Texas Inpatient Research Data File (IP RDF)

Texas Health Care Information Collection (THCIC)
Center for Health Statistics

In accordance with Health and Safety Code, Section 108.012(b),"the council (department) may charge a person requesting public use or provider quality data a fee for the data.  The fees may reflect the quantity of information provided and the expense incurred by the council (department) in collecting and providing the data and shall be set at a level that will raise revenue sufficient for the operation of the council (department's program).  The council (department) may not charge a fee for providing public use data to another state agency.  

View Chapter 108

Inpatient Data not released in the PUDF can be requested for research purposes by individuals and organizations, including universities and government agencies. The data elements required for the proposed research and a description of the intended use of the data are reviewed by THCIC program to ensure compliance with statutes governing the data and appropriate quality of detail within the application. The THCIC program approved request is then submitted to the DSHS Institutional Review Board for scientific review, including ethical considerations and final approval.

Please note that THCIC data is covered by specific statutes that are not the same as typical Public Health Surveillance laws.  It is a criminal act to attempt to identify any physician or patient through use of THCIC inpatient data (see Chapter 108, Texas Health and Safety Code). Your research data request should demonstrate an understanding of these statutes and include details of how the data will be handled throughout all stages of your research study.  The THCIC program only provides the requested data sets and does not conduct any analysis or mathematical calculations.

Inpatient Research Data Application Forms and Instruction

The Inpatient Research Data File (IP RDF) contains data on discharges from Texas hospitals. Data are available by calendar quarter beginning with data for 1999 and may be ordered through 2023 data year.  The 2023 data can be released quarterly or annually as it becomes available.  The charge is $30 per variable per data quarter or $120 per variable per data year.

Starting March 1, 2024, all DSHS IRB applications are required to be submitted through the DSHS OneAegis IRB System at https://iamonline.hhs.state.tx.us/. Researchers are required to create an IAMOnline Account in order to access the System.

STEPS FOR Requesting Research Data

1.  Applicant must register for an IAMOnline Account in order to access the                           DSHS OneAegis IRB System.

2.  All DSHS IRB applications are required to be submitted through the DSHS   OneAegis IRB System at https://iamonline.hhs.state.tx.us/.

3.  In addition to the IRB application forms, the THCIC RDF Order Forms are also required and would be uploaded with the IRB application form.

4.  Applicant must complete the THCIC Inpatient RDF Order Form provided below and upload the order form through the DSHS OneAegis IRB System. (For order forms for years 1999-2021, email the thcichelp@dshs.texas.gov).

• Inpatient Research Data Order Form

5.  The following DSHS programs and entities must review and approve the finalized IRB application prior to its delivery to the IRB Committee for placement on the meeting calendar. This approval process may take up to six (6) weeks. If any of the below programs or entities disapprove the application, the THCIC program will notify the applicant of the contributing issues.

• DSHS THCIC program
• DSHS Office of General Counsel (OGC)
• DSHS Chief State Epidemiologist
• DSHS Executive Steering Committee (ESC)

6.  THCIC program will "review" the forms for any potential issues that may cause the IRB application to be disapproved and will respond to the applicant with information on any issues by email within five to ten business days.

7.  Applicant will finalize the IRB application, if applicable, in the DSHS OneAegis IRB System after receiving feedback from the THCIC program.

8.  THCIC must then receive Office of General Counsel (OGC) Legal approval and DSHS Chief State Epidemiologist approval of the IRB application before it is sent for placement on the IRB calendar for review.

9.  An approved finalized version of the application must be delivered by the THCIC program to the IRB Committee approximately four (4) weeks prior to a scheduled IRB meeting.

10. Within two weeks after the DSHS IRB meeting date, you will receive an email notification from the DSHS IRB Administrator indicating approval or disapproval of your research data request.  The THCIC Program contact is copied on the email.

11. If the application is approved by the IRB Committee, it is forwarded to the DSHS Executive Steering Committee (ESC) for final approval, if the application is an “Initial IRB Submission”.

12. If your research data request is approved, the THCIC Program will email you an invoice for payment of the approved research data within two business days.

13. Once payment is received, the THCIC Program will begin building your research dataset and will send an email to the Principal Investigator when the dataset is ready for download.

Inpatient Research User Manual 1999 - 2003 (PDF format, 879 KB)

Inpatient Research User Manual 2004 - 3Q2015 (PDF format, 565 KB)

Inpatient Research User Manual 4Q2015 - 4Q2021 (PDF format, 655 KB)

Inpatient Research User Manual to Present (PDF format, 1.73 MB)

Data Questions

• Contact the THCIC Program at thcichelp@dshs.texas.gov
   
• IRB required training questions at Required Training | Texas DSHS
   
• Using the DSHS IRB One-Aegis System at Using the DSHS IRB OneAegis System Texas DSHS
   
• IRB Forms and Instructions at Forms & Instructions | Texas DSHS

Data Purchasers

The list of organizations includes a variety of organizations that use the data for analysis.  This list is updated annually.  

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If you have suggestions or comments, please submit them to THCIC.

External links to other sites are intended to be informational and do not have the endorsement of the Texas Department of State Health Services. These sites may also not be accessible to people with disabilities.