using the hrsa ehb to report 2009 uniform data system (uds) data “veteran” grantee technical...
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Using the HRSA EHB to Report2009 Uniform Data System (UDS) Data
“Veteran” Grantee Technical Assistance Call
December 16 and 17, 2009
December 2009 2
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
December 2009 3
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
December 2009 4
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
December 2009 7
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: ([email protected])
– The BPHC UDS Web site (http://www.bphc.hrsa.gov/uds/)• 2009 UDS Training Schedule• 2009 UDS Technical Assistance links and manuals
December 2009 9
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
December 2009 23
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
December 2009 34
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)