Co-Hosted UDS 2008-09 Training Conferences Available for State and Regional PCAs

The Bureau of Primary Health Care is pleased to announce the latest in an ongoing series of training sessions on th Uniform Data System (UDS). This training program is being offered to State and Regional primary care associations who wish to partner with the Bureau in hosting these sessions.

UDS training will be provided by BPHC's UDS contractor, John Snow Inc. This year, because of the implementation of both the new web-based submissions and the new clinical measures, additional time is being provided; the UDS will be due on Tuesday, March 3rd, 2009. Training will also be delayed somewhat, and will be scheduled during the periods October 19th through December 19th, 2008 and January 5th through February 20th, 2009. Training sessions start in the morning, often requiring some participants to travel to the central training point the day before the training.

The first day of the Training Conference will be a full day session: Preparing the 2008 UDS Report. It addresses each of the tables with an emphasis on the changes that have been made to many of the tables. This will include a review of the new clinical measures tables (Table 6B and 7) but in less depth than was provided this summer. (A complete list of changes will be provided to use as a part of your announcements of the training.) Training will focus on definitions of data elements, locating and reporting these elements, and common errors and problems to be avoided. Preparing the 2008 UDS Report is aimed at those who are responsible for gathering and reporting the data elements included in the UDS report, as well as for management staff who need to understand the definitions and concepts used. Training on the first day should start at a time between 9:00 and 10:00 and be over between 3:00 and 4:00.

On the second day we will present a modified version of the successful advanced training module: Using the UDS as a Management Tool. On this day we will also provide a live demonstration of the Bureaus new UDS software which is being integrated into the Electronic Handbook for the first time. This session will include roughly one hour on the new software changes. The remaining 2.5 hour Using the UDS as a Management Tool presentation is a detailed review of the UDS Feedback Reports. It includes both an interactive lecture with supportive materials and a small group exercise to permit the participants to try out the tools being described. Using the UDS as a Management Tool is useful to those submitting the reports, and is especially useful to senior management and decision making staff of the center. Training on the second day will start at 9:00 and be over by 1:00PM.

As in the past, BPHC will cover all costs associated with providing the presenter for the training sessions and provide necessary training materials to the PCA. The PCA partner in the training will be responsible for:

• Sending an announcement to all BPHC funded agencies in their state and, where appropriate, neighboring states. BPHC and JSI can provide a mailing list of current grantees (not including any new-starts!) if requested. Prospective grantees, consultants and others may be invited at the PCAs discretion. BPHC and JSI will also provide an agenda and limited camera ready copy for creating announcements.
• Reproducing handouts for the session, amounting to as many as 200 pages per participant. Camera ready copy will be provided by JSI.
• Identifying, contracting with, and paying for a training venue to include lunch on the first day unless suitable restaurant resources are readily available nearby. Because participants from out of town who attend both days of the training will need lodging, the PCA will be asked to also negotiate a block of rooms for those who will be staying overnight.
• Providing technical support. The PCA will be asked to have an LCD projector to display Power-Point and other computer based information available at the site. The trainers will have their own computers for the presentation, though a back-up computer would be a good idea in case something goes wrong. This is the same as we have always required. In addition, the PCA will be asked to ensure that the trainer will be able to connect to the internet through either a hard wire connection or a wireless connection in the room where the presentation is being made on the second day.
• Establishing and collecting an optional fee for the training program. The fee is intended to cover all PCA costs.
• Establishing a process to register all participants.
• Staffing the training session on the days of the training.
  Primary Care Associations which would like to co-host a 2008-2009 UDS Training Conference should provide the information requested by September 12th: Submit Information.
• We will attempt to honor all requests received by this date, but there is a limit and requests will generally be honored on a first come first served basis. Commitments to specific dates will similarly be made on a first-come, first-served basis, however multiple trainers should make it possible to accommodate most requested dates. As in the past, we will work to maximize the geographic accessibility of training opportunities by holding the training sessions all around the nation. Once selected, co-hosts will work with JSI to set dates. Once a schedule has been developed, it will be posted on the BPHC Web site and updated periodically.