Clinical Data Request Process: for Clinical and Quality Initiatives

The Clinical Data Request Process allows you to request clinical data sets for use in UCSF Clinical TPO and Quality Assurance/Quality Improvement initiatives. In addition, you can also request to share clinical data sets with external third parties to facilitate work collaborations and vendor engagements.

Please complete the steps outlined in the Enterprise Data Request Form to kick-off your clinical data request. Once you have submitted the form, the ServiceNow system will automatically guide your request through the completion of the required steps outlined below:

To request assistance with completing this process, please contact the IT Service Desk at 415-514-4100 or submit a help request ticket.

For Internal UCSF Faculty, Staff, and Students

  1. Submit a Enterprise Data Request
  2. Manager/Director Approval

    The ServiceNow system emails the Manager/Director that you specified in your Enterrprise Data Request Form to gather their approval or denial of your request for a clinical data set.

  3. Verify current attestation form

    The ServiceNow system checks whether you have a current Statement of Responsibility attestation form on file. An attestation form is considered current if it was signed by you during the past 2 years. If you do not have a current attestation form on file, the attestation form is emailed to you via DocuSign to read and sign.

For External Third Parties

  1. Submit an Enterprise Data Request
  2. Manager/Director Approval

    The ServiceNow system emails the Manager/Director that you specified in your Enterprise Data Request Form to gather their approval or denial of your request for a clinical data set.

  3. Establish/verify contract

    An agreement/contract must exist between UCSF and the external third party who is seeking access to UCSF clinical data sets. The contract/agreement must contain sufficient terms and conditions to cover the parameters of the data sharing request. The ServiceNow system emails the appropriate contracting unit to verify that a sufficient agreement/contract exists. Unless you are contacted by the contracting unit to assist with the establishment or review of the contract/agreement, no further action is required by you for this step. The contracting unit will determine whether your data sharing request needs to undergo review by the Enterprise Information & Analytics Steering Committee during the process of establishing a contract for your collaboration and will work with you to submit the data sharing request for review if required. Please visit https://data.ucsf.edu/data-sharing to learn more about these data sharing reviews.

  4. Security assessment of third party system

    This step is completed only if the external third party is taking possession of the data set on their third party system. The ServiceNow system sends the IT Security & Policy team a request to perform a IT security risk assessment of the third party system to ensure that the third party system meets UCSF Minimum Security Standards