Using the HRSA EHB to Report2009 Uniform Data System (UDS) Data

“Veteran” Grantee Technical Assistance Call

December 16 and 17, 2009

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Agenda

• Understanding the 2009 Uniform Data System (UDS) Report

• Significant Changes in 2009 UDS Tables

• Prerequisites and Notes for Using the EHB System

• Overview of the 2009 UDS Reporting Process

• Using the EHB System to Report 2009 UDS Data

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What is the UDS?

• The Uniform Data System (UDS) is a standardized reporting system that provides consistent information about the performance of BPHC funded grantees and programs including:

– Community Health Centers– Migrant Health Centers – Health Care for the Homeless Centers– Public Housing Primary Care Centers

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What is included in the UDS?

• The number and socio-demographic characteristics of people served

• The types and quantities of services provided

• The types of staff who provide these services

• Measures of the quality of care provided to patients

• The cost and efficiency of delivering services

• The sources and amounts of income

December 2009 5

11 Tables in the 2009 UDS

• Patient Profile– Patients by Zip Code– Table 3A – Patients by Age and Gender– Table 3B – Patients by Race/Ethnicity/Language– Table 4 – Other Patient Characteristics

• Income, insurance, special populations

• Provider and Utilization Profile– Table 5 – Staffing and Utilization

• FTEs, visits, and patients

December 2009 6

11 Tables in the 2009 UDS(Completed)

• Clinical Profile– Table 6A – Selected Diagnoses and Services– Table 6B – “Quality of Care” Indicators– Table 7 – Health Outcomes and Disparities

• Financial Profile– Table 8A – Costs

• Accrued costs by cost center

– Table 9D – Patient related revenues• Charges, collections, allowances, and discounts by payer type

– Table 9E – Other revenues• Grants, contracts, and other non-patient related income

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Importance of the UDS

• The BPHC has been collecting data documenting health center performance since 1977

• Data are used to:

– Document effectiveness of the BPHC programs

– Guide BPHC support decisions

– Permit documentation of program effectiveness

– Support program development and improvement at the grantee level

• Document performance in SAC and BPR

December 2009 8

Getting Help for the UDS

• Help and information is available year round (not just at submission time) through multiple mechanisms including:

– These training programs– Technical support to review submission– Online training modules

(http://www.bphcdata.net/html/bphctraining.html)– An annually revised UDS Manual– A telephone help line (866-UDS-HELP)– Year-round e-mail help: (udshelp330@bphcdata.net)

– The BPHC UDS Web site (http://www.bphc.hrsa.gov/uds/)• 2009 UDS Training Schedule• 2009 UDS Technical Assistance links and manuals

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UDS Reporting Requirements

• Who: All grantees funded before October 1, 2009 (including New Starts) with one or more BPHC grants (CHC, MHC, HCH, PH)

• When: Grantees are asked to have their UDS report ready for review by February 15th. Final submission is by March 31, 2010.

• How: UDS data are submitted through the HRSA “Electronic Handbook” (EHB)

• What: “Scope of Project” for the period January 1, 2009 - December 31, 2009

– Includes all ARRA- NAP, IDS, CIP and FIP support

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What Tables do you Submit?

• Everyone submits the 11 tables in the “Universal Report”

• Agencies funded under only one BPHC funding authority complete only the “Universal” report

• Agencies with multiple funding also complete “Grant” reports

– An abbreviated report including only Tables 3A, 3B, 4, (part of) 5 and 6A

– Covering only those patients served in their special populations program(s)

December 2009 11

Data Pre-SubmissionTechnical Assistance

• EHB opens the 2009 UDS Reports to grantees on January 1, 2010

• Unlike prior years, no changes will be allowed following final submission of your report on or before March 31

• Making your report “ready for review” by February 15th enables you to receive reviewer technical assistance BEFORE final submission of your report

• Individual technical assistance will be provided between 1/10/2010 and 3/15/2010 (+/-) from a reviewer

• You must initiate the call for technical assistance

December 2009 12

Significant Changes in UDS Report Tables from 2008 to 2009

2009 UDS Changes: Table 3B

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Race and Ethnicity categories are consistent with

those used by the Census Bureau

In 2008 UDS, Table 3B had one table for Ethnicity and a second table

for Race. Now, both are combined as

shown here.

2009 UDS Changes: Table 6A

December 2009 14

2009 UDS added these new diagnostic

category linesin Table 6A

2009 UDS Changes: Table 6B

December 2009 15

2009 UDS changed the CPT codes for vaccines (see the

2009 UDS Reporting

Instructions for the detailed CPT code

list)

2009 UDS changed the age range from 21-64 years of age to 24-64 years of

age

2009 UDS Changes: Table 7

December 2009 16

2009 UDS reformatted UDS Table 7 to integrate Race and Ethnicity categories(see the 2009 UDS Reporting Instructions for the details)

2009 UDS Changes: Table 9D

December 2009 17

2009 UDS opened these cells for CHIP

2009 UDS Changes: Table 9E

December 2009 18

Lines 1h (ISDI) and

1i (SIMIS) removed

Lines 4 and 4aadded in 2009

Overview of the2009 UDS Process

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2009 UDS Process Overview

1. HRSA will make the UDS report available in the HRSA Electronic Handbooks (EHBs) on January 1, 2010.

2. Grantees will login to the EHBs, navigate to the UDS report, complete the report, work with their assigned UDS Report Reviewer, and finally submit it.

