Texas Outpatient Research Data File (OP RDF)
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.
Outpatient 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 outpatient 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. The THCIC program only provides the requested data sets and does not conduct any analysis or mathematical calculations.
Outpatient Research Data Application Forms and Instruction
The Outpatient (OP) Research Data File (RDF) contains data on outpatient surgical and radiological procedures from Texas hospitals, ambulatory surgery centers, and beginning with the fourth quarter 2020 will include Freestanding Emergency Medical Center ED data.
Data are available by calendar quarter beginning with data for 2010 and may be ordered through 2023 data year. The 2023 data can be released quarterly or annually as it becomes available. The charge is $30 per variable per data quarter or $120 per variable per data year.
Starting March 1, 2024, all DSHS IRB applications are required to be submitted through the DSHS OneAegis IRB System at https://iamonline.hhs.state.tx.us/. Researchers are required to create an IAMOnline Account in order to access the System.
STEPS FOR Requesting Research Data
1. Applicant must register for an IAMOnline Account in order to access the DSHS OneAegis IRB System.
2. All DSHS IRB applications are required to be submitted through the DSHS OneAegis IRB System at https://iamonline.hhs.state.tx.us/.
3. In addition to the IRB application forms, the THCIC RDF Order Forms are also required and would be uploaded with the IRB application form.
4. Applicant must complete the THCIC Outpatient RDF Order Form provided below and upload the order form through the DSHS OneAegis IRB System. (For order forms for years 2010-2021, email the thcichelp@dshs.texas.gov).
- Data Summary for Inpatient (IP), Outpatient (OP) and Emergency Department
- Outpatient Research Data Order Form
5. The following DSHS programs and entities must review and approve the finalized IRB application prior to its delivery to the IRB Committee for placement on the meeting calendar. This approval process may take up to six (6) weeks. If any of the below programs or entities disapprove the application, the THCIC program will notify the applicant of the contributing issues.
- DSHS THCIC program
- DSHS Office of General Counsel (OGC)
- DSHS Chief State Epidemiologist
- DSHS Executive Steering Committee (ESC)
6. THCIC program will "review" the forms for any potential issues that may cause the IRB application to be disapproved and will respond to the applicant with information on any issues by email within five to ten business days.
7. Applicant will finalize the IRB application, if applicable, in the DSHS OneAegis IRB System after receiving feedback from the THCIC program.
8. THCIC must then receive Office of General Counsel (OGC) Legal approval and DSHS Chief State Epidemiologist approval of the IRB application before it is sent for placement on the IRB calendar for review.
9. An approved finalized version of the application must be delivered by the THCIC program to the IRB Committee approximately four (4) weeks prior to a scheduled IRB meeting.
10. 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.
11. If the application is approved by the IRB Committee, it is forwarded to the DSHS Executive Steering Committee (ESC) for final approval, if the application is an “Initial IRB Submission”.
12. 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.
13. Once payment is received, the THCIC Program will begin building your research dataset and will send an email to the Principal Investigator when the dataset is ready for download.
| IRB Application (finalized version) Due to THCIC Program by: | Date for IRB Review |
|---|---|
| 9-May-24 | 20-Jun-24 |
| 6-Jun-24 | 18-Jul-24 |
| August-24 | No Meeting |
| 8-Aug-24 | 19-Sept-24 |
| 5-Sept-24 | 17-Oct-24 |
| 10-Oct-24 | 21-Nov-24 |
| 7-Nov-24 | 19-Dec-24 |
| 5-Dec-24 | 16-Jan-25 |
| 9-Jan-25 | 20-Feb-25 |
| 6-Feb-25 | 20-Mar-25 |
| 6-Mar-25 | 17-Apr-25 |
| 3-Apr-25 | 15-May-25 |
| 8-May-25 | 19-Jun-25 |
| 5-Jun-25 | 17-Jul-25 |
| August-25 | No Meeting |
| 7-Aug-25 | 18-Sept-25 |
| 4-Sept-25 | 16-Oct-25 |
| 9-Oct-25 | 20-Nov-25 |
| 6-Nov-25 | 18-Dec-25 |
Research Data Dictionary Through 3Q2015 (PDF format, 573 KB)
Research Data Dictionary 4Q2015 - 4Q2021 (PDF format 1.14 MB)
Research Data Dictionary to Present (PDF format, 1.6 MB)
Data Questions
- Contact the THCIC Program at thcichelp@dshs.texas.gov
- IRB required training questions at Required Training | Texas DSHS
- Using the DSHS IRB One-Aegis System at Using the DSHS IRB OneAegis System Texas DSHS
- IRB Forms and Instructions at Forms & Instructions | Texas DSHS
Data Purchasers
The list of organizations includes a variety of organizations that use the data for analysis. This list is updated annually.
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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.