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Health Resources and Services Administration (HRSA)

Web-Based Uniform Data System (UDS) Overview

Presented To:

Nurse Managed Health Centers (NMHC)

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Agenda

Purpose and Goals Process Overview Prerequisites Getting Help EHBs Notes Getting Started Walkthrough of UDS Forms Resources

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Purpose and Goals

Purpose To provide an overview of the process for completing and submitting UDS reports. To visually highlight key steps and procedures in the process. To introduce the new HRSA EHBs user interface as it has been implemented for

UDS. To inform users of the available resources provided to give additional information. To answer any questions from NMHCs regarding the process.

Goals To provide technical assistance to Nurse-Managed Health Centers.

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Purpose and Goals (Continued)

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

system.

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Process Overview

1. HRSA will make the UDS report available in the HRSA Electronic Handbooks (EHBs) on April 1st.

2. NMHCs will log in to the EHBs, navigate to the UDS report, complete, and then 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 NMHC with questions.

5. The editor may request changes from the NMHC. 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.

If you have registered before, you do not have to register again. Use the same username and password.

Contact the HRSA Contact Center if you do not remember your username or password.

For details, see Registration and User Accounts FAQs in the Electronic Handbooks Help and Knowledge Base for Grantees.

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Prerequisites (All Users)

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

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Prerequisites (New Users)

A. Under New Users, click Create an Account.

B. If you need help, click Click here to get started and consult Registration and User Accounts FAQs in the Electronic Handbooks Help and Knowledge Base for Grantees …

C.… or contact the HRSA Contact Center at the phone number or email address under Contact Us.

A

B

C

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Prerequisites (New Users)

All users must add the grant to their portfolio. Project Director must grant users permission to view, edit or submit the

UDS report. For details, see Grants Access and Registration FAQs in the Electronic

Handbooks Help and Knowledge Base for Grantees.

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Getting Help (All Users)

If you have questions or need more information about the prerequisites for UDS, see the Electronic Handbooks Help and Knowledge Base for Grantees. Here is how to access it:

A. Under New Users, click Click here to get started.

A

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Getting Help (All Users)

The Electronic Handbooks Help and Knowledge Base for Grantees opens in a separate window.

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Getting Help (All Users)

Choose a help topic from the list.

A. New users should consult Registration and User Accounts FAQs.

B. New and existing users should consult Grants Access and Registration FAQs, if necessary.

AB

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HRSA EHBs Notes

HRSA EHBs allows users to work on their report in parts, save it online, and return to complete it later.

Multiple users can work on the report at the same time. HRSA EHBs have two views – one for data entry and one for review: The view for “data entry” is set up for user friendly data entry; The view for “review” appears just like the printed form.

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Logging In

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

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Navigating to the UDS Report: Grants Tab

The Welcome page opens.

A. Click the Grants tab in the Top Navigation panel.

B. A user returning to a report in progress can simply click the link under My Recently Accessed on the Welcome page.

A

B

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Navigating to the UDS Report: My Grant Portfolio

The My Grant Portfolio – List page opens.

A. Locate the appropriate grant, and then click Grant Folder under Options.

A

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Navigating to the UDS Report: Grant Folder Home

The Grant Home page opens.

A. Under Submissions, click Performance Report.

A

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Navigating to the UDS Report: Submissions Search

The Submissions – All page opens, displaying Search Filters. Enter search parameters to find your UDS report (A), and then click

Search (B).

B

A

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Navigating to the UDS Report: Search Result

NMHC UDS Annual Reporting is displayed in a list on the Submissions – All page.

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Submissions Page: Expanded View

A. Click the Expand button to expand (or contract) the NMHC UDS Annual Reporting report record to display additional detail.

A

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Submission Status

A. For the UDS report, the Submission Status indicates where the report is in its lifecycle. Submission Statuses are described in the table on the next slide.

A

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Submission Statuses

Submission 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 handbook, it will be in the “Not Started” status.

NMHC

In Progress Clicking on the Start Report link changes the status of the report to “In Progress.” The report remains in this status until submitted.

NMHC

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 NMHC again for changes. The program specific 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.”

NMHC

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Program Specific Status

A. Program Specific 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. Program Specific Statuses are described in the table on the next slide.

A

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Program Specific Statuses

Program Specific 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.

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Submissions Page: Options

A. The default action for the UDS Submission is displayed under Options.

B. You can click the down arrow under Options to display additional actions.

A

B

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Submissions Page: Context Menu

The Context menu lists actions that can be taken and resources to be viewed.

