HPD Data Access and Release

Healthcare Payments Database (HPD) Standard Limited and Standard Limited Plus Data Request Process Instructions

Before You Start

You will need to register an account with 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).

New HPD Data Request

  1. 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 and the requested data access method, Secure Data Enclave or Direct Transmission. These selections will change the content of the form appropriately. Be advised that requests for Standard Limited Datasets accessed via direct transmission require DRC review and Standard Limited Plus datasets are only accessible via the secure data enclave.
      • 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.
      • 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.
  2. 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.
  3. 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.
  4. Department of Health Care Services (DHCS) Review
    • Applications that require or are requested by HCAI for additional review by the DHCS, will move forward to DRC review. 
  5. 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.
  6. HCAI Final Review
    • HCAI’s Final Reviewer will review your application to make the final determination.
  7. 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.
  8. 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.
  9. 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.
  10. Post Approval – Data Due Date Extension
    • HCAI non-public data must be returned or destroyed upon the completion of the project. After a request has been approved, HCAI issues a Data Due Date, upon which the data should be destroyed or returned to HCAI.

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