For your organization, you will need:

• legal name of the organization
• mailing address

For the person signing the DSA, you will need:

• name
• title within the organization
• phone number
• email address

If your organization does not have subordinate entities or facilities, in addition to other information for your organization you will need:

• type of organization, one of:
  • general acute care hospital
  • physician organization or medical group
  • health care service plan or disability insurer, including risk-based organizations, Medi-Cal managed care plan services, and other health care service plans or disability insurers
  • skilled nursing facility
  • clinical laboratory
  • acute psychiatric hospital
  • other, voluntary signatory

How do I know if what type of organization I am?

• California license number for general acute care hospitals, health care service plans or disability insurers, skilled nursing facilities, clinical laboratories, or acute psychiatric hospitals.

How do I know which license number to use?

• Employer Identification Number (EIN) for physician organizations, medical groups, or other, voluntary signatories.

If you don’t have an EIN, you can apply for an EIN online.

If your organization has subordinate entitles or facilities for which the individual would like to sign, you will need the following for each subordinate organization:

• legal name
• mailing address
• type of subordinate entity or facility, as described above in the information you will need for your organization
• California license number or EIN, as described above in the information you will need for your organization

What is a subordinate organization?

If your organization or one of your subordinate entities or facilities has multiple license numbers for multiple organization types (e.g., a licensed general acute care hospital with a licensed clinical laboratory), they should be listed separately as separate subordinate entities using the appropriate legal name, organization type, and license number or EIN.

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1. Review the Data Sharing Agreement (DSA) and its policies and procedures available on the CDII website so you are aware of your organization’s obligations once you sign the DSA. The DSA and its policies and procedures are final drafts that were developed alongside a wide variety of stakeholders and were previously available for public comment. Neither the DSA nor the policies and procedures are open for negotiation.
2. Determine who at your organization is authorized to sign the DSA on behalf of the organization.
3. Determine if there are subordinate entities or facilities for which the authorized person would like to sign.
   • What is a subordinate organization?
4. Gather necessary information in order to register in the CalHHS Data Sharing Agreement Signing Portal and request a copy of the DSA to be signed.
   • What information will I need to register for the CalHHS Data Sharing Agreement Signing Portal?

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The Data Exchange Framework requires that every Participant provide access to or exchange health and social services information with every other Participant consistent with the Permitted, Required and Prohibited Purposes Policy and Procedure. Note that Participants are not required to share health and social services information if sharing would violate federal or state law. For information on required Participants, see the required signatories FAQ. For technical requirements for data sharing, see the Data Elements to Be Exchanged P&P and the Technical Requirements for Exchange Policy and Procedure, currently in development.

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The Data Exchange Framework allows Participants to provide access to or exchange information including through any health information exchange network, health information organization, or technology that adheres to the DSA and Policies and Procedures found on our web site at Data Sharing Agreement and Policies & Procedures. The DxF is not intended to be an information technology system or single repository of data, rather it is a collection of organizations that are required to share health information using national standards and a common set of policies

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Participants must follow all applicable state and federal law when sharing Health and Social Services Information through the DSA. For example, if the information is covered by the Health Insurance Portability and Accountability Act (HIPAA) and the Lanterman-Petris-Short Act (LPS), the Participant would need to meet an exception in both HIPAA and LPS in order to share the information. In addition, health information can generally DxF Frequently Asked Questions 4 Last Updated: February 28, 2025 be shared with a valid authorization for release of information from the patient/individual.

For more information on how to share some types of health information in California, please see CDII’s State Health Information Guidance (SHIG).

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