The services provided by the HIRO's Image Collection and Database Team can be found below. These services are primarily related to the collection, processing, anonymization and distribution of images and related data.

Standard Image De-identification & Distribution Services

This service provides researchers with copies of scans/exams that have been de-identified in a HIPAA- and IRB-compliant manner. Researchers may make an "image data request" via the HIRO's website and HIRO staff will download the requested exams from the UCM PACS, process the images and anonymize them. Researchers may also request de-identified copies of the related radiology reports. Researchers may specify variations in the level of de-identification required (if a patient's name should be replaced with a study ID, for example).

Delivery of the requested images is available via CD/DVD, University-approved portable media, or University-approved cloud services. If the request is made as part of a clinical trial and the trial supports electronic data submission, the HIRO will submit the anonymized exam directly to the study sponsor. To view details concerning the HIRO's standard image de-identification procedures, please click here.

Customized De-identification

If you require more customized image de-identification (beyond what is covered in our standard service), or if you would like to have images from an outside institution de-identified, the HIRO can accommodate you. The HIRO can help you determine if your image request will require customized de-identification. If you would like to de-identify an exam from an outside facility, please contact the HIRO directly.

Image-based De-identification

If any images from an exam you request include burned-in annotations containing Protected Health Information (i.e., the patient's name or medical record number is physically written somewhere on the image, etc), this information must be removed prior to distribution. The HIRO has the capability of removing most types of burned-in annotations, but this process is time-consuming so please keep this in mind if you need your image data within a specific time frame. Burned-in annotations are most commonly found on ultrasound images, mammograms and nuclear medicine images. The HIRO can help you determine if your image request will require image-based anonymization.

Stat Requests

If you require an unusually fast turnaround for your image request, the HIRO will endeavor to complete the request within the desired time frame. The HIRO has limited resources, however, so requests of this nature will be marked as "stat" and will incur an additional surcharge. The HIRO's full Stat Request policy can be found in our Policies and Guidance Documents section.

Clinical Trial De-identification & Distribution Services

This service includes all of the items provided in the Standard De-identification & Distribution Service with the several additions specifically related to clinical trials.

Data Transmittal Forms

Some clinical trials may require that trial-specific data forms accompany any scans submitted to the sponsor. The HIRO will complete any transmittal forms, technical forms, or other exam-related paperwork as mandated by the study sponsor (including consulting with a radiologist or imaging technologist if needed).

Direct Electronic Submission

Most clinical trials offer (and many now require) electronic submission for medical image data. These systems allow facilities to transmit images over the Internet in minutes instead of sending images on discs via courier. They can be as simple as traditional SFTP systems or they can be custom web-based interfaces that allow the user to both upload image files and fill out electronic data transmittal forms. The HIRO is able to submit image data directly via all popular methods of electronic submission. This includes now-common submission systems like:

Query Resolution

The HIRO can assist with responses to any imaging-related queries from a study sponsor. This includes a due-diligence investigation and reprocessing of the original image data if necessary.