...

The patient data export types, request options, and file specifications are configured in the database using specific request type entries and configuration parameters in the database.

Data Export Workflow

Data

...

Export -Create Data Table

1. User logs into webclient and creates and runs a query.
2. In the Run Query dialog box, select one or more Data Request checkboxes
   
3. Emails are automatically sent - one to the requester's e-mail, to inform them the request has been made; and one to the specified manager user to inform them to run the user's export request. The query name (in previous queries) is tagged with the query master id, so it can be identified by the manager.

Data Export - Request Data Export

...

1. The manager logs into the webclient and finds the query from their e-mail by locating the query master id, which is now part of the title of the previous query.
   

2. The manager user then re-runs the previous query.  In the Run Query dialog, the manager selects the requested export option in the Data export breakdown list.

   Info

   It is very important to put the original query master id (or some other identifier that links the export to the request) into the query name. The export letter will contain the query name, and this is the only way to trace the export back to the original request. (Currently there is no way to tie the export directory to the  data requester  query_master_id.) If the data manager runs the query as a query-in-query, the query name will automatically be populated with this identifier.

   
   

   

3. The data export runs in the background and the file is generated in a specified folder 

4. An e-mail is sent to the manager that can be forwarded to the requesting user, to inform them that their export is available and to provide retrieval info. 

Sample Letter generated for Data Manager Results of the i2b2 request entitled - "Demographics_12_48_52", submitted on Apr 18, 2024 1:47:58 PM, are available. Important notes about your data: - Total number of patients returned in your data request: 133 - i2b2 reviewer: Only persons specifically authorized and selected (as listed at the top of this letter) can download these files. If additional user access is needed, please ensure the person is listed on your project IRB protocol and contact the i2b2 team. Specifically: - Remove all PHI from computer, laptop, or mobile device after analysis is completed. - Do NOT share PHI or PII with anyone who is not listed on the IRB protocol. Your guideline for the storage of Protected Health Information can be found at: https://www.site.com/guidelines_for_protecting_and_storing_phi.pdf *To download these files* - You must be logged onto your site These results are the data that was requested under the authority of the Institutional Review Board.  The query resulting in this identified patient data is included at the end of this letter.  A copy of this letter is kept on file and is available to the IRB in the event of an audit. Thank you, The i2b2 Team

Data Export - Manage Data Export Requests

Example Export files (all data are fake)

...