Patient-identifiable episode records

Key features

• The dataset is supplied to you at episode level. There is one row per episode.
• This service gives access to all data fields, including sensitive fields and patient identifiers.
• If your study requires any patient identifiers in the dataset to be supplied, then you will have to justify why you need the data and what you intend to do with it.
• If you require patient identifiers only for the purpose of linking HES to another data source then please refer to the Trusted Data Linkage Service page in Quick Links.
• As the dataset includes patient identifiers then its supply and use is subject to UK legislation.
• You must store, use and dispose of the data appropriately in order to comply with the legislation.
• There is a formal application process which ensures that all parties involved are compliant with the appropriate legislation. This will take some time to process. See the approvals process page in Quick links for more information.

Example:

This example illustrates an episode-level extract which includes patient identifiable information.

Approvals and costs

The use of patient identifiable data files in studies where consent for the use of such fields has not been explicitly granted is controlled by legislation. You must have approval from the Ethics and Confidentiality Committee (ECC) of the National Information Governance Board (NIGB) before datasets that include identifiable data can be released.

You must get ECC approval prior to submitting your request to the NHS IC. 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 patient-identifiable episode records

• You must get Ethics and Confidentiality Committee approval. Please note that this process is not supported by the NHS IC. We will need to know the ECC reference number and have confirmation of approval prior to supplying your dataset.
• Complete the NHS IC applicant details form. This tells us who you are and where to send the specification, your requested 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.
• 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.
• 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 in to a specification.
• We send you the specification and the cost of the request, together with our standard terms and conditions.
• You check the specification and sign it to acknowledge that you agree that it correctly specifies what you want and that you accept the terms and conditions and return the paperwork to us.
• We check your ECC approval is for the agreed specification and that the consent you have sought is valid.
• 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.