1. Using the HRSA EHB to Report 2009 Uniform Data System (UDS) Data “New Start” Grantee Technical Assistance Call December 15, 2009

2. December 2009 2 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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)udshelp330@bphcdata.net –The BPHC UDS Web site (http://www.bphc.hrsa.gov/uds/)http://www.bphc.hrsa.gov/uds/ 2009 UDS Training Schedule 2009 UDS Technical Assistance links and manuals

9. 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 15 th. 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

10. December 2009 10 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)

11. December 2009 11 Data Pre-Submission Technical 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 15 th 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

12. Establishing New Grantee Users on the EHB System with Privileges to work on Reporting your 2009 UDS Data December 2009 12

13. December 2009 13 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?

14. December 2009 14 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)

15. Help Getting Started in the HRSA EHBs https://grants.hrsa.gov/webexternal/Login.asp https://grants.hrsa.gov/webexternal/Login.asp December 2009 15

16. Creating an Account in the HRSA EHBs December 2009 16 Step 1 Step 2 Step 3

17. Creating an Account in the HRSA EHBs December 2009 17 Security question options

18. Links to Help in Creating an Account December 2009 18 Selected fields have Help links

19. Creating an Account Confirmation December 2009 19

20. Registering Your Account with Your Grantee Organization December 2009 20 Unless directed otherwise, pick the Other Employee role … … and select this purpose … … and click Continue

21. Registering Your Account with Your Grantee Organization December 2009 21

22. Search Options for Finding you Grantee Organization December 2009 22

23. Registering Your Account with Your Grantee Organization December 2009 23

24. Registering Your Account – Requesting Access from the Project Director December 2009 24 As a new EHB user, you associated yourself with the grant but the grantee’s PD must approve the request. You can also request the EHB privileges that you think you may need. To proceed, click the Continue button.

25. Registering Your Account – Requesting Access from the Project Director December 2009 25

26. Attempting to View Portfolio before the PD has Granted Access December 2009 26

27. Project Director’s Steps to Allowing New Users to Work on the Grant December 2009 27 Step 1 – Open the current H80 grant handbook Step 2 – Click this option to manage new users

28. Project Director’s Steps to Allowing New Users to Work on the Grant December 2009 28 Click the Go button after selecting desired option

29. Project Director’s Steps to Allowing New Users to Work on the Grant December 2009 29

30. Project Director Confirms New User’s Access to the Grant in EHB December 2009 30

31. Approved Access Confirmation Screen Next Step: Provide Privileges to New User December 2009 31 Step 1 done! Click here for Step 2

32. Project Director Grants EHB Privileges to the New User December 2009 32 If you wish the staff person to enter and/or edit UDS data in EHB, you must select Edit.

33. Confirmation of Granting New User’s EHB Privileges December 2009 33

34. The New User can now Open the Grant Handbook and see Performance Reports December 2009 34 Additional UDS training materials are on the UDS website and available via the links in the EHB UDS Performance Report

35. Overview of the 2009 UDS Process December 2009 35

36. 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. December 2009 36 You can request help from a UDS reviewer/editor to do this. You must initiate the request!

37. Using the HRSA EHB System to Report your 2009 UDS Data December 2009 37

38. Prerequisites (All Users) December 2009 38 All users who wish to work on the UDS report must register in the HRSA EHBs Go to https://grants.hrsa.gov/webexternal/login.asphttps://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

39. 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 39

40. Logging Into EHB December 2009 40 https://grants.hrsa.gov/webexternal/login.asp

41. Navigation to UDS Report: EHB Welcome Screen December 2009 41 Is this link disabled? If it is, ask your Project Director for permission to access Performance Reports

42. Navigation to UDS Report: View Portfolio Screen December 2009 42 Click View Portfolio to view your grant portfolio Don’t see your grant in the list? Add it.

43. Navigation to UDS Report: Grants List Screen December 2009 43 Click Open Grant Handbook Locate your H80 Health Center Cluster grant in the Grants List This is the handbook for this grant Click Performance Reports

44. Performance Reports List Screen December 2009 44 UDS and other Performance reports are listed on this page. Note: You may need to scroll down the list to see the UDS Reports

45. Schedule Status December 2009 45 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 SubmittedThis 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