13th 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 September
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 designation of personnel as providers
who can produce countable "encounters"
for the purpose of the UDS; (B) describe
how to report issues which have impact
on multiple tables; and (C) provide sampling
methodologies for manual chart reviews.
UDS is an integrated reporting system used
by all grantees of the following primary
administered by the Bureau of Primary Health
Care (BPHC), Health Resources and Services
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.
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.
UDS includes two components:
The Universal Report is
completed by all grantees. The Universal
Reports consists of all UDS reporting
Tables. This report provides data on services,
staffing, and financing across all
programs. The Universal Report is
the source of unduplicated data on BPHC
The Grant Reports are completed
by a sub-set of grantees who receive
multiple BPHC grants. The Grant Report
consists of Table 3A, 3B, Partial 4, 5
and 6A, only. These reports cover 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 is funded under one and only one
of these programs. No Grant Report is
submitted for the portion of multi-funded
grantee’s activities supported by the
Community Health Center grant.
UDS is composed of 11 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
Center/Grantee Profile Cover Sheet:
Provides zip codes of patients served.
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
Table 5: Reports staffing full-time
equivalents by position, and encounters
and patients by provider type and service
Table 6A: Reports on primary diagnoses
for medical visits and selected services
Table 6B: Reports results of data
reviews on quality of care indicators.
Table 7: Provides health outcomes
and disparities information.
Table 8: Details direct and indirect
expenses by cost center.
Table 9D: Reports full charges,
collections and allowances by payor.
Table 9E: Reports non patient-service
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.
served by BPHC-supported clinics are referred
to in this manual as “patients.” Inconsistent
language, referring to such persons as
“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
NOTE: TABLE 1, TABLE 2, TABLE 8B, TABLE
9A, TABLE 9B, AND TABLE 9C WHICH WERE
INCLUDED IN EARLIER VERSIONS OF THE UDS,
HAVE BEEN DELETED.
PUBLIC BURDEN STATEMENT
Public reporting burden for this collection
of information is estimated to average
62 hours per response, including the time
for reviewing instructions, searching
existing data sources, 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 01/31/2011
Note that in previous documents, application
guidance and other materials, HRSA has
made reference to the School Based Health
Center (SBHC) Program. Section 330 of
the PHS Act does not include specific
authorization for a SBHC Program. HRSA
no longer identifies it as a separate
funding pool, but does continue to collect
separate information about programs which
historically served this unique population
in the UDS.
September 8, 2008