CDW-R: FAQs

What data are available?

Most data that are captured in Epic are in the Research Data Warehouse. Available clinical data from Epic and OCHIN include patient demographics, data collected during health care encounters (in-patient admissions, offices visits, emergency department visits, surgical procedures, telemedicine, etc.), diagnoses, procedures, documentation flowsheets, lab values, medications, and clinical notes. Additional demographic and health-related social needs data are available via the Research Data Warehouse. The CDW-R team also maintains algorithms and phenotypes to identify patients, characteristics, and conditions that can be leveraged for research analyses. The CDW-R team will work with you to identify available and high-quality data for your research questions.

Read more about Data Available from the CDW-R.

What data extraction and provisioning services does the CDW-R provide?

With appropriate approvals, CDW-R analysts provide extracts of data housed in the Research Data Warehouse for retrospective or prospective research studies. CDW-R provides a range of research data set extraction services suitable for research analysis, including provisioning de-identified data sets, HIPAA limited data sets, and identifiable data sets. CDW-R also provides study recruitment support services via medical record pre-screens to identify preliminarily eligible subjects, retrospective cohort identification, and simple counts for cohort size estimations. In additional, the CDW-R provides additional data services to ensure compliance with research regulations and protocols.

Read more about CDW-R Services.

How long does it take to receive data from CDW-R?

Wait times for data delivery depend on a variety of factors, including the current request queue and scope of the project. Wait times fluctuate throughout the year. It is the responsibility of the research team to allow ample time for IRB approval, acquisition of funding, and completion of the CDW-R data extraction request formulation and finalization process.

Research teams should plan for several weeks between submission of a fully completed CDW-R data extraction request (including confirmation of IRB protocol approval/determination, acquisition of other required special approvals or contracts, a fully completed CDW-R research data extraction request form, and identification of an account number to pay for CDW-R services) and receipt of the data extract from CDW-R. Current expected wait times by request type are provided on our website homepage.

How much do CDW-R data extraction and provisioning services cost?

Effective April 1, 2025, BMC CDW-R services are charged at the following hourly fee tiers:

• $130 per hour if funded by a Boston Medical Center (BMC) account -AND- funds are government, not-for-profit, or internal/discretionary funds.
• $170 per hour if funded by a Boston University (BU) account -AND- funds are government, not-for-profit, or internal/discretionary funds.
• $240 per hour if funded by industry/for-profit funder -OR- if the account sits external to BMC/BU.

Read more about CDW-R Fees and Billing.

How are quotes for CDW-R services determined? What if my project changes?

As a research core facility, CDW-R charges an hourly fee for all data extraction and provisioning activities. Billable services include, but are not limited to: request refinement, data extraction coding, quality assurance activities, dataset preparation, follow-up communications, and modifications to existing datasets. Time spent by CDW-R analysts to investigate or respond to study team inquiries and/or explore additional data request asks is also subject to the hourly fee. Read more about CDW-R Fees and Billing.

The CDW-R team is available to provide quotes for CDW-R services. Quotes vary by request type, complexity, size, scope, and which data streams need to be accessed. Quotes are subject to change if the project deviates in scope after the initial estimate or if there are unforeseen complications in obtaining relevant data fields.

Coding and data extraction are a dynamic processes; while we can anticipate many aspects of a project in advance, unforeseen circumstances, unplanned complexities, and/or data feed issues can arise during data extraction that may extend the timeline and/or increase CDW-R analyst resources required.

CDW-R strives to communicate cost estimate changes when possible. However, due to the pace of work and direct interactions between researchers and analysts, advance notification cannot be guaranteed. Please be aware that any task requested of a CDW-R analyst will be interpreted as an approved and billable action. We recommend coordinating with CDW-R operations staff to ensure full visibility into ongoing costs.

Request a quote by submitting a CDW-R quote request form.

What kinds of payment does the CDW-R accept?

Investigators can include the cost of CDW-R data extraction and provisioning services in their grant proposal budgets or can pay for services using internal funds, such as Department or Division funding or discretionary funds. As a BMC research core facility, CDW-R does not accept out-of-pocket nor personal payments.

Read more about CDW-R Fees and Billing.

What if I don't have funding for CDW-R services?

For support with seeking government or foundation-funded research grants, contact BMC Strategic Research Growth (SRG).

Investigators without grant funding, who have limited resources, or who are underfunded are encouraged to check with their Department or Division to secure funding.

Additional internal funding mechanisms include:

• BMC Health Equity Accelerator offers seed funding of up to $3,000 to 2 recipients on a quarterly basis. E-mail BMCHS.Equity@bmc.org for more information.
• BMC Quality and Patient Safety (QPS) Department awards annual grants to proposals with one or more focus areas. Visit the Quality and Patient Safety Hub website for information.

What if I need data for a non-research project?

The CDW-R is intended for research purposes only. For all other data request purposes, including operations projects and quality improvement (QI), please submit a BMC ServiceNow ticket or contact the BMC Systems Analytics Team directly.

For information on Quality Improvement (QI)/Quality Assurance (QA) projects and IRB review, visit  the BUMC IRB's website or contact the BMC QI Hub.