This section provides an overview of the
UDS report and detailed instructions for
completing each UDS table.
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.
Table
|
Universal Report
|
Grant Reports
|
Service
Area
|
Grantee Propfile
|
Patients by zip code
|
X
|
|
Cover Sheet
|
NO LONGER REPORTED
|
|
|
Table 2:
|
NO LONGER REPORTED
|
|
|
Patient
Profile
|
Table 3(A):
|
Patients by Age and Gender
|
X
|
X
|
Table 3(B)
|
Patients by Race and
Ethnicity, Patients best served in a language other than English
|
X
|
X
|
Table 4:
|
Socioeconomic
Characteristics
|
X
|
X
|
Staffing
and Utilization
|
Table 5:
|
Staffing and Utilization
|
X
|
<partial>
|
Table 6A
|
Selected Diagnoses and
Services
|
X
|
X
|
Table 6B
|
|
X
|
|
Table 7
|
Health Outcomes and
Disparities
|
X
|
|
Financial
|
Table 8A
|
Costs
|
X
|
|
Table
8B
|
NO
LONGER REPORTED
|
|
|
Table
9(A-B-C):
|
NO
LONGER REPORTED
|
|
|
Table
9D-E
|
Revenues
|
X
|
|
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
Zip Code
|
Patients
|
|
|
|
|
|
|
|
|
|
|
|
|
Other Zip Codes
|
|
Unknown Residence
|
|
TOTAL
|
|
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.
|