INSTRUCTIONS BY TABLE

This section provides an overview of the UDS report and detailed instructions for completing each UDS table.

Overview of UDS Report 

 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, and Public Housing Primary Care grantees unless a grantee funded under one specific program receives no other BPHC funding. No Grant Report is submitted for the portion of multiply funded grantee’s activities supported by the Community Health Center grant or School Based Health Center Program (SBHC).

The Universal Report provides a comprehensive picture of all activities within the scope of BPHC-supported projects. In this report grantees should report on the total unduplicated number of patients and activities within the scope of projects supported by any and all BPHC primary care programs covered by the UDS.

For Grant Reports, grantees provide data on the patients and activities within that part of their program which is funded under a particular grant or was supported by the SBHC program through FY 2004. Because a patient can receive services through more than one type of BPHC grant, and not all grants are reported separately, totals from the Grant Reports cannot be aggregated to generate totals in the Universal Report.

Grantees that receive only one BPHC grant are required to complete only the Universal Report. Agencies with multiple BPHC grants, complete a Universal Report for the combined projects and a separate grant report for each Migrant, Homeless, and/or Public Housing program grant. Examples include the following:

-          A CHC grantee (Section 330e) that has a Health Care for the Homeless grant (Section 330h) completes a Universal Report and a Homeless Grant Report--but does not complete a Grant Report for the CHC grant.

-          A CHC grantee (Section 330e) that also has Migrant Health (Section 330g) and Homeless (Section 330h) grants, completes a Universal Report, a Grant Report for the Homeless grant, and a grant report for the Migrant grant.

NOTE: The reporting system will automatically identify the reports which must be filed and prompt the grantee if one is left out.

If the reporting grantee provides services through a contract with another organization that is the direct recipient of a BPHC grant, both entities report the patients, utilization, costs and revenues associated with those patients, though only the grantee will have a Grant Report to complete.

The table below indicates which tables are included in the Universal Report and Grant Reports. Also listed are tables that have been deleted from the UDS since the system was initiated in 1996. No further reference to any of the deleted tables is made in this Manual.

INSTRUCTIONS for ZIP CODE DATA  

Patient By Zip Code:

Grantees must report the number of patients by zip code for all patients. This information will enable BPHC to better identify areas served by health centers as well as minimize problems arising as a result of service area overlap.

·         It is the BPHC’s goal to identify residence by zip code for all patients served, but it is understood that residence information may not be available for all patients. This is particularly true for centers that serve transient groups. Special instructions cover two of these groups:

o        Homeless Patients: While many homeless patients live in shelters, transitional housing, and other locations for which a zip code can be obtained, others – especially those living on the street -- do not know or will not share an exact location. Where a zip code location cannot be obtained or the location offered is questionable, grantees should use the zip code of the location where the patient is being served as a proxy. Similarly, if the patient has no other zip code and receives services on a mobile van, the zip code of the site in which services are being offered should be cited where this information is available.

o        Migrant Patients:  Many Migrant Farm Workers may have a permanent residence in a community far from the location of their work and the site where they are receiving services.  For the purpose of the UDS report, grantees are to use the zip code of the patient's temporary housing location near the service delivery location.

For the small number of patients for whom residence is not known or for whom a proxy is not available, residence should be reported as “Unknown”.

Although grantees are expected to report residence by zip code for all patients, it is recognized that large centers, as well as those located in tourist or hunting/fishing locations may draw a small number of patients from a large number of zip codes. To ease the burden of reporting, zip codes with less than ten patients may be aggregated and reported in an “Other” category. At a minimum, health centers should report 80 percent of patients with known zip codes by individual zip code.

Questions and Answers for ZIP code reporting

1. Are there any changes to this table?

Information previously reported on the “Cover Sheet”, other than zip code information, is no longer reported.

2. Do we need to collect information on and report on the zip code of all of our patients?

Yes. Instead of asking that individual sites be identified by area served, grantees are to report on the zip codes of their patients. Although grantees are expected to report residence by zip-code for all patients, it is recognized that large centers may draw a small number of patients from a large number of zip-codes. To ease the burden of reporting, zip codes with less than 10 patients may be aggregated and reported in an “Other” category. At a minimum, health centers should report 80% of patients with known zip codes by individual zip code.

3. Does the number of patients reported by zip code need to equal the total number of unduplicated patients reported on Tables 3A, 3B and 4?
Yes. The number of patients reported by zip code on the Cover Sheet Patients by Zip Code must equal the number of total unduplicated patients reported on Tables 3A, 3B and 4. If zip code information is missing for a small number of patients, residence can be reported as unknown.

Patients By ZIP CODE

Note: This is a representation of the form, however the actual on-line input process will look significantly different, as may the printed output from the EHBs.