De-Identified Disc/Image Data Requests
Requests for de-identified discs of patient image data (and transmittal forms PRN) should be made as imaging appointments are scheduled. However, given that historical scans are often submitted for clinical trials, we understand that some disc requests may be submitted after imaging has been performed.
Electronic submission (e-transfer) of image data directly from Radiology has very limited availability, please e-mail firstname.lastname@example.org for further information.
Disc requests are typically fulfilled within 2-3 business days. You will be notified when discs (and transmittal forms PRN) are ready and where discs can be picked up. Someone from the requesting clinic will need to pick up discs from the modality work area.
DISC REQUESTS FOR THE SOLE PURPOSE OF STUDY QUALIFICATION SHOULD BE REQUESTED DURING THE APPLICATION/SUBMISSION PROCESS.
Disc/image data requests must be submitted via iLab.
The Film Library (Health IT) will no longer be providing research disc requests.
Only one trial/one patient/one scan date per disc request.
Please be prepared to include the following information in your request:
-Name of Study
-Date of Scan
-Type of Scan (CT/MR/PET, etc)
-Timepoint (example: baseline, cycle 2, 3 month f/u)
-Patient's study ID #
-Cost center #
-Attach the Data/Image Transmittal Form as needed (with patient information portion completed)
Please note that for image data de-identification, the Department of Radiology staff will make a reasonable attempt to remove any identifying information (PHI) from imaging studies up to the limits of the various software programs used in the department, which may vary from modality to modality.
If further “scrubbing” of DICOM fields is required, researchers must obtain and use their own third-party de-identification software. The Department of Radiology will not utilize third party software to “strip” patient identification information from image data. Radiology will RE-identify image data according to sponsor and/or central reader's guidelines if provided (i.e., re-identifying image data with Study ID #, Site #, timepoint, etc.).
PLEASE NOTE THAT THE CLINICAL TRIALS RADIOLOGY SUPPORT CORE IS UNABLE TO FULLY DE-IDENTIFY ULTRASOUND EXAMS AT THIS TIME.
Link to iLab registration instructions: https://www.vumc.org/oor/ilab-solutions-registration-instructions
iLab login link: https://vumc.corefacilities.org/account/login