Application & Review Process
1. Application Initial Review
(three business days)
Researchers must submit a full application, including a structured plain language abstract (instructions and format here), through the
LTC Data Cooperative application portal.
- Once received, the LTC Data Cooperative team will conduct an initial review to determine whether the proposed study aligns with approved research categories and is feasible with the available EHR data.
- 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.
2. Plain Language Abstract Review
(five business days)
- If the proposed research does meet the criteria for eligibility and feasibility: The plain language abstract will go into a content 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.
- Please note: Future publications based on LTC Data Cooperative data must align with the study objectives/aims described in the Plain Language Abstract, per the
Publications Policy.
Once the updated plain language abstract is returned, research applications either proceed (3a) to the Research Review Committee for a decision of a letter of support or (3b) to the provider community comment period followed by the Research Review Committee Review, as described in further detail below.
3a. Letter of Support Requests:
If a researcher is requesting a Letter of Support and is not requesting data access at that time, their abstract will go immediately to the Research Review Committee for preliminary approval.
- Research Committee Review(seven business days): 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), their application will then move through the process outlined below (community comment period followed by Research Review Committee full review).
3b. Data Access Requests:
If a researcher is requesting data access, their Plain Language Abstract will undergo a community comment period, followed by research committee review.
- Community Comment Period(five business days): The enrolled providers in the LTC Data Cooperative will review the abstract and provide feedback and comments.
- Research Committee Review(seven business days): ): The researcher’s application, including plain language abstract and community comment period feedback, will be reviewed by the Research Review Committee, who make the final decision on approval for data access.
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 and receiving an approval letter from the LTC Data Cooperative.