University of Wisconsin–Madison

Requesting Access to UW Health Systems

Process Overview

The purpose of this document is to guide users through the process of requesting access to UW Health systems, including Health Link and all other systems hosted by UW Health. The requirements and steps listed in the below chart vary slightly based on the role of the individual whom access is being requested for and the type of access being requested. The variations for different roles and access levels are described below.

The first three requirements below should be completed simultaneously to expedite the access request process.

Process Steps and Details

  • 1. Compliance Certification

    Compliance certification is required for all access requests and involves confirmation by Central HR Operations staff that compliance requirements have been met. For all individuals, these requirements include a background check and HIPAA training. For individuals who will have patient or research subject contact, UW Health Safety and Infection Control training and TB testing are also required. Compliance certifications are initiated by HR Operations staff.

  • 2. CSAR and Supporting Documentation

    A. UW Health CSAR form

    A UW Health Computer Systems Authorization (CSAR) form is required for all requests.

    B. Supporting Documentation

    In many cases, additional documentation needs to be attached to the CSAR form. The additional documentation varies by role and is summarized in the following table.

    Role Document Needed
    Honorary Appointees, Students, & employees of other campus units Research Narrative for Honorary Appointees, Students, & employees of other campus units*
    Researchers Research Narrative for SMPH Employees**
    Administrative Support Staff None
    Non-Credentialed Clinicians (e.g. audiologists, speech therapists, physical therapists and anesthesiology assistants) None

      * Excluding requests for access to only Family Medicine or Radiology resources hosted by UW Health
    ** Researchers who are also licensed RNs must obtain approval from the UW Health Nursing Education Department and RN Research Practice Committee prior to practicing as an RN in the UW Health clinical environment. Please refer to UW Health Policy 9.85 to access the application or the Research RN’s page for additional information about this process and contact RN RPC Chair Tammy Kiger at tkiger@uwhealth.org for any questions about the Research RN onboarding process.

  • 3. Health Link Training (if applicable)

    Health Link training is required before requests for more than view-only access to Health Link (including the Research Coordinator role) can be provisioned. Additional information on training is located on UConnect and users can register for/inquire about training by contacting hleduopsupport@uwhealth.org.

    Health Link training is not required for view-only access, but informational training for view-only Health Link users is located on UConnect via PDF and an audio-visual presentation.

  • 4. Submission

    For most users, the CSAR and supporting documentation is faxed directly to UW Health using the number on the CSAR. The documentation for students and honorary appointees* should be emailed to the SMPH HIPAA Privacy Coordinator.

    * Excluding requests for access to only Family Medicine or Radiology resources hosted by UW Health

  • 5. Approval

    Once provided to UW Health, requests typically take one to two weeks to provision. Once access is provisioned, the credentials are provided to the departmental staff member who signed the CSAR.

    However, requests may require additional research and take longer to provision if access has not previously been provisioned to someone in the user’s role and/or for the intended purpose.

Contact Information

For questions about compliance certification, please contact SMPH Central HR Operations – HROperations@hslc.wisc.edu

For other questions, please contact the SMPH HIPAA Privacy Coordinator – smph-hipaa-admin@med.wisc.edu

If you are not able to log in to UW Health systems, contact the UW Health Help Hesk at (608) 265-7777 to have a staff member reset your password. The help desk is available 24 hours a day, seven days a week.