CMS Virtual Research Data Center (VRDC) Faqs

Version 8/28/15

CMS Virtual Research Data Center (VRDC) FAQs

General:

1. What is the CMS VRDC? The CMS VRDC is an alternative solution for accessing and analyzing CMS data for research purposes. Historically, CMS has provided data to researchers by preparing and shipping encrypted data files on external media. The VRDC allows researchers to access and perform their own analysis and manipulation of CMS data virtually from their independent workstation. The VRDC provides researchers with a secure mechanism to access timelier data in a more efficient and cost-effective manner.

2. What are the user requirements necessary for accessing the CMS VRDC? Users must: a) Have working knowledge/experience with SAS or Stata programming language; b) Only need to download statistical or de-identified data; c) Be operating with Windows XP or new Windows Operating system (MAC is currently not supported by the CMS VRDC); d) Have a broadband internet connection; e) Have Java 6 or greater installed on their workstation; and f) Have Microsoft Internet Explorer or Mozilla Firefox.

3. Can researchers upload external files to the CMS VRDC? Yes, researchers may upload finder files or other external files through the secure file transfer system (SFTS). A total allocation of 50GB per individual user is available in the upload review area. Uploaded files are subject to review to ensure they are virus free. Researchers are responsible for assuring that any non-public data being uploaded into the VRDC environment is not proprietary or restricted by a license agreement. If data are restricted and the researcher obtains approval to upload the data, the approval must be provided with the data request package.

4. How can researchers request access to the CMS VRDC? ResDAC is the primary point of contact for all CMS VRDC requests. Additional information can be found on the ResDAC website at www.resdac.org.

5. Can multiple individuals work on a single project within the CMS VRDC? Yes, individuals that share a DUA and have all purchased a seat in the VRDC are able to collaborate within the virtual desktop in their SAS library.

6. Upon approval of a research package, how is CMS VRDC access granted? Approved researchers are required to complete and provide proof of on-line security training to the CMS VRDC contractor. Once the researcher meets all security Version 8/28/15

requirements, the CMS VRDC contractor grants users access and provides the research organization with the software needed to connect to the CMS VRDC environment.

7. Is training available? Yes, the CMS VRDC contractor has on-line training available as well as classroom training. Several training classes are available on the public website (www.ccwdata.org) while other on-line training is available in the secure CCW website and can be accessed once a user receives their user ID and password.

8. How does a researcher get assistance if needed? There is a help desk that provides technical and infrastructure support. It can be contacted during normal business hours by phone (1-866-766-1915) or email ([email protected]) .

9. Can multiple researchers share the same ‘seat’ within the VRDC if they are working on the same project? No, only one (1) individual may be allocated to a ‘seat.’ If multiple researchers are working on the same project, each researcher must purchase a ‘seat’ in the VRDC.

10. Can researchers “split time” within a single seat (i.e. one researcher uses the seat three days a week while another uses it the rest of the week? No, each ‘seat’ requires a license and the license is assigned to an individual. For proper tracking and accounting of the VRDC licenses, a ‘seat’ can only be allocated to one (1) individual for the duration of the research project.

11. Can a researcher with approved access work on multiple projects? Yes, an approved researcher can work on multiple projects. The researcher must prepare and submit a data request package through ResDAC for each project to be conducted and pay the associated fees. Upon approval and assignment of a DUA, the researcher will be provided with the data needed to conduct the approved study. If a researcher uses data from an approved DUA for a non-approved project, it will be considered a DUA breach and will result in termination of their VRDC access.

12. How long will project data be stored within the VRDC? Is all data related to a project deleted at the conclusion of the project? Project data will be stored for a three year period. Note that this only includes analysis and does not include the actual source files. The data are maintained to allow the researcher access to the data in the event it is needed to respond to questions regarding journal publications. If access is needed for this purpose, the researcher will be provided with access for a one month (30-day) period to perform this task.