A. Click Start (or Edit, if the report is in progress) to open the report.

A

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UDS Report Window

The UDS report opens in a separate window. The report opens to the Status Overview page.

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Status Overview Page

The Status Overview page is the “Home” page for the UDS report.

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Status Overview Page: Notes

A. Notes appear at the top of the Status Overview page and can appear at the top of any page.

Pay careful attention to notes; they contain useful information and helpful hints.

A

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Status Overview Page: Page Header and Resources

The page header (A) and Resources (B) sections appear on every page.

You can expand or collapse the page header and/or Resources sections.

Under Resources, find links to useful materials.

All links under Resources open in separate windows.

A

B

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Status Overview Page: Report Navigation

Use the Left Navigation panel to navigate the sections of the report.

The Left Navigation panel lists all sections in the report.

An icon next to the section name indicates the completion status of that section.

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Status Overview Page: Left Navigation Panel

The Left Navigation panel is displayed by default on the Status Overview Page.

It is available from all pages, even when it is not displayed.

A. To show (or hide) the Left Navigation panel, click the arrow button.

A

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Status Overview Page: Top Navigation Panel

A. In the same way, you can click the Contract/Expand button to show (or hide) the Top Navigation panel.

A

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Status Overview Page: UDS Report Status Table

The UDS Report Status table on the Status Overview page shows all sections of the report and the completion status of each section.

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UDS Report Status Table: Completion Statuses

Symbol Status Denotes

Not Started All report tables are initially in “Not Started” status. Navigating to a table causes the status to move to “In Progress.”

In Progress Data entry is in progress. The table remains in this status while data is entered and saved. Data will be saved as long as there are no critical errors.

Complete This status only applies to the Data Audit page. The page will move to this status when you have run the Data Audit Report and it produces no errors or exceptions.

Validated For all tables, when you have entered all the data and there are no critical or regular errors, the status will move to “Validated” when you mark the table as complete.

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UDS Report Status Table: Updating Sections

Click Update under Options to open a section for editing. You can update any section, even those marked as “Complete” or

“Validated.” (Doing so may cause the status to revert to “In Progress.”)

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Contact Information: Navigation

We have opened the Contact Information page.

Remember, in all report sections, you can click the Left Navigation button (A) to show (or hide) the Left Navigation panel.

You can use the Left Navigation panel to navigate to any section of the report, or to return to the Status Overview page.

A

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Contact Information

This is the Contact Information form.

A. You must provide a UDS Contact. This is the person to whom the reviewer will turn if there are questions about the data.

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

A

B

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Contact Information: Add or Update Contacts

A. Click Add to enter information for contacts, or click Update to update existing contact information.

A

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Contact Information: Marking a Page as Complete

A. Enter comments, if desired.

B. Choose Mark As Complete from the Select menu, and then click Go.

B

A

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Patients by ZIP Code

This is the Patients by ZIP Code form.

A. To add ZIP Codes and enter patient data manually, click Add ZIP Codes.

A

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Patients by ZIP Code: Add New ZIP Codes

A. Enter ZIP Code and patient data. You can enter up to five sets of ZIP Code and patient data at a time.

A

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Patients by ZIP Code: Add New ZIP Codes

A. Click Add More Rows to add ten additional rows. Repeat as many times as necessary.

A

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Patients by ZIP Code: Add New ZIP Codes

A. Click Save to save the data.

B. Zip codes that have been entered appear under List of Existing ZIP Codes. Check to ensure there are no duplicates.

A

B

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Patients by ZIP Code: Add New ZIP Codes

A. When finished, click Save and Continue to return to the main page.

A

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Patients by ZIP Code: Import ZIP Codes

A. After the first year of reporting, you will be able to import ZIP Codes from prior year data.

Since this is the first year of reporting, this feature is not currently available. A

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Patients by ZIP Code: Update Patient Information

A. For ZIP Codes you imported (if any), click Update under Options to enter patient information.

B. To update multiple ZIP Codes, check boxes to select them, and then click the Update button.

A

B

B

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Other ZIP Codes and Unknown Residence

A. Enter patient numbers under Other ZIP Codes and Unknown Residence, if applicable.

A

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Data Entry Errors

A. When data entry produces errors, an advisory appears at the top of the page. A summary of system messages is given on the next slide.

A

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Errors/System Messages

Message Type Symbol Denotes

Critical ErrorCritical 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 ErrorRegular 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.”

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

SuccessSuccess 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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Walkthrough: Table 3A

Table 3A is Patients by Age and Gender.