3. Completing the UDS report is a three step process:

a. Complete and validate tables

b. Resolve Data Audit checks

c. Submit report

4. Between 2/15/2010 and 3/15/2010, a UDS Report Reviewer/”Editor” can review your submitted report. If he/she finds errors or has questions about the data reported, he/she may request that you review/change your UDS Report. If the reviewer requests that you review/change your 2009 UDS data, you will be able to update and re-submit your report. You must submit the final version by 3/31/2010.

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You can request help from a UDS reviewer/editor to do this.You must initiate the request!

Using the HRSA EHB Systemto Report your 2009 UDS Data

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Prerequisites (All Users)

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• All users who wish to work on the UDS report must register in the HRSA EHBs

• Go to https://grants.hrsa.gov/webexternal/login.asp

Start here

Read the guidelines here

If you have registered before, you do not have to register again. Use the same username and password.Contact the HRSA Call Center if you do not remember your username or password.

Need help?Get it here

HRSA EHBs Notes

• HRSA EHBs allows you to work on your report in parts, save it online, and return to complete it later

• HRSA EHBs will drop your session after 30 minutes of inactivity (typing data is not recognized as activity until you click a Save button or navigate to another screen)

• Multiple users can work on the report at the same time– Multiple users can work on different tables at the same time

– Multiple users can work on the same table in different reports at the same time (e.g., User A can work on Table 3A in the Universal Report while User B works on Table 3A in the Migrant Health Report)

• HRSA EHBs have 2 views – one for data entry and one for review– The view for “review” appears just like the printed form

– The view for “data entry” is set up for user friendly data entry

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Logging Into EHB

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https://grants.hrsa.gov/webexternal/login.asphttps://grants.hrsa.gov/webexternal/login.asp

Navigation to UDS Report: EHB Welcome Screen

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Is this link disabled?

If it is, ask your Project Director for permission to access

Performance Reports

Navigation to UDS Report: View Portfolio Screen

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ClickView Portfolioto view your

grant portfolio

Don’t see your grant in the

list?

Add it.

Navigation to UDS Report: Grants List Screen

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ClickOpen Grant Handbook

Locate your H80Health Center Cluster grant

in the Grants List

This is the handbook for this grant

ClickPerformance Reports

Performance Reports List Screen

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UDS and other Performance reports are

listed on this page.

Note: You may need to scroll down

the list to see the UDS

Reports

Schedule Status

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Schedule Status: Describes the lifecycle

of the UDS report

Schedule Status Denotes Who’s Responsible?

Not Started This indicates that the report has never been worked on. When the new report is available in the grants handbook it will be in the 'Not Started' status.

Grantee

In Progress Clicking on the ‘Start Report’ link changes the status of the report to ‘In Progress’.

Grantee

Submitted This indicates that the report has been submitted. HRSA

Change Requested

After the report has been submitted, it is sent to the UDS reviewer. If the reviewer determines that changes are needed, the report will be made available to the grantee again for changes. The schedule status will move to 'Change Requested.’ The report will stay in this status while it is being corrected. When the changes are made and the report is re-submitted, the schedule status will revert to ‘Submitted.’

Grantee

Submission Status

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Submission Status:Describes the status of the UDS report while it is

being prepared, reviewed, or revised, either originally or in response to a request for changes.

Submission Status Denotes

Data Entry in Progress The report is in this status before it has been submitted.

Submitted This indicates that the report has been submitted.

Exempted This indicates that the report is exempt.

Note: More submission statuses will be added in the future.

Start Report

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* The UDS Report for 01/01/2009 – 12/31/2009 will appear as the first of the UDS Reports in the list. Scroll down the list of Performance Reports to view and/or print UDS Reports for previous years (e.g., 2007 and 2008).

ClickStart Report

Process Information Screen

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Click this arrowto show/hide

the side menu

Use the side menu to jump to any

section of the report

Observe your progress through the three steps to completing the report here

Gray = Not StartedBlue = In ProgressGreen = Complete

Process Information Screen

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Funded Activities(View Details)

shows your program funding

streams

Users with Permissions on

UDS Request(View Details)

shows staff that can view, edit, and/or submit on your

UDS report

Status Overview Screen

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Last NGARelated Documents

Reports

View Links:

Action:Set Preferences

Request Exemption

Report Comments

Comments from your Reviewer/Editor will

appear hear

Status Overview Screen: View Links

December 2009 35

Last NGA

Related Documents(2009 UDS Users

Guide and TA materials)

Reports(2009 UDS data)