Researchers

Thank you for your interest in applying to the Long-Term Care (LTC) Data Cooperative.  

The LTC Data Cooperative is a provider-led initiative and collaboration with stakeholders in academia, government, and the private sector. The LTC Data Cooperative assembles residents’ EHRs from major specialty vendors and facilitates linkage of these data with Medicare claims to create a comprehensive, longitudinal patient record. These data serve 4 key purposes: (1) health care operations and population health analytics; (2) public health surveillance; (3) observational, comparative effectiveness research; and (4) clinical research studies, including provider and patient recruitment into Phase 3 and Phase 4 randomized trials. Federally funded researchers wanting to conduct pragmatic trials can enroll their partnering sites in this Cooperative to more easily access the clinical data needed to close the evidence gaps in long-term care.

​Information for Applicants

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The Principal Investigator will provide the following:

  • 1-Page Synopsis written in plain-language that summarizes the goals, and data analysis processes.
  • Completed Application using Standard Application Form for Prospective Researchers.
  • Institutional Review Board (IRB) and Privacy Board (PB) approval/determination.
  • Proof of Funding
  • Other necessary components for the type of research category requested.

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 Training & Events
Town Halls: The LTC Data Cooperative team holds quarterly town hall meetings that bring together providers enrolled in the LTC Data Cooperative and researchers. Current and prospective researchers will have the opportunity to learn about funded projects, receive updates about the data cooperative's progress, and listen to provider feedback. Please email us to be added to these events!

The Upcoming Sessions are listed below:
  • Tuesday, August 8, 2023 at 1:00PM EST  
  • Tuesday, October 31, 2023 1:00PM EST

GSA Annual Scientific Meeting Workshop: The LTC Data Cooperative team will be hosting a workshop at The Gerontological Society of America’s (GSA) Annual Scientific meeting. Prospective and approved researchers are encouraged to attend. For more information and how to attend, please visit https://www.gsa2023.org/Program/Workshops.
  • Date: Wednesday, November 8, 2023 1-5PM
  • Location: Marriott Tampa Water Street, Tampa, FL


 Application Process
  1. ​Upload a 1-page Specific Aims page here (insert link to website upload).
  2. A representative from the LTC Data Cooperative team will review the Specific Aims page and conduct a brief review to ensure that the proposed study aligns with approved research categories. Feedback will be given to researchers within two weeks.
  3. If the Specific Aims page is approved, researchers will be directed to submit an application here (link to app).

 Review Process
  1. ​Once received, applications will be reviewed administratively to ensure that all required materials have been submitted and that all necessary components were provided.
  2. If the project is not yet funded, the LTC Data Cooperative Review Committee will perform an initial review and provide a preliminary approval decision. Once funded, researchers must submit proof of funding and any additional required documents (IRB or privacy board approval, consent documents if applicable) to LTCDataCooperative@AHCA.org.
  3. If the project has already received funding (or once proof of funding is sent to the LTC Data Cooperative), the application will move onto an open public comment period.
  4. A review will be conducted by providers enrolled in the LTC Data Cooperative through an open public comment period. They will review the 1-page “plain-language” synopsis from each funded researcher application to assure proposals are consistent with the Data Use Agreement (DUA) permissions, and mission of the cooperative. This will help maintain trust with providers, which is critical to their continued participation.
  5. The LTC Data Cooperative Review Committee will make a recommendation based on the participant comment period responses to determine the final recommendation. The review committee is comprised of 6 long-term care industry experts including AHCA/NCAL Board Members, and the LTC Data Cooperative leadership committee.

Final decision will be shared with the Principal Investigator within 4-6 weeks from date of application submission.

If Application is recommended:
The LTC Data Cooperative Review Committee will notify Principal Investigator of recommendation, listing any outstanding materials and onboarding information, within 4-6 weeks from date of submission.

If Application is NOT recommended or more information is required:
The LTC Data Cooperative Review Committee will notify Principal Investigator of recommendation, providing a feedback report and rationale within 4-6 weeks from date of submission.

If Applicant is requesting access to CMS-EMR linked data:
If application has been approved, Project Investigator will receive an approval letter and information on how to apply to MedRIC to use the CMS-EMR linked data.

​Approved Researchers

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Frequently Asked Questions

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 Apply Here
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 Downloads

 Pre-approval FAQs
​Q: Who should apply to use the LTC Data Cooperative?
A: Researchers who are conducting embedded pragmatic clinical trials, public health surveillance, and comparative effectiveness studies are encouraged to apply. More information on research categories can be found in the catalogue here.

Q: How long does the application process take?
A: This process varies greatly depending on several factors, but on average we expect it to take two months. Please note if your project requires access to the CMS-EMR linked data on the MedRIC enclave, there will be an additional application process (please refer to the post-approval FAQs for more information).

Q: Who should I contact with questions on the application process?
A: Please reach out to LTCDataCooperative@ahca.org

Q: When should I fill out an application to use the LTC Data Cooperative data?
A: After you have submitted a Specific Aims page and it has been approved, a representative from the LTC Data Cooperative team will email you with approval to submit an application.

Q: Who is on the LTC Data Cooperative Review Committee?
A: The review committee is comprised of 6 long-term care industry experts including AHCA/NCAL Board Members, and the LTC Data Cooperative leadership committee. 

Q: I need a letter of support to send to my funding entity. How do I obtain one from the LTC Data Cooperative and how long will it take?
A: Please still follow the application steps (submit a Specific Aims page and then an application) - there is a section of the application that asks whether a letter of support is needed. From the point of application submission, researchers can expect to receive a letter of support within 4-6 weeks.

Q: What if I need input on my analytic plan before I submit to the IRB?
A: Please contact LTCDataCooperative@AHCA.org and a representative will assist you.

 Post-Approval FAQs
Q: Now that my research proposal has been approved, what happens next?   
A: The appropriate person at your organization signs the LTC Data Cooperative Data Use Agreement (DUA) and returns it to the recipient specified in the DUA instructions. Once the signed DUA has been received and reviewed for completeness, an email with instructions on how to access the data environment will be sent to you within 1-2 weeks.   
 
Q: Do I need to download any software to access the data?   
A: Data environment access is granted through a web browser; common analysis software is pre-installed in the environment. Additionally, a desktop client for PC or Mac can be downloaded to access the environment.  
 
Q: I need access to the CMS-EMR linked data on the MedRIC enclave –what do I do?   
A: There is a separate application process for the MedRIC Enclave. Once approval has been received from the LTC Data Cooperative, the PI will receive a letter of approval which will need to be delivered to MedRIC to begin the application process. The application process for access to the MedRIC Enclave can be found here.   
   
Q: When can I get started?    
A: You may begin analysis after successfully accessing the environment and having the requested data revealed to you. Standard data extracts will generally be available within one week. Custom data cuts may take longer.   
 
Q: Who should I contact with questions regarding accessing the EMR data?
A: Please contact LTCDC@exponent.com with questions on EMR data access.