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All Payer All Claims Data Requests



 

Data Request Overview

The All Payer All Claims (APAC) data request process varies depending on what type of data you are requesting. 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 Releases

APAC collects claims data on a rolling schedule to ensure that data are as complete and reliable as possible. In a rolling schedule, claims data within a set period are collected multiple times a year. This schedule accommodates claims lag, as well as potential claims adjustments.

It takes 15 months from the first submission deadline for a full calendar year of claims data to be complete and reliable. See the table to the right for upcoming calendar year (CY) data releases. See the APAC Data Request Fact Sheet for more detail on our submission and release schedule.

Data
Release Date
CY 2021 claims
January 2023
CY 2022 claims
January 2024
CY 2023 claims
January 2025

APAC Vendor Transition

The APAC Program recently completed the transition to Human Services Research Institute (HSRI). What does this mean for data users? For more information, please consult these documents:

Enhanced APAC Data for Limited Data Sets

The Center for Health Statistics and the All Payer All Claims (APAC) program have linked decedents' death records and APAC claims. Making the linked records available will aid research by:

  • Allowing researchers more thoroughly analyze diagnoses and services prior to death and the conditions reported as cause of death; and
  • Removing the need for researchers to request identified data (such as name and date of birth) to use for linking. This simplifies APAC's review of the data requests and project activity to link, remove and store any identified data for project teams.
Each program (APAC and the Center for Health Statistics) applies their own laws and procedures to data requests. Review instructions on how to request APAC data with a linked death certificate file.

As with all requests for APAC data, we strongly recommend talking with the APAC Team prior to submitting a data request. To request a meeting, please email us at APAC.Admin@dhsoha.state.or.us.

Overview of Application Process

Requests for APAC data are subject to the standards and regulations of the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and OAR 409-025-0160. Requesters must complete an application and review process to determine:

  • Appropriate use of the data
  • Only minimum necessary data
  • Data use and storage complies with HIPAA and ensures data privacy and security

Consultation with the APAC team prior to request is highly recommended. For more information about review process, estimated timeframes, and costs for data requests, see APAC Data Request Fact Sheet and APAC Data User Guide.

Applications vary by requested data type (see below). Once completed, submit application to apac.admin@dhsoha.state.or.us to begin the review process.

Data Request Applications

Public Use Data Sets

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. Information under the Resources for Data Requesters section below may be useful in planning a project and using APAC data.

Public data sets do not include any county, city or any geographic identifier below the state level as required under HIPAA for fully deidentified data sets.

Limited Data Sets

Limited data set requesters must submit an APAC-3 form. APAC-3 is reviewed by staff, 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.

Agency Application (Internal Use Only)

This application is only for government official use requests. Processing time will vary depending on request type (public or limited use) and is estimated to take at least three months.

Other Data Request Forms

Cost Waiver Request
This application is for waiving some or all costs associated with filling an APAC request.

Amendment Application
This application is for changes to an approved APAC data request including additional data, change in data use, or change in research protocol. No change in data use or research protocol is authorized until an amendment is approved.

Staff Amendment Application
This application is only for staff changes on an approved APAC data request.

Renewal Application
This application is for extending the Data Use Agreement (DUA), or submitting updated IRB approval, for an approved APAC data request. A reminder that no project activity can occur and APAC data should be destroyed if the DUA or IRB approval (if required) has expired. If you are renewing the DUA and your IRB approval expires within sixty (60) days, please submit an updated IRB approval with this form.

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

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

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)
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.