Uniform Data System 101 Overview

Uniform Data System 101 Overview


Are you interested in learning more about
the Uniform Data System, UDS performance reporting? Well, you have come to the right place! Hello everyone! Welcome to the UDS, 101 Overview. In this video, we will cover the following
information: The importance of the UDS reporting;
EHB functionality needed for accessing the UDS report;
And we will briefly navigate the section and tables within the report. Our goal is to provide you with a basic understanding
of the reporting, and its importance to BPHC’s mission to improve the health of the nation’s
underserved communities and vulnerable populations by assuring access to comprehensive, culturally
competent, quality primary health care services. So, what is UDS? The UDS is a standardized set of data reported
by health centers each year. It contains a core set of information, including
patient demographics, services provided, clinical processes and outcomes, staffing, patients’
use of services, costs and revenues appropriate for documenting the operation and performance
of health centers. UDS data is used to ensure compliance with
section 330 of the Public Health Service (PHS) Act legislative mandates and report program
accomplishments. To give you an idea about how much data is
collected in each individual UDS report, there are more than 900 data fields collected
across 12 structured forms with over 2500 quantitative and qualitative
validations and edit checks to ensure data quality. Every year, between January 1 and February
15, Health Center Program grantees and look-alikes report their data based on the measures defined
in the UDS manual. This manual describes the annual UDS reporting
requirements for all Health Center Program grantees that receive federal award funds,
and Health Center Program look-alikes that must meet the Health Center Program requirements
for designation. And can be accessed from the Uniform Data
System (UDS) Resources page, https://bphc.hrsa.gov/datareporting/reporting. Once all UDS data has been reviewed, validated
and approved, there are more than 2,200 analytical measures that will then be computed at the
National, State and Grantee level. To see the previous year’s National, State
and Grantee data you can visit the Health Center Data section of the BPHC website. This may be your first time working on a UDS
report within the Electronic Handbook (EHB). So, to get you started let’s go over the required
EHB privileges and how to access the UDS report. To work on the UDS Performance Report in the
EHB, you must have the following: an EHB account that is registered to the organization
you work for; been granted access to Health Center Program
grant or look-alike designation; and you will need to be provided with one
of the following EHB ‘Performance Report’ privileges:
the ‘View’ privilege, will allow you to view ‘In-progress’ and ‘Submitted’ UDS Performance
Reports in a read-only format. The ‘Edit’ privilege, will allow you to edit
UDS Performance Reports that have not been submitted to HRSA and the deadline has not
passed. The ‘Submit’ privilege, will allow you to
submit a completed UDS Performance Report to HRSA. If you do not have the appropriate privileges
to view, edit or submit the UDS Performance Report, reach out to your project director
associated with the grant or designation, to obtain privileges, or you can watch this
cool video to find out how to request performance report privileges within the EHB. You can find this video, called How to Access
Your Performance Reports, on your EHB home page in the Help widget. If you are the project director and don’t
have the appropriate privileges to access the UDS report, contact the BPHC Helpline
at 1-877-974-2742. Now that we have covered the privileges, let’s
go over how to access the UDS Performance Report. For grantees and look-alikes, the UDS report
can be easily accessed from the Tasks tab. So, if you have the appropriate privileges
and the UDS Performance Report has been made available in the EHB, once you are logged in, click on the Tasks
tab using the navigation menu at the top of the page and you will see the UDS Performance
Report within the list of tasks. UDS reports are generally broken down into
several sections. Many of these sections reflect distinct tables
you will find in the report. The Contact Information section captures information such as the UDS point of contact, project director, and CEO contact information. Next, is the Patients ZIP Code section where
all health centers must report the number of patients served by ZIP code. This information enables HRSA to better identify
areas served by health centers and identify potential service area overlap. On Table 3A, you will report the age and sex
at birth of patients served by the health center. It provides a picture of the demographics
of those receiving services. Next, is Table 3B, here you will display the
race and ethnicity of the patient population in a matrix format. This permits the reporting of the racial identification
of all patients, including those who identify with the Hispanic/Latino population. Let’s jump over to Table 4 where you will
enter descriptive data on selected characteristics of health center patients, such as health
center income and third party medical insurance information. To provide a profile on health center staff,
the number of visits and the number of patients served is reported on Table 5. To better assess workforce needs and improve
efforts for workforce development and retention, Table 5A highlights information on the tenure
of health center providers and key management staff who are employed or committed on the
last day of the year. Now we move on to the clinical data. On Table 6A are two sets of data:
Selected Diagnoses, such as asthma and hypertension And Selected Services Rendered, such as HIV
test, mammogram and Pap test. It is designed to provide the number of visits
and patients your health center has provided for specific diagnoses and services. Tables 6B and Table 7 make up 16 measures
that we consider the UDS clinical quality measures. We have made great strides in aligning these
measures with the Centers of Medicare and Medicaid e-specified measures, where the majority
are aligned. So, let’s describe Table 6B. This table houses selected quality of care
measures like “Weight Assessment and Counseling for Nutrition” and “Physical Activity for
Children and Adolescents”. The remainder of the clinical quality measures
rest in Table 7. Here, measures like “Low Birth Weight” and
“Controlling High Blood Pressure by Race and Ethnicity” can be found. What makes these measures particularly unique
is that they are broken down by race and ethnicity. Therefore, health disparities can be uncovered
The last set of Tables focus on financial matters. Table 8A highlights the total cost of all
activities that are within the scope of the project. Then there is Table 9D that provides information
on charges, collections, supplemental payments, contractual allowances, self-pay sliding discounts,
and self-pay bad debt write-off. Now on Table 9E, information on non-patient
income received during the reporting period for the Health Center Program grant or the
Look-Alike Program can be found. The HIT Capabilities section collects data
that relates to the use of health information technology. And the last section welcomes comments in
the Report Comments section. This area is dedicated to share information
of respective UDS reviewers. Once you have entered your data and validated
your tables, run the Data Audit Report. If the Data Audit Report finds any issues
with the data you have entered, it will be listed here for you to correct. As you know, clean and complete data is key. So, before submitting your UDS report to HRSA,
navigate to the Review section to do a final review of the data you’ve entered. Once all sections are complete, you can now
submit to HRSA. Wow, that was a lot of information to process. Today we went over the importance of the UDS
report, what it is, what the sections are and some basic EHB functionality needed for
accessing the report. If you’re new to UDS reporting or just need
a refresher on the process and functionality, please access the EHB Help Pages, at https://help.hrsa.gov/x/DACeAQ. HRSA also offers manuals, webinars and trainings
to assist health centers in collecting and submitting their data on the UDS Resources
page https://bphc.hrsa.gov/datareporting/reporting. If you’re working on the UDS report and need
some assistance with UDS content, you can contact the UDS Help by email at [email protected] or you can call them toll free at 1-866-837-4357. If you are experiencing some technical issues
with your UDS report in the EHB, contact the BPHC Helpline at 1-877-974-2742. If you have EHB account related questions,
contact the HRSA Contact Center at 1-877-464-4772.

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