Number of new emergency department (ED) patients presenting with pain
RequiredoutputIO12
Tier 1: Collect todayTier 3: Needs a partner
A count of services or people, held in the organization’s own records. The outcome sits in a record another agency holds. You hold the participant list and count it.
You count your own participants; the health agency or provider record confirms the outcome.
Partner routes for health utilization and vital records
- CA: Medicaid utilization, diagnoses, services and continuity of coverage Held by Department of Health Care Services, Medi-Cal.
- Rule
- DHCS Data and Research Committee review; 42 USC 1396a(a)(7) confidentiality and California Civil Code 1798.24(t)(1) qualifying-research disclosure; CPHS review and DUA as required.
- Lag
- 6-18 months for service-data completeness; approval time is additional.
- Cost
- NR.
- Who may request
- Universities, qualifying nonprofit educational institutions, and established nonprofit research institutions conducting eligible health or social-services research. An ordinary service nonprofit is not automatically eligible under that category.
- WA: Medicaid service utilization and program-evaluation outcomes Held by Washington Health Care Authority.
- Rule
- HCA governance, privacy, security and legal review; approved contract or DSA. Medicaid confidentiality applies; 45 CFR 164.512(i) can support an approved research disclosure, but HIPAA permission alone does not compel HCA release.
- Lag
- Event and completeness lag NR. HCA offers an initial discussion within one month; that is not an approval or delivery deadline.
- Cost
- Effective July 1, 2026, HCA may charge a minimum $2,000 per request plus $100 for each staff hour; this also applies to modifications.
- Who may request
- External organizations and researchers with an approved lawful purpose and acceptable safeguards; case-by-case.
- Request
- HCA data-request process.
- NY: hospital and ED utilization, diagnoses and readmissions Held by NY Department of Health, SPARCS.
- Rule
- Public Health Law 2816 authorizes the system and privacy and access standards; agency project review, organizational and individual DUAs, and identifiable-data review where needed. 10 NYCRR 400.18 is the implementing regulation; its full text was not opened or verified, although the agency identifies it.
- Lag
- 8-10 months after the period ends for data to be considered complete.
- Cost
- $700 per inpatient data year; $1,500 per outpatient data year; 50% nonprofit discount. Additional identifiable-data charges may apply.
- Who may request
- Approved researchers and organizations; the nonprofit discount does not itself establish project approval.
- Request
- Application process.
- WA: mortality, causes of death, and approved birth outcomes Held by Department of Health, Center for Health Statistics.
- Rule
- WAC 246-492-100, -300, -400: relevant application and DSA requirements; identified birth and fetal-death research requires WSIRB approval. Linkage or reidentification requires appropriate authorization.
- Lag
- Preliminary quarterly files: by the 10th of the month following the quarter. Final annual timing varies. Processing: DSA execution estimated 12-15 weeks; fulfillment comes afterward.
- Cost
- Standard preliminary file $175; annual final file $350; custom file $350 plus $100 per hour, under WAC 246-492-990.
- Who may request
- Approved research institutions and organizations meeting the relevant record-type, review and agreement requirements; not everyone eligible to buy a certificate.
- NJ: hospital admissions, ED use and repeat utilization through direct hospital partnership Held by Participating hospitals and health systems.
- Rule
- For a new arrangement: participant authorization under 45 CFR 164.508, qualifying research disclosure under 45 CFR 164.512(i), or a limited dataset under 45 CFR 164.514(e) with its required DUA. The purpose and data determine the route; a generic DSA is insufficient.
- Lag
- Event lag NR; negotiated feed or extract schedule.
- Cost
- NR; negotiated directly.
- Who may request
- A nonprofit accepted by the hospital under the applicable authorization, research or limited-dataset route.
Caveats
- A HIPAA limited data set cannot be used to match participants. A HIPAA limited dataset cannot be treated as an identified participant-matching file. Its data use agreement must prohibit identifying or contacting individuals. For SPARCS specifically, limited-file dates are masked to the first of the month; exact-date outcomes such as 30-day readmission require an appropriately approved file. Source
Agreement templates
- East Carolina University HIPAA limited-dataset data use agreement Blank recipient and project provisions; permitted research, public-health and operations uses; safeguards, downstream obligations, reporting, and the prohibition on identification or contact.
- Washington State Department of Health sample data sharing agreement A sample data sharing agreement for vital and health data from the state health department.
- Florida Department of Health vital records external data use agreement A data use agreement for external recipients of Florida vital records data.
- California DHCS application to obtain protected data for research The DHCS research application, which includes the data use agreement process.
- Instrument
- SUPRT-P
- Reporting
- annual targets; quarterly results
- Target
- Applicant proposes the target