Introduction to the Virtual Research Data Center (VRDC)
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1 Introduction to the Virtual Research Data Center (VRDC) 02/05/2014 Faith Asper, MHS Director, ResDAC Assistance Desk Jeff Whitley, Manager Information Systems General Dynamics Information Technology (GDIT)
2 About ResDAC Centers for Medicare and Medicaid (CMS) contractor Offers assistance to researchers interested in using Medicare and Medicaid data for research Staffed by a team of public health and health services research specialists Provides services related to CMS data Assistance Desk Workshops and Outreach 2
3 Overview of Webinar Describe the Virtual Research Data Center (VRDC) Data Availability and Cost Advantages of the VRDC Provide Overview of the Request Process Materials needed Access process Overview of the VRDC Environment (GDIT) 3
4 Description of the VRDC The CMS VRDC is a virtual research environment, within CMS s Chronic Condition Data Warehouse (CCW), that provides timelier access to Medicare and Medicaid program data in a more efficient and cost effective manner. 4
5 Data Available Through the VRDC All CMS identifiable data files Data File Name Master Beneficiary Summary File (MBSF): base, chronic conditions, cost & utilization, NDI Utilization: MedPAR, Inpatient, Outpatient, Home Health, Hospice, Skilled Nursing Facility, Carrier, DME Part D event and characteristics files (drug, plan, prescriber, pharmacy, formulary) Years Available ; Medicare NDI ; Medicaid NDI Assessments: MDS, OASIS, IRF-PAI, Swing Beds Medicaid: MAX, Beta-MAX ; Formulary file available (MAX) 2011 (Beta-MAX) 5
6 VRDC Restrictions - Upload User held data can be uploaded to the environment Data space maximum within the upload review area: Total allocation of 50 gigabyte (GB) per individual user is available. Uploaded files are reviewed to ensure they are virus free before files are moved to a user s library. User responsible for assuring any non-public data being uploaded into the VRDC environment is not proprietary/restricted by a license agreement.» If proprietary, user must obtain approval and include approval with data request package 6
7 VRDC Restrictions - Download Users can download aggregate/statistical data files from the environment Users may be subject to download review to ensure no identifiable data is removed from the VRDC. 1GB maximum on the size of approved files that can be downloaded. Multiple files may be downloaded but each file must be within the specified size limit (1GB). 7
8 Cost VRDC Access to the VRDC is priced by the number of seats A seat is defined as an individual with direct access into the VRDC environment. Annual seat cost is $40,000 Can have other seats for the same project for $15,000/year. Additional space can be purchased; $2,000 for each 500GB of additional space. Specifics on pricing are found in the CMS VRDC FAQs. 8
9 Advantages of the VRDC Up to 500 GB of space for data and analysis Set price/year/seat May be less expensive than current cost of obtaining portable media if requesting several years of data or very large cohort. Greater flexibility with number of years/files needed for research. Data management is centralized within the environment. Can download aggregate results. Eliminates the need for acquisition of equipment to store and analyze data. 9
10 Request Process ResDAC assists researchers with the review of materials and answering any questions about the contents of data files, cost, and process. Requestors must obtain IRB approval. Requests will be reviewed and approved by CMS Privacy Board. See the ResDAC VRDC request website for list of materials. Access to the VRDC environment occurs after the CMS DUA has been approved. 10
11 Request Process Research Requests need to include Description of the study, including objectives and design Justification for why the data requested is the minimum amount of data needed to answer the study question Explanation of how this study will benefit the Medicare and/or Medicaid programs Description of how the study findings will be disseminated 11
12 VRDC Research Request Process 12
13 Step 1: Obtain the request materials Start at the ResDAC home page 13
14 Step 1: Obtain the request materials The request materials are at the bottom of the VRDC Request page. 14
15 Step 1: Obtain request materials Download request materials 15
