Get Full Government Meeting Transcripts, Videos, & Alerts Forever!
Get email alerts on the Data Access topic
No spam. Unsubscribe anytime.
HCAI outlines review steps for researchers requesting HPD data
Summary
The Department of Health Care Access and Information explained the layered review process for HPD data requests: all applications begin with an HCAI preliminary review; direct transmission requests get a privacy officer check; certain datasets require CPHS review, Medi‑Cal data need DHCS review, and some requests may go to a Data Release Committee before final HCAI approval.
A presenter for the Department of Health Care Access and Information outlined the review steps researchers and organizations should expect when applying for Health Provider Directory (HPD) data.
“All requests begin with a preliminary review by HCAI,” the presenter said, adding that the review path depends on the type of dataset requested, the content of the data, and whether access is via a secure data enclave or direct transmission.
The presenter said HCAI performs an initial, preliminary review of every application. If an applicant requests direct transmission of data, a privacy officer will separately review the security documentation to ensure it meets HPD data protection guidelines.
Applications that request research identifiable data or custom limited datasets via direct transmission must also go through CPHS, the institutional review board for California Health and Human Services; applicants are required to attach a draft CPHS new project application as part of their submission. The presenter said HCAI will issue a letter of acknowledgment after the preliminary review; that letter allows applicants to submit their protocol to CPHS.
Requests that include Medi‑Cal data receive an additional review by the Department of Health Care Services (DHCS). Applicants work directly with DHCS analysts through the data request portal to satisfy DHCS-specific requirements.
Some applications—specifically those for research identifiable or certain custom limited datasets, or those flagged by HCAI—may require review by the Data Release Committee (DRC). The presenter said CPHS review can proceed in parallel with the HPD request process, but HCAI must receive the applicant’s final approved CPHS protocol and approved letter before completing HCAI’s final review.
After all required reviews and any DRC recommendations, the presenter said applicants will be asked to pay applicable data fees. An HCAI final reviewer then makes the official determination on whether the request is approved.
For more details, the presenter directed listeners to the HPD data access and release webpage.
The guidance lists a stepwise process—preliminary HCAI review, privacy officer check for direct transmission, CPHS and DHCS involvement when relevant, possible DRC review, final HCAI review and payment—intended to help researchers plan timelines and prepare required documentation.
