documentation for all new DUA and Amendment requests from ResDAC for CMS.
- ResDAC
- Reviews and advises project lead investigator on documentation for all requests for CMS.
- Communicates directly with CMS as the project lead investigator representative.
- CMS
- Reviews and approves all documentation from ResDAC.
- Communicates DUA approval to ResDAC and Project Lead Investigator, DUA Requestor, & Additional Contacts.
CMS Fees
On the ResDAC website on the CMS Fee Information for CMS Research Identifiable DataOpens in a new window page choose the VRDC (Researcher) drop down arrow for detailed information on the Seat Access, Project Fee, and Space/Usage Cost. See the Resources section at the bottom of the page and click on the CMS Fee List for CCW VRDC Cloud Environment (PDF) to view the most current version of the rates associated with a CMS VRDC DUA.
Obtaining a formal cost estimate is the best way to be sure of all associated CMS fees are included for your project budget.
All CMS Fees are billed by invoice from ResDAC.
Chronic Conditions Data Warehouse (CCW) & Virtual Research Data Center (VRDC)
The VRDC is an alternative option for researchers to access CMS data through a virtual environment. Researchers working in VRDC will have direct access to approved data files and be able to conduct their analysis and manipulation of CMS data through a virtual desktop. They will also have the ability to download aggregated reports and results as well as to upload external data files into their own personal workstation.
Introduction to CCW Video
SAS is the main data analysis tool in the VRDC. Users are not able to use versions of SAS for which they have internal licenses. Additional analytic data products may be available depending on the DUA. Researchers also have access to the Microsoft suite. External software cannot be uploaded by users. Basic software is available to all VRDC users.
Frequently Asked Questions
- Analytics
- CCW VRDC
- Logging into the VRDC
- VRDC Allocations and Fees
- Databricks Analytic Tool and Allocations
- Space Allocations and Thresholds
- Output Reviews
- Pricing Application