Data Governance and Stewardship Program
The GMCB is the steward of VHCURES and several other data resources. In this role, the GMCB is responsible for a broad set of data management concerns. While not intended as an all-encompassing inventory, these concerns can generally be attributed to the following four categories:
The Data Governance Council is composed of seven voting members. The Council meets approximately every other month in an open, public meeting. Meetings are announced on the Board’s calendar of events and meeting information for the Data Governance Council is publicly available.
Currently Active Data Use Agreements (DUAs)
- University of Vermont College of Medicine: Health Services Analysis Using VHCURES
- Vermont Department of Health: Public Health Analyses of Medical Claims Database
- RTI International:Treatment and Outcomes for Patients with Opioid Use Disorder After Cessation of Opioid Prescriptions
- Department of Vermont Health Access: Analysis and Evaluation of Programs, Procedures, Benefits, and Payment Structures
- Vermont Department of Disabilities, Aging and Independent Living: All Health Care Payer of Health Care Services Analyses
- Vermont Department of Health Environmental Publich Health Division: Potential Associations between Exposure to Fine Particulate Matter and Emergency Department Visits in Vermont (VUHDDS Data Set)
- University of Vermont Medical Center, Trauma and Acute Care Surgery Department (VUHDDS Data Set)
Applications for Data Use Agreements (DUAs) Pending Approval
- GMCB Data Governance and Stewardship Charter
- GMCB Data Stewardship Principles and Policies (version 2.0 as adopted April 2019)
- DRAFT Data Governance Rule(s)
- DUA Application Process for a Non-State Entity
- State Agency DUA Application Process
- State Agency Criteria - GMCB Memorandum
All entities requesting VHCURES data that are not a Vermont State Government Agency are considered non-State entities. The following steps describe the process for a non-State entity requesting access to VHCURES.
Step 1: Complete and File an Initial Data Request
The first step in the process is to complete and file a VHCURES Data Request Form to firstname.lastname@example.org. GMCB will review the request, and if the request is deemed an appropriate use of VHCURES data, the requestor will be sent a full DUA application. Note: Entities other than Vermont State Government agencies shall not receive access to Medicare data under any circumstances.
Applicants are strongly encouraged to review all documents associated with data release to become more familiar with the GMCB release protocols and to be sure the applicant can agree to the requirements and limitations as described in GMCB’s Data Use Agreements. These resources can be found in the Resource library at gmcboard.vermont.gov/data-forms-library.
Questions related to the VHCURES data release process can be sent to GMCB’s data team at email@example.com.
Step 2: File an Application with All Necessary Supporting Documentation (as listed in the application).
If invited to complete a full DUA application, the applicant will complete and file a DUA application to firstname.lastname@example.org. The GMCB data stewardship program staff will review the application materials to determine whether the application is complete, meets the necessary requirements, and includes all required attachments and signatures. Staff may communicate with applicants to ensure that applications are complete and that responses are clearly stated. The length of this review depends on the complexity of the request and the sensitivity of the data sought. All filings pertaining to a DUA application are considered part of the public record.
Step 3: Agency Review
If the application is deemed complete and approved through initial review it will advance with a recommendation as to whether the data requested are the minimum necessary to achieve the proposed objectives and whether the risk of re-identification of individual patients has been minimized and appropriately balanced with project needs. The application will be routed through a DUA review and approval process that may involve the Department of Vermont Health Access (DVHA) if Medicaid data is requested. Medicaid requests may also require IRB review through the Vermont Agency of Human Services. DUA applications may also be reviewed by the GMCB Data Governance Council at a public meeting and routed through the Vermont Agency for Digital Services for their approval.
Step 4: Execute a Data Use Agreement
Once approval is given, the Data Use Agreement (DUA) with the GMCB is prepared and routed for signatures including GMCB, other Vermont State agencies involved in contracting, and the applicant’s principal investigator and authorized user, as listed on the application. The GMCB does not accept comments or revisions to its data use agreements. The DUA start date is the date the final signature on the DUA is obtained.
Step 5: Data Released
Upon execution of the DUA, GMCB staff will notify its data aggregation vendor to request transmission of the authorized data or to activate access to the data enclave. Notice will be sent to the Principal Investigator and/or the data transmission representative as listed on the DUA application.
DUA Application Process for a Non-State Entity (flow chart visual)