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    Mailing Address
    THCIC
    Dept. of State Health Services
    Center for Health Statistics, MC 1898
    PO Box 149347
    Austin, Texas 78714-9347

    Location
    Moreton Building, M-660
    1100 West 49th Street
    Austin, TX 78756

    512-776-7261
    512-776-7740 (fax)
    Email: thcichelp@dshs.state.tx.us

Texas Inpatient Research Data File (IP RDF)

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Texas Health Care Information Collection
Center
for Health Statistics

In accordance with Health and Safety Code, Section 108.012(b),"the council (department) may charge a person requesting public use or provider quality data a fee for the data.  The fees may reflect the quantity of information provided and the expense incurred by the council (department) in collecting and providing the data and shall be set at a level that will raise revenue sufficient for the operation of the council (department's program).  The council (department) may not charge a fee for providing public use data to another state agency. 

Chapter 108 may be viewed by clicking 
here.

Inpatient Data not released in the PUDF can be requested for research purposes by individuals and organizations, including universities and government agencies. The data elements required for the proposed research and a description of the intended use of the data are reviewed by THCIC program to ensure compliance with statutes governing the data and appropriate quality of detail within the application. The THCIC program approved request is then submitted to the DSHS Institutional Review Board for scientific review, including ethical considerations and final approval.

Please note that THCIC data is covered by specific statutes that are not the same as typical Public Health Surveillance laws.  It is a criminal act to attempt to identify any physician or patient through use of THCIC inpatient data (see Chapter 108, Texas Health and Safety Code). Your research data request should demonstrate an understanding of these statutes and include details of how the data will be handled throughout all stages of your research study.

Inpatient Research Data Application Forms and Instruction

The Inpatient Research Data File (RDF) contains data on discharges from Texas hospitals. Data are available by calendar year beginning with data for 1999. The 2012 Inpatient RDF data is available now. The scheduled availability date for 2013 Inpatient RDF data is January 2015.

Only data variables needed for each study may be requested.

*A new policy regarding the Inpatient RDF was implemented on August 1, 2012. Data requestors will no longer be able to link a RDF to a THCIC Public Use Data File (PUDF). The Record_ID field will be available in both RDF and PUDF; however, new sequences will be in the RDF that will not match with the PUDF Record_ID.  The researcher must request all data variables needed to conduct the research study from the RDF order form. The variable selection list is in the THCIC Inpatient Research Request form below.

Note: Variables in the PUDF may be masked or suppressed. Variables in the RDF are not masked or suppressed.

STEPS FOR Requesting Research Data

1. Call or email the THCIC program at (512) 776-7261 or thcichelp@dshs.state.tx.us and ask for the Texas Health Care Information Collection (THCIC) program contact for Research Data requests.

2. Discuss your request with the THCIC program contact. Explain briefly what data years you will request and the scope of the research study.

3. Complete the latest version of the IRB Application and Submission Detail forms (HRP-201 and HRP-202 or 203), plus the THCIC Inpatient Research Request form in “draft” and email all three forms to the THCIC program contact.

THCIC program will “preview” your draft forms for any potential issues that may cause your application to be disapproved and will provide you with this information by email within four business days.

4. Finalize your forms (IRB Application, IRB Submission Detail, THCIC Form, and any other required IRB forms).

5. Sign the original forms, make the appropriate number of copies as indicated on the IRB website (http://www.dshs.state.tx.us/irb/applirb.shtm), and mail the completed application to the THCIC Program to the address below. The THCIC Program will forward the application to the DSHS IRB program.

Once the completed application is received by the THCIC Program, it will be reviewed for approval by the THCIC Program, the DSHS Office of General Council, and the DSHS Chief Operation Officer before it is forwarded to the DSHS IRB for review. A final review, after the DSHS IRB has approved your application, must be approved by the DSHS Executive Steering Committee.

Ensure your application is mailed to meet the THCIC Program due date (see the schedule below).  Multiple DSHS programs must review and approve your application before the THCIC Program can forward it to the DSHS IRB for review.  The THCIC Program forwards your packet to the DSHS IRB about 3 weeks prior to the DSHS IRB review meeting date to ensure compliance with Chapter 552, Government Code.

Within two weeks after the DSHS IRB meeting date, you will receive an email notification from the DSHS IRB Administrator indicating approval or disapproval of your research data request.  The THCIC Program contact is copied on the email.  If your research data request is approved, the THCIC Program contact will email you a billing invoice for payment of the approved research data within two business days.  The THCIC Program will begin building your research data request and it will be mailed to you within five business days of payment receipt.

    Mail to:
    Texas Department of State Health Services
    Center for Health Statistics, THCIC Program
    P.O. Box 149347, MC 1898
    Austin, Texas 78714-9347

    Overnight mail:
    Texas Department of State Health Services
    Center for Health Statistics, THCIC Program
    1100 W. 49th Street, MC 1898
    Austin, Texas 78756-3199
    THCIC Research Application Due Dates IRB Review Date
    THCIC Research Application Due Date IRB Review Date
    October 16, 2014 November 20, 2014
    November 13, 2014 December 18, 2014
    December 11, 2014 January 15, 2015
    January 15, 2015 February 19, 2015
    February 12, 2015 March 19, 2015
    MArch 16, 2015 April 16, 2015
    April 15, 2015 May 21, 2015
    May 14, 2015 June 18, 2015
    June 15, 2015 July 16, 2015
    July 16, 2015 August 20, 2015
    August 14, 2015 September 17, 2015
    September 15, 2015 October 15, 2015
    October 15, 2015 November 19, 2015
    November 13, 2015 December 17, 2015


Inpatient Research User Manual 1999 - 2003
  (PDF format, 879 KB)

Inpatient Research User Manual 2004 - Present (PDF format, 1.66 MB)

Data Purchasers

The list of organizations includes a variety of organizations that use the data for analysis.  The listing includes recipients from 2003 through December 4, 2012.  This list is updated annually.  (December 21, 2012)

Download Adobe Reader to view PDF files.

If you have suggestions or comments, please submit them to THCIC.

External links to other sites are intended to be informational and do not have the endorsement of the Texas Department of State Health Services. These sites may also not be accessible to people with disabilities.

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Last updated September 15, 2014