16 Step 2: Prepare a draft Prepare a draft of all the documents (before signing them) ResDAC will provide technical and administrative review of the materials. 16
17 Step 3: drafts to ResDAC draft documents to ResDAC will review, obtain cost invoice, provide comments and all documents back for final revisions and signatures. 17
18 Step 4: final copies to ResDAC final documents with signatures to CMS can t accept digital signatures. ResDAC will forward all to CMS for processing. 18
19 Step 5: Submit Payment After the CMS Privacy Board reviews and approves the request, CMS s requestor: DUA number with approval notice Instructions to submit payment Once the requestor submits payment, CMS will notify GDIT that they can provide the user access to the VRDC. 19
20 Resources for Help (ResDAC) ResDAC Assistance Desk Phone: Web: ResDAC Website CMS Data Request Center: VRDC request center ResConnect (Resource Library)» Tips for Completing the DUA» Request Documents for Research Identifiable Data Requests: Data Use Agreement 20
21 About GDIT (formerly Buccaneer) Centers for Medicare and Medicaid (CMS) contractor Manages and hosts the VRDC environment Staffed by a team of analysts and infrastructure/database personnel Provides data extracts, hosts the source data warehouse and access to it, develops products for accessing and reporting upon the data Maintains and operates the VRDC Help Desk (CCWHelp@GDIT.com) 21
22 Specialized VRDC Research Files Master Beneficiary Summary File: Annual file with individual segments ( ) Beneficiary Summary A/B/D» Enrollment (A,B,D enrollment indicators) / Entitlement Chronic Conditions» Incidence flags / Dates of first occurrence Cost and Use» Claims counts / Reimbursements National Death Index (Medicare ; Medicaid ) 22
23 Specialized VRDC Research File Part D Event (PDE) Characteristics files ( ) Drug : Special licensing arrangement with First DataBank. Four variables for drugs dispensed: brand name, generic name, strength, and form for the NDC code observed on the PDE. Plan: Five files: 1) plan benefit package, 2) premiums, 3) cost sharing tiers, 4) service area, and 5) Plan crosswalk. Prescriber: The HCIdea Prescriber Database is data source. Provides information on the type of provider who prescribed the medication. 23
24 Specialized VRDC Research File Part D Event (PDE) Characteristics files ( ) Pharmacy: National Council for Prescription Drug Programs (NCPDP) Database is the data source. Provides additional information about pharmacy to include common parent organization. Formulary (2010-forward): Provides information on the types of drugs covered on the formulary for each plan s Part D plan benefit package. 24
25 Specialized VRDC Research File Medicare-Medicaid Linked Enrollee Analytic Data Source (MMLEADS) ( ) Suite of linked files that allows for the examination of all Medicare and Medicaid enrollment and claims data for those who were dually enrolled in both programs. Both Medicare claims and Medicaid Analytic extract (MAX) claims, as well as the corresponding beneficiary enrollment and demographic information, is available in annual calendar year data files. 25
26 Accessing the Data Standard SAS Datasets within SAS EG VRDC Technical Analysts to extract nonstandard data and move to user s library 26
27 VRDC Onboarding Process Upon DUA and payment confirmation, VRDC Help is notified via the VRDC Access Request System (CARS) that CMS has approved a request for access VRDC Help sends approved user security documentation for completion Upon review and acceptance of completed documentation, VRDC Help notifies user via of: VRDC Username and Password VPN access instructions 27
28 VRDC Overview 28
29 CCW Website 29
30 Website Login 30
31 VPN and VRDC Login 31
32 Virtual Desktop 32
33 File Transfer Request System (FTRS) - Upload 33
34 File Upload Process 34
35 SAS EG Environment 35
36 FTRS - Download 36
37 Output Review 37
38 File Download Process 38
39 Resources for Help (GDIT) VRDC Help Desk Phone: Public Web: CCW Website Public section contains interactive and static reports about Medicare and Medicaid data as well as Data Dictionaries of extracted files Secure website has reference user guides and instructional videos on using the VRDC 39
40 Questions Submit your question through the Q&A icon at the top of your screen. Submit a question through the Chat feature. 40
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