health resources and services administration (hrsa)

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Health Resources and Services Administration (HRSA)

Presented To:

GranteesTBD

Web-Based Uniform Data System (UDS) Overview

UDS Overview

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Agenda

Purpose and Goals

Process Overview

Prerequisites

EHBs Notes

Walkthrough of UDS Forms

Resources

UDS Overview

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Purpose and Goals

Purpose To provide an overview of the process for completing and submitting the UDS

report

To visually highlight key steps and procedures in the process

To communicate the resources available to applicants for more information

To answer any questions from grantees regarding the process

Goals To provide technical assistance to grantees

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Purpose and Goals (Continued)

Caveat This presentation does not cover programmatic aspects of the Uniform Data Entry

system

For detailed information on UDS and the data to be reported, refer to BPHC’s UDS 2011 Reporting Manual

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Process Overview

1. HRSA will make the UDS report available in the HRSA Electronic Handbooks (EHBs) on January 1, 2011.

2. Grantees will login to the EHBs, navigate to the UDS report, complete and submit it.

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

a. Complete and validate tables

b. Resolve Data Audit checks

c. Review and submit report

4. Once the report is submitted, the reviewing process begins. The reviewer (“Editor”) may contact the grantee with questions.

5. The editor may request changes from the grantee. If this is the case, the report will be made available in the EHBs again and must be resubmitted.

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Prerequisites (All Users)

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

UDS Overview

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

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Prerequisites (All Users)

All users must add the grant to their portfolio You will need the grant number (from box 4b from most recent NGA). If you are the Project Director, you will be given immediate access to the

grant; otherwise, you will get access to the grant when the Project Director gives it to you.

UDS Overview

Click Add to Portfolio to add a grant to your

portfolio

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Prerequisites (Project Director)

Project Director must grant users permission to view, edit or submit the UDS report

UDS Overview

Click Control How Others Can Work on Submissions to set up permissions for

other users

Open the Grant Handbook for the Health Center Cluster

grant

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Access Privileges

UDS Overview

Privilege Access Level

View Access the read-only version of the entire report for the current year Access the submitted read-only version of the entire report for all previous years*

Edit

Ability to enter and save the data in the electronic forms for all the report tables Ability to perform edit checks on the data and validate the data in the report Access to view the UDS reviewer change requests and comments

In addition, all access associated with the 'View' privilege

Submit Ability to submit the report once the data has been entered and validated

In addition, all access associated with the 'View' and 'Edit' privileges

UDSis a “performance report”

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HRSA EHBs Notes

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

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 two 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 In

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

UDS Overview

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Navigation to UDS Report: Welcome Page

Is this link disabled?

UDS Overview

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

Performance Reports

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Navigation to UDS Report: Welcome Page

ClickView Portfolio

to view your grant portfolio

UDS Overview

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Navigation to UDS Report: Grant Portfolio

Don’t see your grant in the list?

Add it.

UDS Overview

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Navigation to UDS Report: Grant Portfolio (Cont’d)

ClickOpen Grant Handbook

Locate yourHealth Center Cluster grant

in the Grants List

UDS Overview

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Navigation to UDS Report: Grant Handbook

ClickPerformance Reports

This is the handbook for this grant

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Performance Reports List Page

UDS and other Performance reports are

listed on this page.

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UDS in Performance Report List

UDS Overview

Search button

Click the Search button to search for previous year

reports*

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Schedule StatusSchedule 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

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Submission Status

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.

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Start Report

ClickStart Report

UDS Overview

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UDS Report Window

UDS Overview

UDS Report opens in a separate window

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Process Information Page

Click this arrowto show/hide

the side menu

UDS Overview

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Use the side menu to jump to any

section of the report

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UDS Overview

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

Gray = Not StartedBlue = In ProgressGreen = Complete

508 Compliant!

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Links to useful resources are provided here.

UDS Overview

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Click Show Details to display a list of

funding streams and duration of funding.

