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FAQ Data Request Procedures 

Select the Frequently Asked Question to view answer.
  1. What is the procedure to request data?
    Data requests are initiated with the Letter of Intent (LOI). Potential Coordinated Care Entities (CCEs) and Managed Care Community Networks (MCCNs) requesting data should submit a LOI using the forms found in the Solicitation documentation by February 29. If the LOI submitter wishes to obtain data, Section C of the LOI must be completed.  Please consult Section C of Attachment D of the Solicitation (pdf) for more information.
  2. Why is a Letter of Intent (LOI) required?
    The LOI serves multiple purposes. First, it allows HFS to assess if the potential Coordinated Care Entities (CCEs) or Managed Care Community Networks (MCCNs) appear to be on the path toward creating a viable organization. (If we feel otherwise, we will offer feedback.) Second, the LOI requests that potential CCEs and MCCNs describe their target population. This is the first step in a conversation that we will have with the primary and data contacts to specify the appropriate data set population(s). Finally, the Data Use Agreement of the LOI satisfies Health Insurance Portability and Accountability Act (HIPAA) requirements.
  3. How much data can be requested?
    A partner organization is permitted to request a data set for two populations. Studying two populations may be valuable for preparing a proposal. For example, one population may be just the priority population (or a subset of the priority population) in a geographic area, and the second population may be all recipients in the same geographic area, including the priority population.
  4. How might a population be defined?
    A population may be defined by any characteristic that we have captured in any of the three tables (recipient, provider, and geographic) included in Data Set I. The population therefore can be defined by recipient characteristics, provider identity or characteristics, or recipient zip codes. For example, an organization can ask for all recipients with serious mental illness, all recipients served by a specific mental health provider irrespective of where they live, or all recipients who live within a set of 10 zip codes.
  5. What characteristics are captured in the three tables contained in Data Set I?
    Please see the next FAQ section, “Descriptions of the Data.”
  6. How do the three tables relate to each other?
    The three tables describe the same population. The provider table describes the providers serving the recipients in the recipient table. The zip code table describes where those recipients live.
  7. What’s the best way to request data for a single county?
    There are two ways to request information for a single county. One way is to ask for it using the county code. As described above county code is based on the office where the recipient’s most recent eligibility span was processed. It may not reflect where the recipient now lives. Zip code most likely is a better reflection of where the recipient lives. Therefore county data can be requested via a list of zip codes. Zip codes, however, are self-reported, unedited, and otherwise imperfect. Furthermore zip codes can be a moving target as the post office from time to time adds and deletes zip codes. Finally, zip codes can cross county lines. Therefore there are limitations irrespective of whether county data is requested by county or zip code. If you wish to request county data by zip code, you must prepare your own list of zip codes.
  8. What is a target population? How does it differ from a priority population?
    A priority population is a group of people who have been identified as necessary inclusions in the patient pool that a new Coordinated Care Entities (CCE) and Managed Care Community Networks (MCCNs) plans to serve. (For more information on the priority populations for this Solicitation, please see Page 8 of the Solicitation (pdf).) A target population is the subset of that population (as defined by geography, age, condition or another attribute) who the CCE or MCCN wishes to target.
  9. What is ‘population of interest’?
    The population of interest is the population contained in the data set. It may be exclusively your target population, the entire priority population in your geography, your target population plus other priority and non-priority recipients in your geography, or any other combination of attributes that can be requested using our data.
  10. How many members of a priority population must be included in the clinical population for a new Coordinated Care Entity (CCE) or Managed Care Community Network (MCCN)?

    A CCE or MCCN must serve a minimum of 500 Clients from the Priority Populations. In Cook, DuPage, Lake, St. Clair, Will and Kane counties, a CCE or MCCN may serve a clinical population that consists of up to 50% non-priority adults. In other counties, a CCE or MCCN does not need to maintain this minimum 1:1 ratio of priority and non-priority populations, but must comply with HFS plans to ensure that the CCE or MCCN does not include a disproportionate number of non-priority populations. Please see the Section 3.1.3.2.1-2 of the Solicitation for more information.

    Organizations who request data are not required to identify a population of interest with the explicit intention of meeting this minimum.