How to Request Clinical Data

Portal Location & Access

Where the Form Is Found

  • The form appears under the following Catalog Filters:
    • Data Services
    • Research Access & Support

Form Behavior & Requirements

  • Required fields are marked with an asterisk.
  • Supporting documents can be attached using the paperclip icon at the bottom of the form.
  • The Terms and Conditions checkbox must be selected before submission.
  • If required fields are missing, the system displays a pop‑up list of what needs to be completed.

After Submission

  • An Order Status page appears with the ticket number.
  • Users can track progress under My Orders and Tickets, including which ServiceNow group currently has the request.

  1. Visit the UHealth IT ServiceNow Portal

  2. Under Catalog Filters, select Data Services or Research Access & Support.

  3. Click Data Broker Services (Clinical) Request under the Item column.

  4. Log in using Single Sign-On (SSO) with Microsoft Authenticator MFA before accessing the form.

  5. Under Service Requested, select Clinical Data (Research/Operations).

  6. Review the Required Information section to ensure you have all details needed for the request.

  7. Complete all fields in the form and attach supporting documents by clicking the paperclip icon at the bottom of the form.

  8. Scroll down, review, and accept the Terms and Conditions by checking the box.

  9. Click Submit Order (If any required fields are missing, a pop‑up will display a list of what still needs to be completed).

  10. Review the Order Status page for your ticket number.

  11. To track the status of your request, click My Orders and Tickets. You can view which ServiceNow group is currently handling your request.


Cards

Processing Time

  • Data Broker Services reviews all clinical data requests within 2–3 business days.
  • Approved requests are then assigned to UHealth IT for fulfillment.
  • UHealth IT typically requires two weeks or more, depending on volume, priority, and complexity.

Important Note

All Clinical Data requests must be submitted through the UHealth IT ServiceNow Self‑Service Portal using the Data Broker Services (Clinical) Request form.

The sole exception is research‑related Consent to Contact lists, which must be submitted via the REDCap application.

For instructions, refer to the Consent to Contact page. 

Clinical Data Requests for Research or Healthcare Operations

Open All Tabs
  • Request for Research

    • Ensure:
      • Study is IRB approved and active
      • Recipient of data is on study team
      • Requested criteria match protocol
      • Requested fields match protocol
      • Requested date range math protocol
    • Provide IBISResearch IRB study ID number
    • Provide Inclusion/Exclusion Criteria
    • List fields/columns to include in the data output

  • Request for Preparatory to Research

    • Ensure Investigator’s Certification for Reviews Preparatory to Research form (Form E) is submitted to IRB
    • Attach copy of completed form
    • Provide Inclusion/Exclusion Criteria
    • List fields/columns to include in the data output

  • Request related to Healthcare Operations

    • Briefly explain reason the data is needed
    • Provide contact information for administrator authorizing this request
    • Manager approval may be requested for all Quality Assurance (QA) and Quality Improvement (QI) requests.
    • Provide Inclusion/Exclusion Criteria
    • List fields/columns to include in the data output

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