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All Payer All Claims Data Requests

data science illustrationNew APAC Data Integration

All Payer All Claims (APAC) data and Oregon death record data are now linked.



APAC Transitioning to New Data Vendor

The All Payer All Claims (APAC) Program is contracting with Human Services Research Institute (HSRI) for a new solution for APAC data. The solution will encompass data submitter communications, receipt and validation of files, and access to data by state staff through a data enclave.


  • ​Data created in the HSRI solution will not match files created in the Milliman solution due to different algorithms for assigning unique individual identifiers for members and providers.
  • Data on member county of residence at the time services were received will be available. This means that it will be possible to show county-level trends, although file sizes may be larger. 
  • Transparent data enhancements. APAC will share the source field and all transformation code/logic for enhancements that do not rely on third-party proprietary software and data transformations. APAC cannot violate third-party proprietary interests.
  • Some data enhancements may not be available. Milliman’s proprietary data enhancements will not be available in the HSRI solution. Third-party and national measures, including most, if not all, of the Evidence-Based Measures (EBMs) will be recreated in the new solution.
  • New data elements workbook and data dictionary.
  • Reduction in duplicative data elements. APAC will maintain the usability of the data while discontinuing data elements that do not add value. 
    • ​For example, data on PEBB or OEBB coverage are received from data submitters in two fields but currently stored/available in four different and redundant data elements. 
  • Use by Oregon agencies will continue to the extent possible throughout the process. Please contact apac.admin@dhsoha.state.or.us for more information.​

  • ​APAC research analysts will work with HSRI to design the structure for the data tables that best meets our needs.
  • Public Use Files will continue to be available for request.
  • Limited data sets will have new temporary restrictions based on timing. Contact apac.admin@dhsoha.state.or.us​ to discuss your specific situation.
    • For less complex requests that can be reviewed and completed quickly, APAC anticipates accepting applications through August 2020.
    • For more complex requests including those requesting restricted data elements or that have a matching or linking requirement, APAC will likely be unable to complete new requests until early next year. These requests generally take several months to review and process. APAC staff will not have access to data in the current solution after mid-December 2020.
    • Data in the new solution will be available in March 2021.
  • APAC will publish the new data elements workbook and data dictionary as soon as available. Upon publication of the new data elements workbook, we will work with data requesters to prepare requests to be fulfilled as quickly as possible once full data become available in March 2021.​

High-Level Vendor Transition Schedule​

(last updated 11/10/2020)

​​​Activity
SubactivityStatus/Date
​​​​​​ System Design ​​​​​​​​

​Complete
System Security ​​​​​​​​​
Complete
Data Submission ​​​​​​​​​​​​

 
 Design Plan
Complete

Communications from H​SRI begin
End of Sept. 2020
 Development
End of Oct. 2020
 Introductory training in test system for data submitters (video recording)
Complete (Oct. 15, 2020)


​APAC Help D​esk opens
​Nov. 4, 2020

​Testing instructions distributed to all data submitters
​​Nov. 4, 2020
 Medical and Pharmacy test files submitted by all data submittersNov. 9 - Dec. 10, 2020
 Dental test files submitted by all dental data submittersDec. 1, 2020 - Dec. 10, 2020
 Launch (production) training for data submitters to review additional features and changes since testingJan. 5, 2021
 Production portal available for file submission

Jan. 6, 2021

​Deadline for files to be passing in the new syste​m
Jan. 31, 2021

Data Access/Use  
 Data Dictionary available; APAC will have data elements workbook for APAC-3 forms at this point
Early Jan. 2021
 Data Migration completedEnd of Feb. 2021
 2020 Q4 data (submitted January 31, 2021) available in production analytic views​Mid-Mar. 2021
​​

APAC will continue to share updates as more information becomes available. Please contact us at apac.admin@dhsoha.state.or.us with any questions or concerns. We appreciate your patience during this transition.


Data Request Overview

The All Payer All Claims (APAC) data request process varies depending on what type of data you are requesting. The flowchart below illustrates the request process for the different types of data available. Review the APAC Data Request Fact Sheet for more information about the data request process. To learn more about the Data Review Committee, view the Data Review Committee page.

APAC Data on Timely Topics

By design, APAC data are generally about 18 months old by the time they are released as final, but they have shed light on a range of important and timely topics, including:

  • Health impacts of wildfires
  • Balance or "surprise" billing
  • Health care costs
  • Emergency department use for mental health issues
Wondering whether APAC data are right for your project? Please contact APAC.Admin@dhsoha.state.or.us for assistance.

How to Obtain APAC Data

Public Use data set requesters must submit an APAC-2 form. The APAC-2 is reviewed by staff, a Data Use Agreement is executed and then the request is fulfilled. This process generally takes 2-4 weeks.

Limited data set requesters must submit an APAC-2 form. Staff review the APAC-2 and then prompt the requester to submit an APAC-3 form. The APAC-3 is reviewed by the Data Review Committee, a Data Use Agreement is executed and then the request is fulfilled. This process generally takes 2-4 months.

 

Enhanced APAC Data

All Payer All Claims (APAC) and Oregon death record data are now linked, supporting analyses and research about health care access, services and outcomes. These data are now available for request through a two-part process:

You may submit requests to the APAC program (Part A) and CHS (Part B) concurrently, and APAC and CHS will coordinate approval.  

The APAC program highly recommends that you contact us for a discussion and consultation prior to submitting your APAC-Death record linked data request.

Data Request Applications and Forms

APAC-2: Pre-application for APAC Data Files
All requesters must complete APAC-2 and submit to apac.admin@state.or.us to begin the request process.

APAC-2 Example
An example of the completed APAC 2 Pre-application. 

APAC-3 Example
This is an example of a completed APAC-3 application. You will be sent an APAC-3 after the APAC-2 pre-application is accepted.

Public Use Data Set Files (Excel)
Reference this document to determine which public use data set(s) suits your needs.

Data Elements Workbook (Excel)
Complete and attach this workbook to the APAC-3 application.

APAC Data User Guide
Release notes, data limitations, business rules and other tips for interpreting APAC data correctly.

APAC Data Dictionary (Excel)
Data dictionary organized by data structure. 

APAC Release Notes
Release notes posted as they become available. 

Resources for Data Requesters

OHA recommends data requesters review the following documents to fully understand what data are available in APAC, potential data uses and limitations, and the data request process.

APAC Overview
Provides an overview of the APAC database, including what data are collected and released.

APAC Data Issue Log
This is a log of all known issues in APAC data. Requesters should anticipate the effects of these issues on their projects and caveat their analyses accordingly.

APAC Frequently Asked Questions
Answers questions about data collection, management, access and use.

APAC Use Cases 
Showcases previous projects for which APAC data have been approved and used.

Lookup Tables (Excel)
Provides the valid values for certain data elements.

Claim Exclusions version 2018.0.1 (Excel)
Per OAR 407-014-0020, information related to the receipt of substance abuse treatment will not be disclosed without written authorization, unless disclosure is otherwise permitted under 42 CFR part 2. This document contains all diagnosis, procedure and revenue codes that will result in claims line exclusions.

Data Review Committee (DRC)

To learn more about the Data Review Committee, view the Data Review Committee page.

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