Frequently Asked Questions

A: Claims data comprises a collection of information derived from reimbursement records and bill payments. Primarily used for insurance billing, these data capture details across providers and payors. In general, the information required to determine payment or reimbursement is of higher quality than other elements reported on a claim. While some clinical details—such as diagnoses—are included, information not directly tied to reimbursement, such as laboratory results, vital signs, and other clinical measures, is typically unavailable.

Beyond claims, the dataset often incorporates enrollment information with demographic details, which establishes who is eligible for insurance coverage, along with provider-specific data. Collectively, claims data serve as a valuable resource for examining a wide range of topics, including healthcare delivery, benefits, adverse outcomes, and costs.

Please review the “Guide to Using Claims Data” presentation for additional information on claims data.

A: Claims data is widely used in healthcare research and analytics because it provides detailed information on patient encounters, diagnoses, procedures, and costs. Common applications may include:

• Disease Surveillance
• Predictive Analytics
• Program/Intervention Evaluation
• Health Economics and Outcome research

Please review the “Guide to Using Claims Data” presentation for additional information on claims data.

A: Administrative claims data offer several advantages for healthcare research and analysis:

• Comprehensive View of Patient Care: Captures information across multiple providers and payors, enabling a full picture of healthcare utilization.
• Cost-Effective: Data is already collected for billing purposes, reducing the need for expensive primary data collection.
• Large Sample Size: Includes millions of records, supporting robust statistical analysis and generalizable findings.
• Structured Data: Organized in standardized formats, making it easier to analyze and integrate with other datasets.
• Episodes of Care: Allows researchers to track patient care over time, including diagnoses, procedures, and outcomes.
• Broad Research Applications: Supports studies on health economics, quality of care, disease trends, and program evaluation.

Please review the “Guide to Using Claims Data” presentation for additional information on claims data.

A: CHCD offers a range of services to support health data analysis and research, including but not limited to the following:

• Consultation: Expert guidance on data use, compliance, and methodology.
• Custom data extracts: Tailored datasets based on specific research or organizational needs.
• Project Management: Provide support to collaborators to ensure project needs are met from start to finish
• Data provisioning: Access to curated health-related datasets.
• Analytics and reporting: Assistance with analytics, interpreting data and generating insights.
• Data Visualization: Create engaging graphics and dashboards for presentations, publication, and charts that help programs and projects to help communicate findings in a meaningful way

A: CHCD specializes in health data management, analytics, and compliance. Our team includes experts in epidemiology, health services research, health economics health informatics, data science, and policy analysis, ensuring robust and ethical use of health data.

A: A data extract is a customized subset of a larger dataset, created to meet specific research or operational requirements. It typically includes selected variables, timeframes, and population criteria relevant to the Requestor’s project. A data extract should include the minimally necessary data to answer a research question.

A: We invite all interested parties to complete our Data Request Form. This intake form initiates a structured review process to ensure compliance and feasibility of your data request. The Data Request Form is not a formal application or approval. Once we receive your submission, our team will review the details and contact you to discuss next steps.

To expedite the process, it is helpful if Requestors have clearly defined project aims and an overall proposal before completing the form.

A: Data is typically provided in standard formats such as CSV, Excel, or SAS, depending on the dataset and requestor’s needs.

A: Each dataset is accompanied by comprehensive documentation to ensure accurate analysis. This includes:

• File Structure: Details on how tables and records are organized.
• Variable Definitions: Clear descriptions of each data element, including names, formats, and permissible values.
• Coding Standards: Information on classification systems, codes, and any standard terminologies used (e.g., ICD, CPT).

This documentation is provided alongside the data extract and is essential for understanding the dataset’s layout and content.

A: Sometimes. Data linkage is possible with some of our datasets under strict compliance guidelines. Linking requires approval and may involve additional agreements to ensure privacy and security.

A: Possibly. Data is not permitted to leave CHCD’s secure servers. Under certain circumstances, external data may be stored on CHCD servers for analysis alongside CHCD datasets. Contact our team to determine if this arrangement is feasible for your research. [DCN1]

A: The CHCD servers provide access to SAS, SQL, R, STATA and other common software tools.

A: Yes. All requests for CHCD data must undergo review by an Institutional Review Board (IRB). IRB approval is mandatory before any data access is granted. This requirement ensures compliance with ethical standards and protects sensitive health information.

In addition:

• Every individual who will use the data must be listed in the application and covered under the approved IRB protocol.
• The IRB review confirms that the proposed use of data aligns with federal and state regulations, including HIPAA and other privacy laws.
• Documentation typically required includes a detailed research protocol and IRB outcome letter.

A: Certain projects may qualify for exemption from full IRB review if the data are fully de-identified and meet the criteria outlined under federal regulations (e.g., 45 CFR 46). Even in these cases, CHCD requires documentation confirming the exemption status from an IRB or institutional authority. This process helps safeguard patient confidentiality and ensures that data is used responsibly for research or operational purposes.

A: Access is provided through CHCD secure terminals (a virtual data environment for sensitive data).

A: No. To maintain compliance and security, data remains on CHCD’s secure servers. Requestors are granted controlled access for review and analysis.

A: Data is stored in secure, encrypted environments that comply with HIPAA and other relevant regulations.