Frequently Asked Questions (FAQs)

 
Data Access
  • If your request is publicly funded and sponsored by public sector health organization such as the BC Ministry of Health or provincial health authorities - use Organizational Request Type. These also include academic researchers affiliated to an academic institution AND are also an employee or contracted service provider for a public sector health organization such as the BC Ministry of Health or BC Health Authority.
  • If your request is initiated by academic researchers affiliated to a post-secondary institution in Canada and who are NOT an employee or contracted service provider to a public health sector organization - use Academic Research request Type.

The DAR (Data Access Request) form is a mandatory requirement for acquiring the HDPBC data access. It is crucial when submitting an organizational request. For a detailed guide on how to apply, please refer to the Apply section on our website. 

If you're familiar with the process, download and fill out the DAR form (PDF).

The definition of a Principal Applicant (PA) is an individual who will:

a) be responsible for the direction of the proposed activities, and

b) assume the administrative and financial responsibility for the proposed activities;

c) be project’s ethical con responsible for the duct and compliance with HDP policy and applicable legislation, and

d) must be a regular employee of the sponsoring HDPBC Data Council member body.

HA or MoH Employees (Employee) is a Person as per the FOIPPA definition of employee which includes – contracted service provider, medical practitioners, students, and volunteers.

A contracted services provider leading the organizationally sponsored project should be listed as the project lead contact, rather than the Principal Applicant (PA).

  • To get information about the Health Authority's Organizational Designate, please review this list. 
  • To get information about the Health Authority's Point of Contact, please review this list. 
User Access and Authentication

Before you login to the HDPBC desktop, ensure that you meet the following prerequisites:

  1. You have been approved to access HDPBC;
  2. You have an HDPBC access credential (PHSA or other acceptable), and
  3. You have a multi authentication set up (this step requires the installation of the MS Authenticator app on a mobile device).

 There are two setup processes that new HDPBC users must complete, only once, before attempting to log in to the HDPBC Desktop:

  • Register for PHSA Credentials - if you don't already have PHSA credentials or alternate HA credentials 
  • Setup Multi-Factor Authentication for HDPBC credentials with MS Authenticator phone app. 

 Once the Multi-Factor Authenticator credentials are setup, you should be able to login to HDPBC using a browser of Horizon client as described in the onboarding instructions (sent to new users after the project verification stage). 

Navigate to this page. Insert your user name and temporary password. The system should prompt the user to change the password by confirming the old password (or a temporary one) and creating a new password. Using the new password the user should be able to login and authenticate the MS token. The credentials are case sensitive. Please be mindful of the location of the capitals in the email given.

HDPBC training is supported by the training platform, Moodle. There are five self-paced training modules, with a short knowledge check at the end of each one. To access the course, please visit our Education and Learning Platform.

To activate your PHSA credentials, you must complete the verification process for access to HDPBC. The next step in this process is resetting the temporary password that will be assigned to you and configuring two-factor authentication.

Your temporary password, along with instructions, will be sent to your email address. Please follow these instructions carefully to change your password. Ensure that your new password meets the following criteria: it should have at least 12 characters, include at least one capital letter, and include a number.

After successfully resetting your password, you will be prompted to visit MyAccount Microsoft. Use your PHSA email and the newly created password to access this site and follow the prompts to configure two-factor authentication using your smartphone. It's important to note that when accessing this link, you should use incognito mode if using Google Chrome or InPrivate Window if using Microsoft Edge.

Please contact us at MoHAnalytics@gov.bc.ca and provide a screen shot of the issue. This error is usually because the credentials have been blocked in one or more areas in the approval process.

To Install

  • From a web browser, navigate to this page. Click on the Account Icon in the top right hand corner of the webpage. Utilize the install link to install.
  • *If you don't have administrative privileges to install this application, please use the process provided by your organization for installing software.
Data Sets and Availability

The Health Data Platform BC offers diverse health sector datasets. To learn more about the available data, metadata information, and the latest data refresh timelines, go to Data Sets.

