BMI Services Consultations

Our team of consultants regularly extracts all kinds of information from the University of Washington Medical Center’s data warehouse.

We generally divide those types of consults in two different categories.

One Time Queries

These types of consults generally yield a single dataset. This purpose of this dataset can vary widely.

Some examples:

  • Counts for grant submissions
  • Demographic lists for recruitment purposes
  • Full clinical data sets for retrospective studies
  • Clinical note collection for easier manual abstractions

We can deliver any dataset in the following ways:

  • A flat file (usually a CSV file) via secure file share (OneDrive)
  • As a REDCap project (recommended for large datasets)
  • A direct transfer to your server (for really large datasets) 

Please visit our Modus Operandi BMI Services Consultations to learn more about how a typical consult works and how to get started.  

Ongoing Reports

We also create reports for situations where a single dataset might not be appropriate.

These reports usually run at a set schedule and update their data accordingly.

Examples of reports:

  • A screening report for people currently being seen in the ED with a specific type of diagnosis
  • A report of all the upcoming visits for participants enrolled in a study
  • A dashboard that shows all the lab values of participants in the last week
  • A refresh of new data for study participants piped into an existing REDCap project

We typically setup our reports up in the following ways:

  • A webpage in the UWMC’s SSRS platform
  • As a periodic refresh in an existing REDCap project

Please visit our Modus Operandi BMI Services Consultations to learn more about how a typical consult works and how to get started.

We occasionally do special or combination projects. To learn more about those types of consults, visit our Combination/Specialty projects page.

Optional Services

Compliance reporting 

UW’s compliance rules dictate that any researcher is responsible for notifying the compliance department when accessing a patient’s chart for research.   

Usually people hand–enter this in the compliance online tool when doing manual abstracting data from a patient’s chart. This needs to be done in addition to the normal monitoring and disclosing process already built into the UWMC’s medical records.  

However, this is not practical when accessing the records of hundreds or sometimes even thousands of patients via one of our consulting services. The compliance department also offers a bulk upload option for those kinds of situations.  

As an option for our consultations, we offer to generate the upload file for you. For the one-time query this would consist of a single file, delivered with the final dataset. 

For reports, we would generate the file once a month based on the records accessed during that month.  

We also send instructions on how to upload the file each time. Most people can complete the upload process in about 5 minutes, which saves them a tremendous amount of time in the long run.  

Adding this to any consultation usually only adds 1 to 2 hours of extra work to the overall consult.


By default, we add an IRB expiration banner to any report we build. This banner will warn you when your IRB approval is about to run out. We are obligated to turn off any report that has reached the expiration date and for which we haven’t received a valid extension.  

If you are interested in other types of notifications, please mention this in your intake meeting.