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Click Show Details to display a list of users with permissions to work on the

UDS report.

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Use the buttons at the bottom of the page to save data entered or, in this

case, to proceed to the next screen.

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Status Overview Page

The Status page shows all the

sections of the report and the completion

status of each section.

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UDS Report Status Table

A [+] or [-] appears for tables that are in both the universal and the grant reports (i.e., Tables 3A, 3B,

4, 5 and 6A) and for Table 7, which has three pages.

UDS Overview

508 Compliant!

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Overall completion status of a table depends on the completion status of the individual reports for that

table.

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Status Denotes

Not StartedAll the reports of a Table are initially in the ‘Not Started’ status. Navigating to the Table from the side menu link or by clicking on the ‘Update’ link in the report status, will update the status of the page to ‘In Progress’

In ProgressThe page will remain in this status until all the data has been entered and has been saved. The data on the page will be saved as long as there are no errors on the page

CompletedOnce you have entered all the data within each page and there are no errors on the page, the page status will be changed to ‘Completed’

Validated

For Tables that have grant specific reports (i.e. Tables 3a, 3b, 4, 5 and 6a), the page will change to ‘Validated’ if there are no errors between the universal and the grant specific reports. For all other Tables, the pages will move to ‘Validated’ as soon as its status changes to ‘Completed’

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Click Updateto open a page for editing

You can update any page, even those marked

‘Completed’ or ‘Validated.’ Doing so may cause the

status to revert to‘In Progress.’

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Contact Information

Project Director information is pre-populated from user account information in the

EHBs

Click Add toenter information

for other contacts or Click Update Information to

update existing contact information.

UDS Overview

You must provide a UDS Contact. This is the person to whom the

reviewer will turn if there are questions about the data

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Service Area Information

Click Add to New zip codes and enter patient data

UDS Overview

Click Update to enter patients by zip code

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Patients by ZIP Code – Add New Zip Codes

Enter zip code and patient data.

You can enter up to ten sets of zip code and patient

data at a time.

Click Save to save the data.

Zip codes that have been entered appear here. Check to ensure there

are no duplicates.

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Check boxes to select one or more rows and then click the appropriate button to update

or delete the data

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For these two rows,enter the data here

UDS Overview

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Tables in the Universal and Grant Reports

This tab indicates the current report for tables in both the universal

and the grant reports(i.e., Tables 3A, 3B, 4, 5 and 6A).

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Errors

When data entry produces errors, an advisory appears

at the top of the page.

Fields where errors occur are highlighted.

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Errors

Symbol Denotes

Critical Error. This kind of error must be corrected in order for the system to save your data. If one or more errors of this kind appear on the page and are not corrected, the system will not save the data entered after the last successful save.

Regular Error. This kind of error will let you save the data, but with these errors existing on the page, the system will not change the status of a page to ‘Complete’. If these errors occur between the Universal and Grant specific reports, the system will not change the status of the Table to ‘Validated’ until you correct them.

Exception. This denotes either a discrepancy or an inconsistency in the data entered in the reports. Exceptions in the report will be shown to you when you execute the Data Audit Report. These need to either be corrected or justified.

Information. This is a note to alert you to any important information on your report

Success Message. This denotes that a particular process has been executed successfully. This can appear anytime data is successfully saved or submitted.

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Table 3A: Patients by Age/Gender

UDS Overview

Helpful instructions that explain what is expected on the page appear at the top of

every table.Click Show Full Instruction.

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Table 3B: Patients by Race/Ethnicity/Language

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Table 4: Selected Patient Characteristics

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Table 5: Staff and Utilization

UDS Overview

This is a long form.Click here to hide sections

once they have been completed.

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Table 6A: Selected Diagnoses and Services Rendered

UDS Overview

This is a long form.You can click here to expand

or collapse individual sections.

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Table 6B: Quality of Care Indicators

Grantees who do not provide perinatal/prenatal services should check this box and click Update to disable data entry on the relevant

section of the table.

