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

“New Start” Grantee Technical Assistance Call

December 15, 2009

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Agenda

• Understanding the 2009 Uniform Data System (UDS) Report

• Preparing for Reporting Your 2009 UDS Report

• 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

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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

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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

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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)

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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

Establishing New Grantee Users on the EHB System

with Privileges to work onReporting your 2009 UDS Data

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Permitting Staff to Work on Your 2009 UDS Report in EHB

• We understand that multiple people can work concurrently on our 2009 Uniform Data System (UDS) report in EHB. How do we add new users in the EHB for reporting the 2009 UDS data?

• What does a new user have to do to establish an account in the EHB?

• What does the grantee’s EHB Project Director have to do to allow the new user to work on the grantee’s UDS Reports?

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4 Steps to Adding New EHB Users for Reporting UDS Data

• Step 1 – The New User must create an EHB account

• Step 2 – The New User must associate the current H80 grant with their account (add the grant to their EHB portfolio)

• Step 3 – The Grantee’s EHB Project Director (PD) must allow the new user to access the grant

• Step 4 – The Grantee’s EHB PD must give the new user access privileges to view and edit EHB Performance Reports (UDS Reports are Performance Reports in the EHB)

Help Getting Started in the HRSA EHBshttps://grants.hrsa.gov/webexternal/Login.asp

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Creating an Account in theHRSA EHBs

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Step 1

Step 2

Step 3

Creating an Account in theHRSA EHBs

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Security question options

Links to Help inCreating an Account

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Selected fields have Help links

Creating an Account Confirmation

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Registering Your Account with Your Grantee Organization

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Unless directed otherwise,

pick the Other Employee

role …

… and select this purpose …

… and click Continue

Registering Your Account with Your Grantee Organization

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Search Options for Finding youGrantee Organization

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Registering Your Account with Your Grantee Organization

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Registering Your Account – Requesting Access from the Project Director

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As a new EHB user, you associated yourself with the grant but the grantee’s PDmust approve the request.

You can also request the EHB privileges that you think you

may need.

To proceed, click theContinue button.

Registering Your Account – Requesting Access from the Project Director

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Attempting to View Portfoliobefore the PD has Granted Access

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Project Director’s Steps to AllowingNew Users to Work on the Grant

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Step 1 – Open the current H80 grant handbook

Step 2 – Click this option to manage new users

Project Director’s Steps to AllowingNew Users to Work on the Grant

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Click the Go buttonafter selectingdesired option

Project Director’s Steps to AllowingNew Users to Work on the Grant

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Project Director Confirms New User’s Access to the Grant in EHB

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Approved Access Confirmation ScreenNext Step: Provide Privileges to New User

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Step 1 done!

Click here forStep 2

Project Director GrantsEHB Privileges to the New User

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If you wish the staff person to enter and/or edit UDS data in EHB, you must select Edit.

Confirmation of Granting New User’s EHB Privileges

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The New User can now Open theGrant Handbook and see Performance Reports

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Additional UDS training materials are on the UDS website and available via the links in

the EHB UDS Performance

Report

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