Clinical Research Data Services (CRDS)

The Clinical Research Data Services (CRDS) team supports UW investigators by providing access to multi-modal research-ready data. Examples include Real World Data from Electronic Health Records at UW Health (including Swedish American), ACHC and UnityPoint-Meriter.

Who can request our services? 

Investigators at UW, including faculty, staff, and trainees conducting IRB-approved research and quality improvement initiatives, can request our services.  Researchers outside the UW Health Care Component (UW HCC) must collaborate with a UW HCC investigator who assumes responsibility for the requested data. 

We provide secure data integration services where EHR data can be combined with clinical and non-clinical data sources to support a wide range of research activities. 

HIPAA-protected data policies and federal guidelines

Request a Consult

Use SMPH Navigator to initiate a new data request, feasibility inquiry, or study design consultation. You’ll be asked to describe your study aims, target population, and anticipated data variables.

Questions?

Email the CRDS team with questions about eligibility, the status of a request, or access to research data platforms.

Services Offered

Self-Service Research Tools

Explore data availability and evaluate study feasibility independently.

  • TriNetX (access requested through an Informatics consult)
  • i2b2 – coming soon

Consultation & Study Design Support

  • Study consultation and data availability assessment 
  • Variable selection, cohort definition, and data scoping 
  • HIPAA, IRB, and DTUA guidance (additional resources) 
  • Research computing and platform guidance 

Research & Quality Improvement Data Services

  • Feasibility assessments and aggregate counts 
  • EHR data extraction for research and QI projects 
  • Data acquisition and study support 
  • Secure data handling and de-identification 
  • Privacy-preserving linkage

SPARC: SMPH Data Platform for Accelerating Real-World Data Access and Collaboration

  • Build disease- and specialty-focused research ecosystems 
  • Support for large-scale and complex data  
  • Secure computing environments for sensitive data 
  • Access integrated and comprehensive research datasets 

Epic COSMOS support (UW Health Link access required) 

  • Cohort discovery across Epic EHR network 
  • Support for feasibility assessment and multi-site observational research 

How a Request is Processed 

All data requests follow a structured intake and governance process. Once you submit a consult, CRDS manages the end-to-end workflow and keeps you informed at key milestones. Below is an overview of what to expect.

Phase 1

Request intake & scoping

  • Submit request
  • Provide documentation
  • Define scope & needs

Phase 2

Data spec & compliance review

  • Develop specifications
  • Compliance review
  • Regulatory approval

Phase 3

Query development & quality assurance

  • Build queries
  • Execute extraction
  • Validate results

Phase 4

Final review & data delivery

  • Final review
  • Prepare dataset
  • Secure delivery

Steps for a Successful Request

Following these steps helps CRDS process your request efficiently and deliver the data you need with fewer delays.

  1. Define your research question
    Clearly describe your study objectives, target population, key variables, and timeframes. Well-defined requests are easier to scope, estimate, and fulfill accurately. Using the self-service systems can help in this process.  
  2. Engage CRDS early
    Consult with CRDS during project planning, before submitting your IRB or approaching grant deadlines. Early discussions can help assess feasibility, identify data limitations, and refine data requirements.
  3. Prepare required approvals
    Ensure required approvals and documentation are in place, including IRB approval, DTUA, and any applicable QI designations. Early submission of compliance documents helps prevent delays once work begins.
  4. Submit requests early
    Request timelines vary based on complexity and queue volume. Submitting early provides the greatest flexibility, particularly for projects with grant, publication, or study deadlines.
  5. Stay engaged throughout the process
    Respond promptly to questions and provide additional details when requested. Ongoing collaboration helps ensure the final dataset meets your research needs and minimizes revision cycles.
  6. Review your data promptly 
    After delivery, review your dataset as soon as possible and notify CRDS of any questions or concerns within three weeks. Early feedback allows issues to be addressed efficiently and helps keep project information and specifications current.

Partner with CRDS: Advancing Research Together 

CRDS is more than a data provider. We collaborate with investigators throughout the research lifecycle, from study design and data acquisition to analysis, publication, and grant development. 

  • Leverage our expertise. Request methodology, cohort definition, and data documentation support for grants, manuscripts, presentations, and reports. 
  • Recognize CRDS contributions. Acknowledging CRDS in publications helps demonstrate the impact of data-driven research and supports continued investment in research infrastructure. 
  • Consider collaboration and authorship. When CRDS team members contribute substantial intellectual input, methodological expertise, study design support, or significant project effort, please consider appropriate scholarly recognition consistent with publication guidelines. 
  • Build CRDS into your grants. Including CRDS support in grant proposals helps ensure dedicated resources for your project while strengthening the data services, infrastructure, and expertise available to the broader research community. 
  • Share your successes. Let us know about grants, presentations, publications, and other outcomes resulting from CRDS-supported work. These successes help us demonstrate impact, secure future investment, and expand services for researchers.