How WA-APCD data requests are reviewed and processed 

Lead Organization (LO) process:

1. The LO performs an application acceptance review confirming you provided all necessary information about your data request application for further review. You might be asked for more information or be notified that your application moved to the processing phase. The processing period time depends on the complexity of the request and the sensitivity of the data requested.
2. Requests includuing the release of Protected Health Information (PHI) require a 15-day public comment period and review by the Data Release Advisory Committee (DRAC). More information about this process is provided below. If there are no concerns during committee review, the LO does a final review to ensure all DUA materials are in order and meet final approvals. The DUA is then sent to HCA program administration for further review approvals and department signature.
3. The LO will notify you of their final decision about your data request by e-mail. A data requestor may request an administrative review of a data request denial decision by the LO. Information about that process and the process to appeal a final denial decision is located below.
4. If your data request is approved, you will be required to execute all relevant Data Release forms. Once finalized and signed by both you and required parties, the LO will initiate development work for your data product and receive payment from you.

Information about data requests we publish

The LO maintains a log of data requests listing: 

• Requestor name
• Data requested
• Purpose of the request
• If the request was approved or denied
• If approved, the date and data released
• If denied, the date and reason for the denial

For requests that include Protected Health Information (PHI) or Proprietary Financial Information (PFI) the LO also posts the schedule for the receipt of public comment on the request (see next section for information about committee review and public comment period).

Data requests requiring a committee review and public comment period

Requests including the release of PHI require a 15-day public comment period and review by the Data Release Advisory Committee (DRAC). The committee reviews each request for compliance with law, including establishing that the data asked for is the minimum necessary to achieve a specific purpose and establishing that the requested data elements are adequate and appropriate. When the public comment period and DRAC review ends, we will contact you if there are additional questions and or concerns with your data request. All data requests and final decisions will be posted. The LO will post the final decision for the request within seven days after the decision is made. The DRAC may also review other data requests, as needed. The DRAC meeting schedule and list of DRAC membership is on this site.

Process to review a declined data request

A data requestor may ask for an administrative review of a data request denial decision by the LO. A request for an administrative review may be started by a written petition filed with the Washington State Health Care Authority (HCA) and given to the LO within 30 calendar days after notice of the denial. The petition must include the following:

• Data requestor's name, address, telephone number, email address and contact person
• Information about the subject of the review including remedy requested
• A detailed explanation of the issue in dispute and a rationale for a reconsideration of the denial decision

The HCA director or director's designee will review the administrative review petition. The reviewing official may request additional information or a conference with the data requestor. A decision from the reviewing official will be provided in writing to the data requestor no later than 30 calendar days after receipt of the petition. A denial of the petition will include the reasons for the denial. The petition and final decision will be posted on the Office of Financial Management (OFM) web site.

Process to appeal final denial of data request

A data requestor may appeal the denial of its administrative review conducted in accordance with WAC 182-70-290. Request for an appeal must be submitted in writing to HCA within 15 calendar days after receipt of written notification of denial of the administrative review, with a copy provided to the LO. Details about the steps in this process can be found under 182-70-300 Process to appeal of final denial of data request.