Uniform Data System (UDS) Overview

Uniform Data System (UDS) Overview


[Department of Health & Human Services, USA;
HRSA, Health Resources & Services Administration] Hi there! Welcome to the Uniform Data System, or UDS,
Overview video. In this video, we will cover the importance
of UDS reporting, the permissions needed to access the UDS Report in the Electronic Handbooks,
or EHBs, and the tables within the report. So, what exactly is the UDS? The UDS is a standardized set of data reported
by health centers each year that contains a core set of information, including patient
demographics, health center services provided, clinical processes and health outcomes, staffing
information, patients’ use of services, and costs and revenues appropriate for documenting
the operation and performance of health centers. Health center Program Awardees and Look-alikes report data defined by the annual UDS reporting requirements manual. You can find the UDS manual in the ‘Resources’
section of the UDS Report in the EHBs. Each health center reports more than 900 fields
of data across 12 structured forms and appendices. Within those forms there are data entry checks
to ensure data quality. Health centers report UDS data every year
between January 1st and February 15th. The data reported covers the prior year. After the reporting window closes February
15, the data are reviewed and finalized by March 31st. The data are then analyzed, and more than
2,200 measures are computed at the National, State and Awardee level. UDS reporting happens within the EHBs. Let’s review the EHBs privileges required
to access the report. You need an EHBs account that is registered
to your organization and has been granted access to a Health Center Program grant or
look-alike designation folder. You also need one of three EHBs Performance
Report privileges: View, Edit or Submit. If you do not have the appropriate privileges,
contact your Project Director associated with your grant or designation. Your Project Director is responsible for managing
users and permissions in the EHBs. To find out more about EHBs permissions and
performance report privileges, from the EHBs Help under interactive videos page, watch
the ‘EHBs User Permissions Overview’ video. You can also contact the Health Center Program Support at 877-464-4772 if you have any issues. Let’s move onto how to access the UDS Report
within the EHBs. From the EHBs home page, click on the ‘Tasks’
tab. You will see ‘Performance Report’ in the
‘Pending Task’ list. Click ‘Start’ or ‘Edit’ to access
the UDS Report. You are now on the ‘Status Overview’ page
where you will see key details such as the UDS Report due date and number of days left
in the reporting period. You will also see the ‘UDS Report Status’
which shows the status of each table, such as ‘Complete’ or ‘In Progress’. On the right side of the page you will see
quick access widgets such as ‘Forms Overview’, ‘Report Details’ and ‘Submit and Print’. The UDS Report has multiple tables that collect
various data points. The Contact Information section collects
information such as the UDS point of contact, Project Director and CEO contact information. Helpful Tip! Each table has data entry fields, and a comment
box for you to provide any additional information for UDS Reviewers. The ‘Patients by ZIP code’ table, is where
you report the number of patients served by ZIP code. This information is necessary for compiling
national and state data, while also enabling HRSA to better identify the areas served by
the health centers and to identify service area gaps or overlaps. The next two tables collect demographic information
related to those receiving services from the health centers. Table 3A collects age and gender information while Table 3B collects demographic information. Table 4 gathers data on selected characteristics
of the patients such as income level and special population information. Table 5 provides a profile of the health centers’
staff, number of visits, and number of patients served in each service category, such as,
medical and dental. Clinical data is collected in table 6A, including,
selected diagnoses and selected services rendered. Tables 6B and 7, capture a core set of Clinical Quality
Measures most of which were established by the Centers for Medicare and Medicaid Services. or used to track national initiatives, like Healthy People. This allows HRSA to collect data on the most prevalent health concerns impacting health center patients. The next set of tables are the financial tables. Table 8A collects dollar amounts for medical
costs and the cost of all other clinical services offered. Table 9D gathers information on charges, collections,
supplemental payments, contractual allowances, self-pay sliding discounts, and self-pay bad
debt write-off. In Table 9E, health centers report on the
dollar amount of non-patient income received during the reporting period. The Appendices, like The Health Information Technology (HIT) Capability table and Other Data Elements will vary over time. Report Comments is a field for you to provide
any additional information for UDS reviewers. There’s one last step before your UDS Report
is complete! Always run the ‘Data Audit Report’ to
check all the tables in the UDS report for any data issues. If any errors are found, you can correct them
before submitting your UDS Report. You can do this on the ‘Data Audit Report’
page, by clicking the action ‘Fix’, or by providing a written justification for the error by clicking the action, ”Add/Edit Explanation.’ Complete one last review of your report before submitting it to HRSA by navigating to the
‘Review’ section. Once all the sections are complete and accurate,
you can submit your UDS Report to HRSA! We hope that the information in this video
helps you better understand UDS reporting. We reviewed the UDS report, the importance
of the data collected, the individual tables, and the privileges needed to access the report! If you have questions or need assistance with
the UDS report, contact the UDS Helpline by email at [email protected] or give them
a call at 866-837-4357. If you have EHBs issues or questions, contact the Health Center Program Support at 877-464-4772. [Department of Health & Human Services, USA;
HRSA, Health Resources & Services Administration]

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