Data Request Form - FAQ

The Data Request Form (DRF) is the result of collaborative work from members of the Information Services (HS) - Outcomes Group, MC Decision Support, UHC Decision Support, Patient Safety & Reliability, Enterprise Data Warehouse and Data Governance departments. Our objective is to provide better support our administrator and physician customers at Loma Linda University Health that need information in a timely and efficient manner to make the best clinical, operations, quality, process improvement, and financial decisions. The DRF should also be used by those individuals at LLUH that are interested in accessing data for research purposes.

Please note: Acceptance of non-critical data requests has been temporarily suspended as we develop Data Governance procedures and controls with the goal of innovating and implementing a new and improved process for data needs. Acceptance of non-critical data requests will resume on August 31, 2015. For additional information, please contact your manager/director/VP/macro process owner.

Frequently Asked Questions (FAQs)

1. I need [clinical/financial/quality] data—what do I do?
   A: Please fill out the Data Request Form, then complete a Service Request and attach the DRF. A team of highly trained staff will contact you and provide assistance. Please provide as much information as possible, noting especially the following elements: purpose of the request, proposed use of data, how the data will be accessed, and who will need access to the data. There is no need to call multiple departments or wonder who to ask—just fill out the DRF a service request to obtain the data you need.
2. Is a special login required to access the Data Request Form?
   A: The DRF can be accessed from any computer that has access to the VIP page. A login with your LLUH credentials is needed to complete and submit both the DRF and a service request.
3. What about HIM Data Request or other Data Request forms—do I have to fill those out, too?
   A: The DRF and service request process provides comprehensive service for all data requests. The DRF can be used to request data for any purpose for any entity. As part of this new and evolving process, you need only fill out the DRF and our team will handle the rest. We are committed to making this process more efficient. Please let us know what we can do better, and thank you for your patience as we make improvements.
4. I submitted a request, now what?
   A: A data request team member will contact you within 48 hours to confirm your request, clarify any details and obtain any additional information for your request. Requests will be prioritized based on complexity, urgency, and business need. Once prioritized, a data request team member will notify you of the proposed time frame, and you will receive the requested data within the agreed upon time in the delivery format desired (email, shared drive, etc.)
5. I forgot my login, what do I do?
   A: If you are unable to login, please call the Service Desk at x48889 and to have your password reset.
6. Do I need approval to request data?
   A: Approval from your manager/director/VP/macro process owner is needed to complete your data request. Providing their contact information indicates you have discussed this request with them.
7. I receive a message saying I am missing information . . .
   A: For the efficiency of the process, as much information is needed to complete all data requests. All mandatory fields must complete on the DRF before it can be submitted.
8. Is there an automated way to access [clinical/financial/research] data?
   A: Loma Linda University Health is currently in the process of establishing an integrated model that incorporates monitored self-service and dashboard options for accessing data. Your support and patience with this process is appreciated as we implement these enterprise-wide policies and practices.
9. I have a question that is not listed here . . .
   A: Let us know! Please submit a service request with your question directed to Data Governance, call Ed Teh at 55675or e-mail eteh@llu.edu.