Data refresh timelines may vary among datasets. For the most up-to-date information, please visit Data Sets for data loads and metadata details.

Metadata information for a selected dataset can be accessed within the corresponding tab. For more detailed information, please navigate to Data Sets and select the data of your interest. 

If you cannot find a dataset that aligns with your needs, there is an option to import your own data. For existing HDPBC users, we recommend referring to Moodle for comprehensive guides. The types of data you can import include small files, large files, cohort data, and Git imports. To learn more, visit Desktop Functionalities.

Project Modifications and Updates 

If your project requires any modifications or you want to extend your access, you would be asked to download the amendment form and submit it to MoHAnalytics@gov.bc.ca. To download the form, please go to Project Amendment Form.

If you need to modify your project term, you will need to submit a request to amend your HDPBC project. Submitting a request to amend your project may be referred to as submitting an HDPBC project amendment.

Project amendments must be approved by the HDPBC Organizational Designate who is sponsoring the project. Additional approval may be required from the HDPBC Data Council.

Submitting project amendments can be completed by using the HSAIR RMS (user access required). To submit your amendment, follow these steps:

  1. Login to the HSIAR RMS
  2. Access the catalog of services
  3. Select the Update a Data Sharing Agreement catalogue item
  4. Complete and submit the Update a Data Sharing Agreement form
  5. Click on the "My HSIAR Request" button to track your request.

If you wish to add or remove new project team members, you will need to submit a request to amend your HDPBC project. Submitting a request to amend your project may be referred to as submitting an HDPBC project amendment.

Project amendments must be approved by the HDPBC Organizational Designate who is sponsoring the project. Additional approval may be required from the HDPBC Data Council.

Submitting project amendments can be completed by using the HSAIR RMS (user access required). To submit your amendment, follow these steps:

  1. Login to the HSIAR RMS
  2. Access the catalog of services
  3. Select the Update a Data Sharing Agreement catalogue item
  4. Complete and submit the Update a Data Sharing Agreement form
  5. Click on the "My HSIAR Request" button to track your request.

If you would like to start a new project, you can use the HSIAR RMS to submit a new data a new data access request. 

  • Organizational HDPBC project may use the HSIAR RMS to submit a new data access request. 
  • Research projects can apply through Population Data BC

Below steps can be followed if a project falls under the Organizational Request category.

  1. Login to the HSIAR Portal
  2. Access the catalog of services
  3. Select the Access Data catalogue item
  4. Complete and submit the Access Data form
  5. Click on the "My HSIAR Request" button to track your Access Data request.
Research Project Publication

Yes, publication of research outcomes is often permitted. Ensure you review the HDPBC Pre-Publication Process page.

You can find the Pre-Publication attestation form on the "HDPBC Resources" page of the HDPBC website in the Existing & Returning Users section. The form can also be accessed directly here.

Troubleshooting

Please contact the HDBPC Front Counter if your temporary password has expired. HDPBC contact: MoHAnalytics@gov.bc.ca

To update your temporary password, you will need to navigate to this page. You will be asked to insert your user name and temporary password. The system should prompt you to change the password by confirming the old password (temporary one) and creating a new password. Using the new password you should be able to login and authenticate the MS token.

Please note: The credentials are case sensitive. Please be mindful of the location of the capitals in the email given.

Please contact the Front Counter (MoHAnalytics@gov.bc.ca) and provide a screen shot of the issue. This error is usually because the credentials have been blocked in one or more areas in the approval process.

The issue with this error may stem from a VMware syncing problem. To address it, kindly send a screenshot of the error to the HDPBC Front Counter (MoHAnalytics@gov.bc.ca).

Support and Contact Information

Our dedicated team is here to answer all your questions and concerns. Please reach out to us at MoHAnalytics@gov.bc.ca.