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Table 7: Health Outcomes and Disparities

Use this dropdown list to access the other

reports for this table.Choose the report from

the list and click Go.

Grantees who do not provide perinatal/prenatal services should check this box and click Update to disable data entry on the relevant

section of the table.

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Table 7: Health Outcomes and Disparities (Cont’d)

Table 7 starts withDeliveries and Low Birth Weight

By Race (Hispanic/Latino)…

Note: Data entry for Table 7is by Category.

not by alphabetical section!(This may not match the 2011 UDS

Reporting Instructions manual)

UDS Overview

…then By Race (Non-Hispanic/Latino)…

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Table 7: Health Outcomes and Disparities (Cont’d)

… then moves toHypertension and Diabetes

categories, again by race and ethnicity.

Note: Data entry for Table 7is by Category.

not by alphabetical section!(This may not match the 2011 UDS

Reporting Instructions manual)

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Table 8A: Financial Costs

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Table 9D: Patient Related Revenue

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Table 9E: Other Revenues

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EHR Information

UDS Overview

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Report Comments

UDS Overview

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Data Audit Report

When data entry is complete and all tables are in ‘Validated’ status, you must run the data audit report.

The data audit report is a list of errors that exist between the pages of the different tables in the report and audit exceptions that exist either in a particular page or between multiple pages of a report.

Run the Data Audit Report to generate the list of data errors and exceptions (collectively called ‘edits’).

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Data Audit Report

You can display all edits, only those pending review, or only those that

have been reviewed and explained.

Each edit has a unique code. Use this code for communication with the

reviewer of your report.

Once an edit in the ‘Pending Review’ status is justified, its status changes

to ‘Reviewed-Explained.’

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Data Audit Status – Error

This is an error.It must be corrected.

Note that the discrepancy exists between Tables 3A

and 4.

Use the link providedto go to either of the tables

to correct the data.

Actual values you have entered in the report are

given in ( ) within the error message.

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Data Audit Status – Exception

This is an exception.It must be corrected or

explained, as appropriate.

Use the link providedto open a text entry field

to explain this item.

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Review Page

Click View to open a printable (HTML format)

version of any section of the report.

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Submit Page

Click Proceed to Submit to start submission

process, where users with permission sign and

submit the UDS report.

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Post-Submission

All electronic interaction will be via the EHBs system!

A message will be sent to the 2011 UDS Report editor that your 2011 UDS Report is ready for review

The UDS editor will use both automated and manual approaches to review your 2011 UDS submission

The UDS review contractor will initially contact the Grantee Contact Person with questions and/or comments

The UDS review contractor will work with you to resolve any errors or edit checks in your 2011 UDS Report. You will use the EHBs system to make any changes to your 2011 UDS Report.

You will always be able to view your submission in read-only format.

An export to XML (Extended Markup Language) function will be provided.

Other enhancements are on the horizon.

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Resources

Resource Type Purpose

https://grants.hrsa.gov/webexternal/home.asp Website HRSA Electronic Handbooks URL.

https://performance.hrsa.gov/hab/ehbdemo/cadr/ Flash Video

Audio/visual presentation for EHBs registration, adding grants to your portfolio, project director registration and accessing the grant handbook.

http://bphc.hrsa.gov/uds/2008manual/default.htm Program guidance

Online version of BPHC’s UDS 2011 Reporting Manual

Phone: 877-Go4-HRSA/877-464-4772;301-998-7373 (9:00 AM to 5:30 PM ET M-F)

Email: [email protected]

Phone and/orE-mail

System help by phone or via e-mail. Do not use this for program questions.

Call 1-866-UDS-HELP (1-866-837-4357) or email [email protected]

Or call the BPHC Help Desk at 1-301-443-7356 or email [email protected]

Phone and/orE-mail

Program help by phone or e-mail.

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In Conclusion…

Submit feedback through your project officer.

We’re here to help every step of the way!

UDS Overview

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