Episode records including sensitive data

Key features

The key features of this service are:

• The dataset is supplied to you at episode level. There is one row per episode.
• This service gives access to all non-idenfiable data fields, including sensitive fields.
• If your study requires episode-level datasets that include sensitive fields, then you will have to justify why you need the data and what you intend to do with it.
• You will also need to ensure that you store, use and dispose of the data appropriately in order to comply with the legislation.
• There is a formal application process that will take some time to process. See the approvals process page in Quick links for more information.
• Although the approval process will take some time to complete, it is different, and slightly quicker in most cases, than the approval process required if you had wanted a dataset with patient identifiable fields in it.

Example:

This example illustrates an episode level extract which includes sensitive data, but is not patient identifiable.

Approval and costs

All extracts that include sensitive fields must be assessed under a formal approvals process. See the approvals process page in Quick links for more information.

Because the specification includes sensitive data fields, you will require formal NHS IC approval. Formal approval will take some time, but the process will be handled by us on your behalf. You will need to sign up to the standard terms and conditions. Once signed off, the specification will be subject to change control.

We offer this service at a cost (we are not a profit-making organisation).Please see the Data Request Charges page for details.

Requesting episode records including sensitive data

To submit a request:

• Complete the applicant details form. This tells us who you are and where to send the specification, tabulated data and invoice.
• Decide what selection you need, what filters you want applied and how you want the data to be grouped. To learn more about the possibilities available to you, read Understanding the Data.
• Complete one of the field selection forms.
• Complete the Data Security form and supply a copy of your System Level Security Policy template - this will be used to support your application for approval and tells us (and the approval body) how you will store, use and dispose of the data.
• If you want your dataset to be linked to ONS mortality fields, you will need to complete additional ONS application forms. See the Using ONS data page in Quick links for more information.
• If you want your dataset to be linked with PROMs records, you will additionally need to complete the PROMs Data Request form.
• Should you be using HES data with a third party, you must also complete the Third Party Data Security form. Only third parties that have completed this form will be allowed access to data provided.
• Send your complete forms to us at [email protected].

What happens next?

• We check your forms and turn your request into a specification.
• We send you the specification and the cost of your request, together with our standard terms and conditions.
• You sign the specification to acknowledge that you agree that it correctly specifies what you want and that you accept the terms and conditions.
• You return the paperwork to us.
• We seek formal approval on your behalf.
• If approval is granted, we supply you with the data that you have requested.

Need more information?

Please see the links in the 'Quick Links' box on the right-hand side of this page.