Approval and Fulfillment process

Arkansas HTI Data Request Process

The Arkansas HTI data assets, including the Arkansas All-Payer Claims Database and Arkansas non-claims based health data (i.e., Vital Statistics data, Cancer Registry data, Hospital Discharge and Emergency Department data for the uninsured, Arkansas Workers Compensation data, and Medical Marijuana cardholder data) are available for data requests through the Arkansas Center for Health Improvement (ACHI), the statutorily named administrator.

Currently, only datasets can be requested from the Arkansas HTI. Reports, analytics, counts, and data output that require custom data aggregation are not available at this time.

How will the data request be reviewed, approved, and fulfilled?

The steps below describe each phase through which a data request application passes for submission, review, revisions, approval, and fulfillment. The Arkansas Healthcare Transparency Initiative (HTI) All Payer Claims Database (APCD) technical team will guide the data requester through the process after submission.

How does a request get approved?

Phase

Description

Phase

Description

Data Inquiries before applying

For more information about data availability prior to data request submission, use the Data Inquiry portal to ask any questions.

Data Requester submits Data Request Application

The data requester submits a data request application and data element list for HTI APCD technical support team review.

NOTE: Act 1233 of 2015 prohibits the reidentification of individuals using Arkansas Healthcare Transparency Initiative Data. If reidentification is required, special consent must be obtained. Work with the Arkansas APCD technical support team to engage the consent process.

HTI APCD Technical Support team works with Data Requester to review data request and establish pricing

HTI APCD technical support team will work with the data requester to refine the submitted application as follows:

  • The HTI APCD technical support team determines counts, identifies aggregation requirements (if applicable) based on data requester requirements.

  • The HTI APCD technical support team will work with the data requester to determine changes (if needed) and allows the data requester to make changes to the data request before initiating the approval process. 

  • A price estimate is given at this time. The data requester may also use the Arkansas APCD Data Request pricing tool to estimate the price of a request. The HTI APCD technical support team will provide the final price estimate.

  • You can reach out by using the Data Request Support portal if you have any questions.

Data Requester completes data request, adds Data Management Plan

If the HTI APCD technical support team and data requester agree on price and data requirements, the data request will move to the next steps. The data requester should then provide a data management plan. Data request review process begins upon receipt.

  • The data requesters will also need to submit the Data Management Plan (DMP) to complete the data request application. The DMP must represent the location where the data will be housed and managed.  The DMP provides details on data collection for storage, security, access, sharing, and reproducibility of project results.  Should the data be moved to a different location, the DMP must be updated and resubmitted.

Data Oversight Committee reviews

The HTI Data Oversight Committee then reviews completed data request application.

  • For academic research, the committee may refer the data request to the HTI Scientific Advisory Committee. 

  • The HTI Data Oversight Committee offers a recommendation to the HTI Advisory Board and ensures that the request is consistent with the purpose of the HTI. 

Healthcare Transparency Initiative (HTI) Board reviews

The HTI Advisory Board reviews data requests on a quarterly basis.

  • The HTI Advisory Board makes final recommendations to the Arkansas Insurance Department commissioner on reviewed requests. 

  • The HTI Advisory Board may recommend approval to provide access, approval subject to conditions/modifications, or denial of the requests.

Arkansas Insurance Department Commissioner makes a decision on data request

The Arkansas Insurance Department Commissioner reviews the data request.

  • AID Commissioner provides the final approval or denial decision in whole or in part

  • Communicates the decision to the data requester and HTI APCD Technical Support team.

Data Use Agreement execution, payment, and fulfillment

Upon approval, the Arkansas Insurance Department will execute a data use agreement (DUA) with the data requester. Data request fulfillment begins after the DUA is signed with the Arkansas Insurance Department and payment is received.

  • The DUA is executed between the data requester and the Arkansas Insurance Department.

  • The Arkansas Insurance Department provides an invoice to the data requester based on the DUA.

  • Data request fulfillment will begin after payment is received.

What happens when the project is finished?

Phase

Description

Phase

Description

Output Review

Prior to publication and in accordance to the DUA requirements, any report, presentation, paper, or other output produced from the project utilizing the data requested must be reviewed by the HTI Advisory Board and the Arkansas Insurance Department commissioner.

  • HTI Advisory Board will review any output and suggest revisions or make recommendations to the Arkansas Insurance Department commissioner regarding approval

  • The final output is then submitted to the Arkansas Insurance Department commissioner for approval.

Project Completion or Extension

A  Certification of Project Completion & Destruction or Retention of Data form must be completed when:

  • the project term must be extended and the same data is required through the extension period

  • the project is complete and you have destroyed the data.

 

 

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