• 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

    Phone: 512-776-7261
    Fax: 512-776-7740
    Email: thcichelp@dshs.texas.gov

Texas Hospital Emergency Department Research Data File (ED RDF)

Texas Health Care Information Collection (THCIC)
Center
 for Health Statistics

Attention THCIC Stakeholders, Health Data Researchers and Healthcare Facilities, 

In response to Coronavirus (COVID-19) emergency requirements THCIC staff will have limited access to providing responses and data requests.

In accordance with Health and Safety Code, Section 108.012(b), the 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 department in collecting and providing the data and shall be set at a level that will raise revenue sufficient for the operation of the department's program.  The department may not charge a fee for providing public use data to another state agency.

Chapter 108 may be viewed by clicking   here


Hospital Emergency Department (ED) 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. Once THCIC program has approved the request, it is forwarded 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 ED 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.

Hospital Emergency Department Research Data Application Forms and Instruction

The Emergency Department (ED) Research Data File (RDF) contain data from the Inpatient and Outpatient RDF on Inpatients admitted through the ED, outpatients receiving services in the hospital ED, and beginning with fourth quarter 2020 will include Freestanding Emergency Medical Centers (FEMC) ED data.

Data are available by calendar quarter beginning with data for 2016 and may be ordered through 2021 data year.    The 2021 data can be released quarterly or annually as it becomes available.

STEPS FOR Requesting Research Data

1. Complete the latest version of the IRB Application and Submission Detail forms, plus the THCIC Emergency Department Research Request form (provided below) in “draft” and email the forms to the THCIC program at thcichelp@dshs.texas.gov.

  • Emergency Department Research Data Order Form

    a) THCIC program will "preview" your draft forms for any potential issues that may cause your application to be disapproved and will provide you with the information on any issues with your "draft" application by email within five to ten business days.

Overview of the IRB Application Process from Texas DSHS on Vimeo.

  • Instructions on how to complete the IRB application. (PDF Format, 590 KB)

2. Finalize your application and request form after receiving feedback from the THCIC program.

   a) Initial and sign all forms where applicable.
   b) Email all required IRB forms, training certificates, and THCIC order forms (if applicable) to thcichelp@dshs.texas.gov.
   c) THCIC will review the finalized IRB packet, and if approved, will forward it to the IRB for its review.


Draft IRB Application
Due to THCIC Program by:
Finalized IRB Application
Due to THCIC Program by:
THCIC Program sends finalized IRB application
(if approved by THCIC) to IRB by:
IRB
Meeting
     No August Meeting
15-Jul-215-Aug-2126-Aug-2116-Sep-21
11-Aug-212-Sep-2124-Sep-2121-Oct-21
13-Sep-214-Oct-2125-Oct-2118-Nov-21
14-Oct-214-Nov-2122-Nov-2116-Dec-21
11-Nov-212-Dec-2128-Dec-2120-Jan-22
14-Dec-214-Jan-2226-Jan-2217-Feb-22
13-Jan-223-Feb-2223-Feb-2217-Mar-22
10-Feb-223-Mar-2228-Mar-2221-Apr-22
15-Mar-225-Apr-2226-Apr-2219-May-22
14-Apr-225-May-2226-May-2216-Jun-22
12-May-222-Jun-2227-Jun-2221-Jul-22

3. 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. 

4.  If your research data request is approved, the THCIC Program will email you an invoice for payment of the approved research data within two business days.  

5.  Once payment is received, the THCIC Program will begin building your research dataset and will send email to the Principal Investigator when the dataset is ready for download.  

ED Research Data Dictionary  

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.

Last updated August 19, 2021