How to Request Images Associated with an IRB Study

Portal Location & Access

The Data Broker Services (Clinical) Request form is available in the UHealth IT ServiceNow Self‑Service Portal.
Users log in through Single Sign‑On with Microsoft Authenticator MFA.

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

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.

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.

Visit the UHealth IT Service Portal.
Under Catalog Filters, click on Research Access & Support or Data Services.
Select Data Broker Services (Clinical) Request under the Item column.
Under Service Requested select Clinical Data (Research/Operations).
Provide the necessary information for filling out the request.
Scroll down and fill out all the necessary fields.
If the data will be shared outside of the requester's area or will be shared externally, select Yes and list ALL recipients (internal business units, departments, or external/non-UM entities).
Select Research. A field box will then be generated. Enter the associated IRB Study Number within the newly generated field.
Please specify whether the images should be De-Identified, include Limited Data, or PHI.
Imaging Criteria. Provide inclusionary factors such as:
1. Scan Type (MRI, CT, PET, X-ray, etc.)
2. Date of Service
3. Patient Information
4. Total Patient Count
5. Total Image Count for Each Patient

Please see the UHealth Images Request Data Broker Services Request Form for more information. Located within the Data Broker Website.

Submitting One vs Multiple Tickets
1. Submit One Ticket:
  Individual/multiple patients (<25 patients) may be included on a single Data Broker request form, provided they are all associated with the same IRB Study ID.
2. Submitting Multiple Tickets:
  If a patient is associated with more than one IRB Study ID, a separate Data Broker request form should be submitted.
Fulfillment Teams
1. Radiology Film Library:
  Requests involving fewer than 25 patients are considered individual/multiple patient requests. These tickets are assigned to the Radiology Film Library.
2. UHealth IT/UM ITS:
  Requests exceeding 25 patients are categorized as Bulk. These tickets are assigned to UHealth IT/UM ITS.
Imaging Output. List Columns/Fields that should be included in the data extract.
1. Delivery Method: Option 1: CD
2. Delivery Method: Option 2: UM Box (provide link/path)
Note: Electronic delivery may vary based on request requirements.

Feel free to include any additional information that you would like the fulfillment team to be aware of.
Review and check off the Terms and Conditions.
Press Submit.

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.

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.

Open All Tabs