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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Walkthrough: Table 3B

Table 3B is Patients by Hispanic or Latino Identity / Race / Language.

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Walkthrough: Table 4

Table 4 is Selected Patient Characteristics.

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Walkthrough: Table 5

Table 5 is Staffing and Utilization. Table 5 is a long form (and so are several others).

A. You can click the arrows to hide sections as you complete them.

A

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Walkthrough: Table 5A

Table 5A is Tenure for Health Center Staff.

A. Click INSTRUCTIONS in the Notes section at the top of the page to display instructions for completing this table.

A

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Walkthrough: Table 6A

Table 6A is Selected Diagnoses and Services Rendered.

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Walkthrough: Table 6B

Table 6B is Quality of Care Indicators.

A. NMHCs that do not provide prenatal services should check the No Prenatal Care Provided box and click Update to disable data entry on the relevant section of Table 6B.

A

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Walkthrough: Table 7

Table 7 is Health Outcomes and Disparities. It has three parts.

Data entry for Table 7 is by Category, not by alphabetical section.

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Walkthrough: Table 7

Table 7 starts with Deliveries and Birth Weight by Race & Ethnicity (Hispanic/Latino) …

…then by Race & Ethnicity (Non-Hispanic/Latino).

A. NMHCs that do not provide perinatal/prenatal services should check the No Perinatal/Prenatal Care Provided box and click Update to disable data entry on the relevant section of Table 7.

A

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Walkthrough: Table 7

Table 7 continues toHypertension and Diabetes categories, again by Race & Ethnicity (Hispanic/Latino and Non-Hispanic/Latino).

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Walkthrough: Table 8A

Table 8A is Financial Costs.

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Walkthrough: Table 9D

Table 9D is Patient Related Revenue.

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Walkthrough: Table 9E

Table 9E is Other Revenues.

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Electronic Health Record Capabilities

This slide shows the Electronic Health Record Capabilities questionnaire.

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Report Comments

This slide shows the report comments form.

In each section of the UDS report, a text box is provided in which you can enter comments that pertain to that section.

You can use the report comments to enter comments that pertain to the UDS report as a whole.

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Data Audit Report

Before you may submit your UDS report, you must run the Data Audit Report and address any issues it identifies.

You may run the Data Audit Report as soon as data entry is complete for one table and that table is in “Validated” status.

You must run the Data Audit Report when data entry is complete and all tables are in “Validated” status.

Running the data audit report generates a list of errors that exist between tables and audit exceptions (questionable data). These are collectively called “Edits.”

Correct the errors and either correct or explain the exceptions the Data Audit Report generates.

Running the Data Audit Report may be an iterative process, whereby you run the report, clear the edits, and then run the report again to ensure it generates no new edits.

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Data Audit Report

A. Each edit has a unique code. Use this edit code for communication with the reviewer of your report.

B. You can display all edits, only those pending review, or only those that have been reviewed and explained.

C. Once an edit in the “Pending” status is explained, its status changes to “Explained.”

AB

C

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Data Audit Status – Error

A. Edits marked with red icons are errors. Edit 291 indicates that a data discrepancy exists between Tables 3A and 3B. It must be corrected.

B. Actual values you have entered in the report are given in parentheses within the error message.

C.Use the link provided under Options to go to the recommended table to correct the data …

D.… or click the down arrow to go to either of the tables to correct the data.

A

B

C

D

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Data Audit Status – Exception

A. Edits marked with yellow icons are exceptions. Exceptions may be corrected or explained, as appropriate.

B. Use the link provided under Options to correct the error or open a text entry field and add an explanation.

A

B

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Review Page

A. Click View to open a printable (HTML format) version of any section of the report.

A

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Submit Page

A. Follow the instructions to sign the UDS report.

B. Click Submit Report.

B

A

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Post-Submission

All electronic interaction will be via the EHBs system!

A message will be sent to the UDS report editor that your UDS report is ready for review.

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

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

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

A read-only (HTML format) copy of your report is always available to you in the EHBs, even after you have submitted it.

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.

HRSA Contact Center

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

Email: callcenter@hrsa.gov

Phone and/orEmail

EHB accounts and user access help by phone or email. Do not use this resource for program questions.

UDS Help Desk

Call 1-866-UDS-HELP (1-866-837-4357) or email udshelp330@bphcdata.net

Phone and/orEmail

Help with UDS content questions by phone or email.

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In Conclusion…

Submit feedback through your project officer.

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

UDS Overview