Application & Review Process
1. Plain Language Abstract Review: Researchers must upload a structured
plain language abstract (instructions
here). Once received, a representative from the LTC Data Cooperative team will conduct an initial review (three business days) to ensure that the proposed study aligns with approved research categories and is feasible with the EHR data available.
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If the proposed research does NOT meet the criteria for eligibility or feasibility, the abstract will be returned to the researcher with feedback. Researchers may request a meeting with the LTC Data Cooperative team to discuss and potentially resubmit.
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If the proposal does meet the criteria for eligibility and feasibility, the plain language abstract will go into an internal review period. The abstract will be reviewed by a team of experts who will ensure the abstract is readable to the provider community. The abstract will be returned to the researcher with proposed edits and comments within five business days.
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The researcher will receive approval to submit a full application
here
with their updated plain language abstract (with the proposed edits and comments resolved), along with a data request form to complete.
Future publications based on LTC Data Cooperative data must align with the study objectives, design, and key measures and outcomes described in the Plain Language Abstract, per the
Publications Policy.
NOTE: Please do NOT submit an application until your plain language abstract has been reviewed and approved. If you have questions on the application and review process, available data, or appropriate types of research, we are happy to set up a brief call to discuss. Please email us at
LTCDataCooperative@AHCA.org to schedule a time.2. Application Review: Once a full application has been received and reviewed for completeness, research applications either proceed (a) to the Research Review Committee for a decision of a letter of support or (b) to the provider community comment period, as described in further detail below.
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If a researcher is requesting a Letter of Support, and no access to data until a later date, then the LTC Data Cooperative Research Review Committee reviews the Plain Language Abstract to make a determination
within seven business days on whether to provide a letter of support. Please note once the researcher is ready to move forward with their application (i.e. after receiving funding or if researcher wishes to proceed without funding), their application will then be sent to the provider community comment period and full review and decision by the LTC Data Cooperative Research Review Committee, as outlined below.
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If a researcher is requesting data access, their Plain Language Abstract will undergo a provider community comment period (five business days), followed by a review and decision by the LTC Data Cooperative Research Review Committee
within seven business days.
Please allow for 20 business days to complete the LTC Data Cooperative application review process. Upon approval, Institutional Review Board review of your study protocol is required prior to entering into a Data Use Agreement (DUA) and subsequent onboarding to use the data.
Linking with CMS Data
For approved research studies, electronic health record (EHR) data can be linked with Medicare claims and other data from the Centers for Medicare & Medicaid Services (CMS) at no cost via the
NIA Data LINKAGE Program.
If a researcher is requesting access to CMS-EHR linked data, they will be directed to submit a DUA request with NIA LINKAGE after completing the LTC Data Cooperative application review process, receiving approval, and signing the LTC Data Cooperative’s DUA.