The Health Center Program: Uniform Data System 2007 Reporting Manual

Introduction

This 12th edition of the Bureau of Primary Health Care's User's Manual: Uniform Data System (UDS) updates all instructions and modifications issued since the first UDS reporting year (1996). This Manual supersedes all previous manuals, including instructions provided on the BPHC Web site prior to October 2007.

The Manual includes:

• a brief introduction to the Uniform Data System,
• instructions for submitting the UDS,
• definitions of terms as they are used in the UDS and
• detailed instructions for completing each table.

Where relevant, the table-specific instructions also include a set of "Questions and Answers", addressing issues that are frequently raised when completing the tables. Three appendices are included which: (A:) list personnel by category and indicate whether or not they produce countable "encounters" for the purpose of the UDS; (B:) define types of service as used in the UDS, and (C:) describe how to report issues which have impact on multiple tables. It is suggested that the detail in Appendix C be checked if any of the issues listed on the first page are relevant to the submitting grantee.

The UDS is an integrated reporting system used by all grantees of the following primary care programs administered by the Bureau of Primary Health Care (BPHC), Health Resources and Services Administration:

• Community Health Center, as defined in Section 330(e) of the Health Centers Consolidation Act as amended;
• Migrant Health Center, as defined in Section 330(g) of the Act;
• Health Care for the Homeless, as defined in Section 330(h) of the Act;
• Public Housing Primary Care, as defined in Section 330(i) of the Act.

BPHC collects data on its programs to ensure compliance with legislative mandates and to report to Congress, OMB, and other policy makers on program accomplishments. To meet these objectives, BPHC requires grantees submit a core set of information annually that is appropriate for monitoring and evaluating performance and for reporting on annual trends. The UDS is the vehicle used by BPHC to obtain this information.

The UDS includes two components:

• The Universal Report is completed by all grantees. This report provides data on services, staffing, and financing across all programs . The Universal Report is the source of unduplicated data on BPHC programs.
• The Grant Reports are completed by a sub-set of grantees who receive multiple BPHC grants . These reports repeat all or part of the elements of five of the Universal Report tables. They provide comparable data for that portion of their program that falls within the scope of a project funded under a particular grant. Separate Grant Reports are required for the Migrant Health Center, Homeless Health Care, Public Housing Primary Care. HRSA will no longer require the collection of separate information about School-Based Health Center report.. No Grant Report is submitted for the portion of multi-funded grantee's activities supported by the Community Health Center grant.

The UDS is composed of 13 tables intended to yield consistent operational and financial data that can be compared with other national and State data and trended over time. A brief introduction to the UDS tables follows:

• Center/Grantee Profile Cover Sheet: Includes contact information for key positions and organization information including service delivery site locations and zip codes of patients served.
• Table 2: Reports on 76 types of services offered by the grantee and the delivery method(s) used, if any, to provide these services.
• Table 3A: Provides a profile of patients by age and gender.
• Table 3B: Provides a profile of patients by race, ethnicity and language.
• Table 4: Provides a profile of patients by poverty level and third party insurance source. Reports the number of special population patients receiving services.
• Table 5: Reports staffing full-time equivalents by position, and encounters and patients by provider type and service type.
• Table 6: Reports patients and encounters for selected diagnoses and services.
• Table 7: Provides a profile of patients receiving prenatal services, birth outcomes reported by race and ethnicity, and other perinatal care information.
• Table 8A: Details direct and indirect expenses by cost center.
• Table 8B: Details direct expenses for enabling services.
• Table 9C: Reports revenues, expenses and other information for managed care programs.
• Table 9D: Reports full charges, collections and allowances by payor.
• Table 9E: Reports non patient-service income.

The UDS report is always a calendar year report. Agencies whose funding begins, either in whole or in part, after the beginning of the year, or whose funding is terminated, again either in whole or in part, before the end of the year, are nonetheless required to report on the entire year to the best of their ability.

Persons served by BPHC-supported clinics are referred to as "patients." Inconsistent language, referring to such persons as "patients", "clients", or "users" has led to some confusion in the past. There is no intent to change the individuals who are being counted or reported on in the UDS process. All persons previously referred to and counted under any of these terms will continue to be counted in the UDS.

HRSA will no longer require the collection of separate information about School-Based Health Center report.

PUBLIC BURDEN STATEMENT

Public reporting burden for this collection of information is estimated to average 24 hours per response for the Universal Report and 16 hours per response for the Grant Report, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to HRSA Reports Clearance Officer; 5600 Fishers Lane , Room 10-33, Rockville , Maryland , 20857 . OMB No. 0915-0193; Expiration Date : 07/31/2010