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Add CMS Data to Your Existing Authorization

Process Overview

To add Centers for Medicare & Medicaid Services (CMS) data to your existing National Institute on Aging (NIA) data use agreement (DUA), complete the following six steps in order:

  1. Review Our CMS Data Sets
    [Slide 2]
  2. Get Partner Approval for Your CMS Data Request
    [Slide 3]
  3. Complete and Submit Your Updated NIA DUA Request Materials to Us
    [Slide 4]
  4. Finalize Your Updated NIA DUA Request Materials
    [Slide 5]
  5. Get Your Updated NIA DUA
    [Slide 6]
  6. Track Your Dataset Creation
    [Slide 7]

For detailed guidance on each step, click the step's corresponding slide number below.

Dataset file icon with magnifying glass.

Step 1: Review Our Data Sets

Timeline: Up to 1 Week

Background

We update NIA's CMS data inventory at least once a year. As a result, you will need to review our data inventory to assess what data we currently offer for each NIA data partner of interest.

NOTE: Not all data partners offer the same sets of CMS data files or CMS data variables.

Your Action Item(s)

  1. Review the Data Inventory page.
  2. Go to the Data Documentation page.
  3. Locate and download the CMS data dictionaries for the given NIA study or survey.
  4. Review the downloaded data dictionaries.
Partner Authorize file icon with gear icon.

Step 2: Get Partner Approval for Your CMS Data Request

Timeline: 1-2 Months

Background

Our NIA data partners must approve your request for additional CMS data, even if you are not adding new NIA partner data to your study. These partners must do so because combining new CMS data with either existing or additional NIA partner data could pose privacy risks to partner's study or survey participants.

NOTE: Each partner's approval process is different. Contact them directly for more instructions.

Your Action Item(s)

  1. Work with the partner to obtain their approval for requesting additional CMS data as part of your study.
  2. Complete the partner's request approval materials.
  3. Submit your request approval materials to the partner.
  4. Work with the partner to finalize your request approval materials.  
  5. Obtain approval from the partner to request additional CMS data in your study.
NIA Form file icon with check boxes selected.

Step 3: Complete and Submit Your Updated NIA DUA Request Materials to Us

Timeline: 1-3 Weeks

Background

To add new CMS data types or years to your NIA Data Use Agreement (DUA), you'll need to complete all NIA DUA update request materials, which consist of:

  • an updated Institutional Review Board (IRB) Letter/Waiver if your privacy protection plans have changed;
  • the MedRIC Data Request Form, specifying the additional data needed;
  • the NIA DUA Form*, specifying the additional data needed; and
  • NIA study partner data approval materials, indicating the partner's approval for you to use the additional CMS data requested.

*This form is a DocuSign form, which you will access through a link in Step 1 below. For all file-based forms, you will access them through downloadable file links in Step 2 below.

Your Action Item(s)

  1. Access, complete, and sign the DocuSign-based NIA DUA Form.
  2. Download and complete the following file-based form and file-based guidelines:
    1. the MedRIC Data Request Form - Researcher; and
    2. the Institutional Review Board (IRB) Letter or Waiver.
  3. Email your completed file-based forms and your previously approved NIA study or survey data materials to MedRIC@AcumenLLC.com.

    Note: You do not need to email your DocuSign form, as DocuSign will automatically alert us to your completed form.
NIA Form icon with checklist and smaller check icon.

Step 4: Finalize Your Updated NIA DUA Request Materials

Timeline: 1-3 Weeks, Depending On Your Timeline for Revising Your Materials

Background

We will review your updated request materials and provide initial feedback to you within 7 business days. If you need to revise and resubmit your updated request, we will provide feedback to you within 5 business days.

Your Action Item(s)

  1. Work with us to revise and finalize your updated request materials.
NIA file icon with DUA tag and smaller update arrow icon.

Step 5: Get Your Updated NIA DUA

Timeline: 1-3 Weeks, Depending on Any NIA Privacy Board Requests

Background

We will present your updated MedRIC data request to the NIA Privacy Board in a weekly meeting for their review and approval. We will notify you of the Board's decision and if additional edits are needed. If the Board approves your request, the Board will issue an updated NIA DUA to you.

Your Action Item(s)

  1. If necessary, address the NIA Privacy Board's requested edits.
  2. Submit your revised request materials to MedRIC@AcumenLLC.com.
  3. Once the Board approves your request, check your email for an updated NIA-issued DUA.
Dataset file icon with smaller magnifying glass icon.

Step 6: Track Your Dataset Creation

Timeline: 5 Business Days

Background

After NIA issues you your updated NIA DUA, we will:

  • construct and validate your NIA-approved CMS data files;
  • (if applicable) work with the NIA data partner to obtain your approved NIA study or survey data files and documentation;
  • produce your CMS data dictionaries; and
  • transfer all data files and data dictionaries to your Enclave workspace.

Once we've transferred your files and documentation to your Enclave workspace, we'll send you an email letting you know your files are ready.

Your Action Item(s)

  1. If you do not receive an email from us within 5 business days, contact MedRIC@AcumenLLC.com.
  2. Access your updated data files and data documentation in your Enclave workspace.