Patients by Age, Gender, Race/Ethnicity and Linguistic Preference

Tables 3A and 3B provide demographic data on patients of the program and are included in both the Universal Report and the Grant Reports.

For the Universal Report, include as patients all individuals receiving at least one face-to-face encounter for services as described below which is within the scope of any of the programs covered by UDS. Regardless of the number or types of services received, each patient is to be counted only once on Table 3A, once in the race/ethnicity section of Table 3B and once in the language section of Table 3B.

The Grant Reports include only individuals who received at least one face-to-face encounter within the scope of the program in question. As discussed above, patients are to be reported only once in each report filed, however if the same patient is served in more than one program, they will be reported on the grant report for each program that served them.

An encounter is a face-to-face contact between a patient and a provider who exercises independent professional judgment in the provision of services to the patient, and the services rendered must be documented to be counted as an encounter. See the “General Instructions: Definitions” section above, for complete definitions of patients and encounters. 

TABLE 3A: PATIENTS BY AGE AND GENDER

Report the number of total patients by appropriate categories for age and gender. For reporting purposes, use the individual's age on June 30 of the reporting period.

TABLE 3B: PATIENTS BY ETHNICITY/RACE/LANGUAGE

HISPANIC OR Latino Identity (Ethnicity):

• Report the number of patients in each category. The total on Table 3B line 4 must equal the total on Table 3A, line 39 Columns A + B.
• This table collects information on whether or not patients consider themselves to be of Latino or Hispanic identity. Report on line 1 persons of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race.

Race:

• Report the number of patients in each racial category. The total on Table 3B line 11 must equal the total on Table 3A, line 39 Columns A + B.
• All patients must be classified in one of the racial categories (including “Unreported / refused to report”). This includes individuals who also consider themselves to be “Latino” or “Hispanic”. If your data system has not separately classified these individuals by race, then report them all on line 10 as “race unreported”
• Patients are further divided on the Race table into three separate ethnic categories:
  • 5b. Native Hawaiian – Persons having origins in any of the original peoples of Hawaii.
  • 5c. Other Pacific Islanders – Persons having origins in any of the original peoples of Guam, Samoa, or other Pacific Islands.
  • Line 5. “ Hawaiian / Pacific Islander”, must equal lines 5b + 5c
  • 5a. Asian – Persons having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.
• “American Indian”/Alaska Native (line 7) should be considered to include persons having origins in any of the original peoples of North and South America (including Central America), and who maintain tribal affiliation or community attachment.
• “More than one race” (line 9a). Use this line only if your system captures multiple races (but not a race and an ethnicity!) and the patient has chosen two or more races. This is usually done with an intake form which lists the races and tells the patient to “check one or more.

Note: Grantees are required to report race and ethnicity for all patients; however, some grantees' patient registration systems are configured to capture data for patients who were asked to report race or ethnicity. Grantees who are unable to distinguish a White Latino patient from a Black Latino patient (because their system only asks patients if they are White, Black or Latino), are instructed to report these patients as "unreported".

 LANGUAGE:

• Report on line 12 the number of patients who are best served in a language other than English or with sign language.
• Include those patients who were served by a bilingual provider and those who may have brought their own interpreter.

NOTE: Data reported on line 12, Language, may be estimated if the health center does not maintain actual data in its PMS. Wherever possible, the estimate should be based on a sample.

QUESTIONS AND ANSWERS FOR TABLES 3A AND 3B

1. Are there any changes to Tables 3A or 3B?
   
   No. However, in 2007 an additional race category was added for “More than one race”. With the addition of this race classification, the UDS racial classifications are consistent with those used by the Census Bureau as per the October 30, 1997, Federal Register Notice entitled, ‘‘Revisions to the Standards for the Classification of Federal Data on Race and Ethnicity,’’ issued by the Office of Management and Budget (OMB). These standards govern the categories used to collect and present federal data on race and ethnicity. The OMB requires five minimum categories (White, Black or African American, American Indian or Alaska Native, Asian, and Native Hawaiian or Other Pacific Islander) for race. In addition to the five race groups, the OMB also states that respondents should be offered the option of selecting more than one race. The addition of Line 9 permits reporting of those people who have chosen to report two or more races. The report now also excludes Asian from the subtotal of line 5.
   
   
2.   How do you report Patients of Latino/Hispanic ethnicity now?
   In 2007, we divided the table into two sections. Patients who, in the past, were reported on line 5 (Latino / Hispanic) will be reported on line 1 and will be reported on lines 5 through 11as appropriate. If “Latino/Hispanic” is the only identity recorded in the center’s files, these patients will be reported on line 10 as having an “Unreported” racial identification.
   
   
3. How do we report individuals who receive different types of services or use more than one of the grantee’s service delivery sites? For example, a person who receives both medical and dental services or a woman who receives primary care from one clinic, but gets prenatal care at another.
   UDS Tables 3A and 3B provide unduplicated counts of patients. Grantees are required to report each patient once and only once on Table 3A and once in each section of Table 3B, regardless of the type or number of services they receive or where they receive them. Each person who has received at least one encounter reported on Table 5 is to be counted once and only once on Table 3A, once on lines 1-4 of Table 3B and once on lines 5a through 11 on Table 3B. Encounters are defined in detail in the General Instructions. Note the following:
   
   
   • Persons who only receive WIC services and no other services at the agency are not to be counted as patients or reported on Table 3A or Table 3B.
     
   • Persons who only receive lab services or whose only service was an immunization or screening test as part of a community wide health promotion/disease prevention effort are not to be counted as patients or reported on Table 3A or Table 3B.

NOTE: The sum of Table 3A, Line 39, Column A + B (total patients by age and gender) must equal Table 3B, Lines 4 (total patients by ethnicity) and 11 (total patients by race); Table 4, Line 6 (total patients by income); and Table 4 Line 12, Column A + B (total patients by insurance status). The sum of Table 3A, Lines 1-20, Column A + B (total patients age 0-19 years) must equal Table 4, Line 12, Column A (total patients age 0-19 years).

4. Do we need to collect information on and report on the race and ethnicity of all of our patients?

Yes. UDS requires the classification of race and ethnicity information in order to assess health disparities across sub-populations. The format for the classification of this information has been stipulated by OMB, and the UDS manual follows the standards established by OMB.

Reporting Period: January 1, 2008 through December 31, 2008

TABLE 3A – PATIENTS BY AGE AND GENDER

Reporting Period: January 1, 2008 through December 31, 2008

TABLE 3B – PATIENTS BY ETHNICITY/RACE/LANGUAGE