Request Consent To Contact

Consent To Contact Request Form via UMITS ServiceNow

Submitting a request for a Consent to Contact participant list via UMITS ServiceNow

The University’s Consent to Contact (CTC) program enables UHealth patients to consent to being contacted about research studies for which they may qualify. Researchers can use this pool to identify potential participants who meet study criteria. To request access, you must follow the steps below and obtain approval from the CTC Operational Committee (CTCOC), which includes representatives from Clinical Departments, Research, CTSI, General Counsel, HSRO, and others.
  • Step 1: Confirm Feasibility
    • Use tools like Slicer Dicer to check if UHealth has patients meeting your study criteria and who have consented to be part of the CTC Registry. See step 2.
  • Step 2: Define Study Criteria
    • Identify:
      • Diagnosis Codes (ICD-10)
      • Procedure Codes (CPT/HCPCS)
      • Other relevant criteria (age range, provider, location, service dates, medications).
  • Step 3: Ensure IRB Compliance
    • Obtain IBISResearch IRB Study ID and full approval.
    • Confirm Consent to Contact(CTC) is listed as a recruitment method in your protocol. Note there are 2 methods to use the CTC Voice and CTC MyUHealthChart. The protocol should explicitly indicate which method/s is being utilized.
    • Include related documents:
    • Secure waiver of authorization from IRB.
    • List all study team members who will contact participants in the IRB Study Team section (include names and UM emails).
  • Step 4: Complete HIPAA Training
    • All team members accessing participant data must complete UHealth HIPAA Privacy & Security training.
  • Step 5: Complete Consent to Contact Request form under "Catalog Filters" - "Data Services" available on the UM ITS ServiceNow Self-Service Portal.
    • Consent to Contact Request Form: For instructions on submitting the Consent to Contact Request form, including selection of the right options, please see CTSI's Consent to Contact Page or contact CTSI's Consent to Contact team at contactforresearch@miami.edu.
    • Consent to Contact Request Statues: Request status may also be reviewed in UM ITS ServiceNow by selecting My Order and Tickets and locating the specific ticket related to your CTC request. For inquiries regarding the status of your request, please contact CTSI's Consent to Contact team at contactforresearch@miami.edu.
  • Step 6: Address Special Considerations
    • If using MyUHealthChart:
      • Mention explicitly in protocol.
      • Study team requires access to UChart in order to use the MyUHealthChart option.
      • Contact CTSI for training and understanding how MyUHealthChart CTC recruitment works contactforresearch@miami.edu.
  • Step 7: Submit and Track
    • Track participant responses in REDCap for CTC Voice requests (required for future approvals) 
    • Answer the question: “Has the participant been enrolled in the clinical study?”
  • Step 8: Manage Access
    • Participant list is generally available for 90 days.
    • For Updating Study Personnel, extensions of access (i.e. access beyond the initial 90 days), data refreshes etc. submit via the appropriate option in the  "Consent to Contact Request" form in ServiceNow.
    • Ensure any changes are aligned with the protocol (may require formal modification in IBISResearch).
      • E.g. additional study team personnel who need access to project data must be added to the study team's contact in IBISResearch. 
    • For extensions or data refreshes:
      • Submit via the same REDCap form.

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