13. Can I upload my own software into the VRDC? No, external software cannot be uploaded into the VRDC. Due to the security of the infrastructure, only the standard VRDC software is available for use by researchers. Version 8/28/15

14. If a seat is allocated 500 GB of workspace, will the researcher be notified when they are approaching the limit and what will happen once the 500 GB is exceeded? Yes, the VRDC maintainer monitors the space within the environment and will notify researchers if they are approaching their limit. If researchers are approaching the 500GB limit, they will be required to either clean-up and remove files from the workspace or purchase additional space. Additional space can be purchased in 500 GB blocks for $2,000.

Data Files and Tools:

15. What data can be accessed within the CMS VRDC?

The following files can be accessed within the VRDC:  Master Beneficiary Summary File  Medicare Part A, B and D claims  Medicare Provider Analysis and Review (MedPAR) file  Medicare-Medicaid Linked file  Medicaid (MAX) files  Assessment files

Descriptions of the available data files can be found on the Research Data Assistance Center (ResDAC) website at http://www.resdac.org/cms-data/request/cms-data- request-center. Data dictionaries can be found at https://www.ccwdata.org/web/guest/data-dictionaries. Additionally, users can upload their own data into the VRDC to analyze with the CMS data.

Researchers will also have access to quarterly FFS claims data and the most current version of the Master Beneficiary Summary File.

16. What data analysis tools are available to researchers in the CMS VRDC? SAS is the main data analysis tool in the CMS VRDC. The current version of SAS available is 9.4. Users are not able to upgrade to versions of SAS for which they have internal licenses.

In addition, researchers will have access to the Microsoft suite.

17. What is the fee to access the CMS VRDC? Access to the VRDC is based on two factors, the number of ‘seats’ and the number of distinct research projects. A ‘seat’ in the CMS VRDC is defined as an individual user. Due to licensing requirements, a ‘seat’ can only be allocated to 1 individual for the Version 8/28/15

duration of the research project. Multiple users can work on a project but each user will need to purchase a seat in the VRDC. The VRDC fees are contained in the ‘Price List for Research Files’ which can be found at the following link: http://www.resdac.org/resconnect/articles/123#additional-information.

18. Is there a pricing solution that allows multi-user sharing or “bulk” seat licensing? Multi-user or sharing of VRDC seats is not currently available.

19. How often will VRDC fees change? CMS is authorized by Section 1306(c) of the Social Security Act to charge requestors the cost of making the data available. As a result, the VRDC fees will be reviewed and adjusted periodically to reflect changes in contractor and infrastructure costs as well as volume of users in the VRDC environment.

Output Files and Output Review:

20. Why does output require a review prior to download? CMS is committed to ensuring the privacy of personally identifiable information and protected health information. The output review process helps avoid the disclosure of personally identifiable information or protected health information.

21. What data can be taken out of the CMS VRDC? Researchers are only permitted to downloaded aggregate, statistical information. No personally identifiable information or protected health information may be taken out of the VRDC. All requests to download data from the CMS VRDC must go through an output review to screen for personally identifiable information or protected health information.

22. What level of aggregation is required for output? What form should output reports take (tables, aggregated data, SAS output)? Files must be aggregated above a beneficiary level resulting in a minimum count of 11 beneficiaries at the level of aggregation. Depending on the population size this can result in aggregation to a geographic level (state, county, HRR), diagnosis group level, or procedure code level. Output can be in Excel tables, aggregated SAS datasets, SAS output files, word documents and PDF documents.

23. Once a data product has been approved for download, is it suitable for the public domain? The output review process is intended as a safeguard within the VRDC environment but in no way should be considered a certification or approval from CMS. VRDC users are responsible for assuring their output complies with the requirements detailed in the Version 8/28/15

CMS DUA and that they adhere to the DUA requirements when publishing their study results.

24. What is the maximum size allowable for an approved output file leaving the CMS VRDC? Maximum allowable varies by type of user. Researchers are approved to receive 1 output review per week of up to 100MB. Innovators are approved to receive 3 output reviews per week of up to 300MB. Multiple files may be downloaded but each file must be within the specified size limit.

25. How long is the output review process expected to take? CMS estimates that the output review process will take place within 2 business days (48 hours). However, additional time may be required for complex datasets.