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State explains controlled‑substances database, confidentiality limits and how to request de‑identified data
Summary
The OP DAC briefing described the North Carolina Controlled Substances Reporting System (NCCSRS), its statutory basis (chapter 90, article 5E), how it supports clinical decision‑making, data limitations (no diagnosis codes, 72‑month lookback, occasional veterinary records) and the four‑stage process for requesting de‑identified data, including required documentation and a monthly research review committee.
Stella Bailey, assistant director for controlled substances at the Division of Mental Health, Developmental Disabilities and Substance Abuse Services, led a detailed review of the North Carolina Controlled Substances Reporting System (NCCSRS) and the process researchers and local partners must follow to request de‑identified data.
Bailey said the NCCSRS was established in 2005 under state law (chapter 90, article 5E) and functions as the state’s prescription‑drug monitoring program for schedule II–V substances plus gabapentin. “What this system does is allows prescribers and dispensers to view their patients' controlled substance dispensation history,” Bailey said, stressing the system’s clinical role as a point‑of‑care tool.
The assistant director reviewed trends the system documents: opioid dispensations have declined 44% since 2018, a figure Bailey attributed to clinicians' improved access to dispensation histories and more informed conversations with patients.
For researchers and local public‑health teams, Bailey emphasized confidentiality and data limits: chapter 90 article 5E and HIPAA protections mean only de‑identified, aggregate extracts are eligible for release; the system does not include diagnosis codes (ICD‑10) or the clinical reason a prescription was written; there is a 72‑month lookback; and occasional veterinary records can appear in submissions and must be screened out.
Bailey walked through the NCCSRS four‑stage data request process: prepare required documentation (an access form, a data‑use agreement and project materials), submit to the DMH CSRS email (dmh.csrsdata@dhhs.nc.gov), undergo review by the department’s privacy and security research review committee (monthly meetings) and complete follow‑up with the data steward (named as Savannah Simpson) on technical questions. She urged requesters to include IRB letters or an explanation if IRB review is not required and to submit requests 45–60 days before the desired delivery date.
The assistant director also detailed data‑use agreement provisions (Attachment A: data points requested; Attachment B: project description; data security plans) and supporting documents the committee typically requires (IRB letters, institutional security policies, project proposals). She encouraged early consultation with the CSRS team to improve request success and reduce back‑and‑forth.
Bailey concluded by reminding attendees that NCCSRS data support both clinical decision‑making at the point of care and statewide statistical research, and the department is available to help local partners navigate requests.
