To access the Entity Access Management application, you need to navigate in your internet browser to the address https://eam.healthdata.be. You will see following landing page.

Healthdata.be applications such as HD4DP v2 and healthstat.be process sensitive personal information. Therefore, strictly controlled processes are used to grant access to these applications. The Entity Access Management (EAM) portal of healthdata.be facilitates these processes. In this article we describe how to use it.

To navigate to the EAM application, enter the URL https://eam.healthdata.be in your internet browser.

Select one of the following capacities that suits your position in order to request access to an HD application:

• End-users
• Single IT points-of-contact, also 'IT SPOC'
• International users

Standard End-users

To request access to healthdata.be applications (such as HD4DP v2 and healthstat.be) as a standard end-user, you need to click on REQUEST ACCESS in the blue text box in the middle of the screen.

You will be directed to the next screen, where you select the button Log in with eID.

Clicking on this button leads you to the government's Federal Authentication Service (FAS), where you can log in with multiple digital keys with eID or digital identity.

If you choose to connect with ItsMe, you can enter your cell phone number.

Follow the instructions on your mobile device via the ItsMe application.

You can now start completing the Request Access form.

Please fill in all required fields (indicated with a red asterisk *), make a selection in the mandatory drop-down lists and, optionally, tick the check boxes for additional help and/or information.

Type of login field:

If you select "Belgium resident" for the field “Type of Login”, entering the mobile phone number is optional.

If you are a "Non-Belgium resident", the Mobile phone number field becomes mandatory to allow for the two factor authentication:

Role of requestor in project field

You must indicate your role in the project (Local Study Lead, Local Study Associate or Local Study Support). Your role determines your access options in HD4DP2 for this project. Read more about the scope of the roles in User roles in HD4DP v2.

When selecting Local Study Support you will be asked to fill in the first and last name of the Local Study Associate for privacy issues.

HD4DP2.0 field

Click in the field under HD4DP2.0 if you want to access the application to make registrations for the selected project:

Healthstat.be field

Click in the field under healthstat.be if you want to access the reporting of the selected project:

Once you have completed the Request Access form, click on the Submit button. When the submisson was successful, you will receive a confirmation message.

If you now select My profile at the top left of the screen, your User profile screen will appear:

Single IT points-of-contact (IT SPOC)

A single-point of contact or SPOC is a role that extends beyond the function of a VTE/RAE. More specific, it can be any employee within an organization whom this role has been assigned to.

To request access to healthdata.be applications such as like HD4DP v2 and healthstat.be as a single-point of contact (SPOC), you want to select GIVE ACCESS in the white text box to the right of the screen.

If you have not yet requested access to these forms, and therefore are not recognized as a user with the SPOC role, you will receive the following message:

In this case you want to select My Profile (top left in the menu) and click on the button Request access.

The Request access [RAE] screen pops up.

Fill in all requested fields and click on the Submit button.

After submission of the RAE form healthdata.be support carries out a background check considering your SPOC authority within the organization mentioned, and will send you a confirmation e-mail with a special token. Once you have received this token, return to the My Profile page and select the button Enter access token.

The Access token screen appears:

Fill in the NIHDI code for your organization and the access token you received per e-mail. After clicking on Submit, you will be redirected to the EAM portal page, where you again select GIVE ACCESS.

The ACCESS REQUEST form appears. By filling out the requested fields, a SPOC is able to give access to users within their organization who want to access a healthdata.be application (HD4DP2.0 or Healthstat).

Once you have completed the Access Request form, click on the Submit button. When the submisson was successful, you will receive a confirmation message.

The User profile on the My Profile page is now extended with the Organization name and code. And an extra tab Batch create requests has been added.

See documentation under Give access to multiple users in batch for more information.

International users

For international users a link to a special form will be provided:

https://eam.healthdata.be/forms/hd_eam_access_request_user_int

Selecting this link redirects you to a more extensive Request Access form. Fill in all required fields (indicated with a red asterisk *), make a selection in the mandatory drop-down lists and, optionally, tick the check boxes for additional help and/or information:

After submitting the form, an e-mail is sent to the Service Desk staff for an identification and authorization process. If the request is approved, the international user receives an e-mail with account information. International users, however, are not able to log in, nor can they consult overviews of requests at this moment.

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create a request (type : request for information) via our portal (https://sciensano.service-now.com/sp) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!

The healthdata.be service (Sciensano) processes each incident report according to a standard operating procedure (SOP). A public version of this SOP "HD Incident Management Process" is also available on this portal docs.healthdata.be.

To submit an incident related to projects and applications in production and facilitated or managed by Sciensano's healthdata.be service, you must first log into the HD Service and Support portal: https://sciensano.service-now.com/sp

After the login step, you will arrive at the main page of the portal.

On the main page, you must select "Get Help".

A new page with the title "Create an incident" will appear.

You can now document your incident or problem by providing the following information:
Please indicate the urgency of resolving your issue based on its criticality to the business.

Please indicate the type of problem you are experiencing.

When the problem type "Application" is selected, two additional fields appear: "Project Name" and "Application".

Please select the appropriate information.

Please describe clearly and briefly (1 sentence) the subject of your problem.

Please describe the problem in detail. The following aspects are important for us to understand and solve the problem:

• a description of the actions you want to perform but fail to perform (e.g. provide us with a field name, a validation rule, a button, etc.)
• a description (if possible) of the sequential steps you follow to use the service or the application of healthdata.be for which you need support;
• a brief description of the technical problem you are experiencing (e.g. error messages)

We strongly recommend that you add a screenshot describing the problem (IMPORTANT: do not provide us with patient data!).

You can add the screenshot by clicking on "Add attachments".

On the right side of the form, the mandatory information items of the incident form are listed. When these fields are completed, their names disappear from the "required information" box.

The form can only be submitted if all required fields are filled in, by pressing the green "Submit" button.

If all required fields have not been completed, a warning message will appear at the top of the form.

In addition, missing mandatory fields will be highlighted in green.

When the incident form has been successfully submitted, a preview of your submission appears in a new screen.

On the right side of the screen you will find the details, including the incident number.

On the left side of the screen, you will find a chronology of your incident processing, starting with your creation.

To give access to the applications of healthdata.be (like HD4DP v2 and healthstat.be), you can click on the words GIVE ACCES found in the box on the right of the screen.

If you did not yet request access to these forms, you will receive the following message.

To request access you can navigate to My Profile and click the button Request access

Please fill in all the requested fields.

When you successfully completed the form, you will receive a confirmation message.

Healthdata support will send you a mail with a token.
Once you receive a token, go to My Profile and click the button Enter access token

Please fill in your received token and Organisation NIHDI (RIZIV/INAMI) number.

You can now select GIVE ACCES found in the box on the right of the screen and fill in the form.

You will now be able to fill in an access request form for a user in your organization. Please fill in all the fields with a red asterisk *

Please check the boxes of the projects you would like to request access to.
Select HD4DP2.0 if you want access to the application in which to do registrations for the selected project.
Select Healthstat.be if you want access to the reporting for the selected project.

Click the button Submit when you filled in the form.

When you successfully completed the access request form, you will receive a confirmation message.