HPD Data Access and Release

Healthcare Payments Database (HPD) Custom Limited and Research Identifiable Data Request Process Instructions

Before You Start

You will need to register an account with the HCAI’s Data Request Portal. There can only be one designated point of contact who will be able to submit and edit the request. The designated point of contact for the request will need to register an account on the Data Request Portal. The contact must be listed on the request form, and be directly participating in the project, but they do not need to be the Principal Investigator (PI).

The Principal Investigator (PI) and Point of Contact will need to register accounts with the Committee for the Protection of Human Subjects (CPHS) online portal, IRBManager. For questions regarding IRB Manager, please email cphs@chhs.ca.gov.

New HPD Data Request

  1. CPHS Draft Application
    • Register with the Committee for the Protection of Human Subjects (CPHS) online submission portal, IRB Manager. You will need to submit a “New Project Application”. You will likely not be able to submit the protocol at this point. You may be required to include a department letter of support with your application before being able to submit. HCAI will issue a Letter of Acknowledgment in Step 5, to be included with your CPHS protocol submission. Complete the protocol to the best of your ability and save the protocol as a draft. Print a PDF copy of your draft protocol, to be included with your HCAI HPD Data Request submission.
    • If you are unsure which type of CPHS application to submit, you can reach out to CPHS directly at cphs@chhs.ca.gov.
  2. HCAI HPD Data Application via HCAI’s Data Request Portal
    • You will need to select the type of HPD data request you are interested in. For more information on the available HPD data, please visit here.
    • Complete the HPD Request Form application.
    • Request Form Information and Tips:
      • The top of the application will allow you to select the type of data you are requesting, Custom Limited or Research Identifiable, and the requested data access method, Secure Data Enclave or Direct Transmission. These selections will change the content of the form appropriately.
      • You will be required to indicate which HPD goals your application aligns with or offers significant opportunities to achieve. The goals of the program can be found here.  All data requests must align with a program goal or goals as part of the process for approving data requests.
      • Please indicate if your organization submits data to the HPD program under Organization Information.
      • If you are requesting research identifiable data or custom limited data, please complete the Justification Grid beforehand as you will need to attach it to the application. For more information on the Justification Grid, please visit here.
      • All individuals who will have access to the HPD data are required to be listed in the Data Access table.
      • Secure Data Enclave applications have an additional Data Users table, this is to complete the set-up of each data user’s account with HCAI’s Secure Data Enclave environment.
      • If you plan to utilize external datasets with the requested HPD data, this information should be included in the Linkage section.
      • HCAI’s Security Guidelines for Healthcare Payments Data here.
      • Once you complete your application and pay the application fee, you will be brought to a page that will show your application status and state “CSXXXXXXX Created”. This is your case number. Please save this for future reference.
    • Potential Documents: The documents you are required to submit will depend on the type of data and method of data access.
      • Justification Grid: Custom Limited and Research Identifiable
      • Draft CPHS protocol: Custom Limited and Research Identifiable
      • Principal Investigator CV: Research Identifiable and Custom Limited Direct Transmission
      • Approval to utilize external datasets (if applicable): All methods of data access
  3. Submit HPD Application – Pay Application Fee
    • HPD Data Applications require a $100 application fee to submit. Upon hitting submit, you will be redirected to an external webpage to process your application fee. An application will not be considered complete until the application fee has been paid.
  4. HCAI Preliminary Review
    • HCAI will perform a preliminary review to ensure your application meets HCAI’s requirements. HCAI will work with applicants to ensure any areas of their application that may need revisions or additional information are addressed.
    • Direct Transmission applications are also reviewed by an HCAI Privacy Officer to ensure supplied security information meets HCAI security guidelines.
  5. Letter of Acknowledgment  for CPHS Approval Process
    • Once your application has passed HCAI’s preliminary review, you will be issued a letter to provide CPHS with your protocol.
    • CPHS review can be done in tandem with the continuation of the HPD Request process. Your final approved CPHS protocol and the associated approval letter are required before HCAI Final Review, Step 9.
  6. Department of Health Care Services (DHCS) Review
    • If your application includes Medi-Cal data, it is also subject to review by the DHCS. Your application will move forward in the Data Request Portal to DHCS review and you will work directly with DHCS analysts regarding their requirements.
  7. Data Release Committee (DRC) 
    • Applications that require or are requested by HCAI for additional review by the DRC, will move forward to DRC review.
    • Your application will be reviewed by two primary DRC members. They will then bring their recommendation to the full committee, who will discuss the application. If the DRC primary reviewers need additional information or clarifications from the requestor, these will be communicated to the requestor via an HCAI Analyst. The requestor may be invited to respond to questions or need for clarifications as part of the DRC public meeting.  The Committee will then vote on their recommendation for your application.
    • A recommendation by the DRC to not approve will automatically result in a non-approval for the request.  A recommendation by the DRC to approve will move the request forward but does not constitute a final approval.
  8. Pending CPHS Approval
    • At this point, your application may be pending CPHS approval. If you have not provided your final CPHS protocol and associated CPHS approval letter to HCAI, you will need to provide them before the application can move forward to HCAI Final Review.
    • You can receive approval from CPHS at any point during the review process, however CPHS approval is required before HCAI can perform final review and issue approval. If you have previously provided your approved CPHS protocol and associated approval letter, this step will be skipped.
  9. HCAI Final Review
    • HCAI’s Final Reviewer will review your application and the recommendation from the DRC to make the final determination.
    • You will then be notified of the determination via email.
  10. Request Approved – What now?
    • Sign Data Request Form and Data Use Agreement (DUA)
    • You will be asked to sign the Request Form and if you have not executed a DUA, you will be provided one at this time. You will need to return the Request Form and DUA as signed PDF’s before HCAI can release the data.
  11. Pay for Data
    • HCAI’s Pricing Schedule for the HPD data can be found here. The pricing can be paid by Check or by Credit Card. Both instructions are included below. Please inform your HCAI analyst how you intend to pay for your data through the portal.
    • Credit Card Payments can be made via the Data Request Portal. When the Payment Processing stage is reached, a ‘Pay Now’ button will become available. The ‘Pay Now’ button will redirect you to the secure payment site.
    • Check Payments  can be addressed to the Department of Health Care Access and Information or HCAI. Be sure to include the invoice number, CS000XXXX, and a copy of the invoice with the check.
      • Please mail the check to the address below:


        • Health Care Access and Information
        Administrative Services Division
        2020 W El Camino, Suite 1000
        Sacramento, CA  95833

      • Inability to comply with these instructions may cause delays in processing of your payment.
  12. Data Compilation
    • Enclave accounts and data access will be granted through the HCAI Secure Data Enclave within 2 weeks of final approval.
    • Direct transmission Instructions***: For data requests via direct transmission, please work with your HCAI analyst to receive the data. Please note the data will be sent directly to the PI via HCAI’s Internal Secure File Transfer system. You can find complete instructions here.
  13. Post Approval – Data Due Date Extension
    • HCAI non-public data must be returned or destroyed upon the completion of the project, or if your CPHS protocol expires. After a request has been approved, HCAI issues a Data Due Date, upon which the data should be destroyed or returned to HCAI. Data Due Dates can be extended annually to align with your CPHS protocol expiration date. Please follow the steps below to request a Data Due Date Extension through the HCAI Data Request Portal.
      • Submit Continuing Renewal request with CPHS to extend your protocol expiration date.
      • Log into the HCAI Data Request Portal.
      • Select ‘My Requests’ at the top of the Data Request Portal landing page.
      • Select the specific request for which you are requesting a Data Due Date Extension. You only need to submit a Data Due Date Extension for the parent request for your project.
      • You will see an ‘Extend Due Date’ box with two buttons, select the ‘Request Due Date Extension’ button.
      • The system will automatically notify your assigned analyst that you have requested a Data Due Date Extension.
      • Receive approval for your Continuing Review from CPHS.
      • Upload a copy of the CPHS Continuing Review approval letter to your Original Request.
      • HCAI will extend your Data Due Date to match your CPHS protocol expiration date.

For more information, please visit HCAI’s HPD Data Access and Release webpage.