2012 Uniform Data System Reporting For Look-Alikes October 24, 2012

1. 2012 Uniform Data System Reporting For Look-Alikes October 24, 2012

2. Agenda • Overview of Program Assistance Letter (PAL) 2013-01: Uniform Data System Reporting Changes for Look-Alikes • Introducing the UDS • Importance of the UDS • Critical dates in the UDS process • UDS review process • Overview of look-alike UDS reporting differences • Introduction to UDS tables and definitions • For detailed instructions attend regional training or download online training modules • Strategies for successful reporting • Available assistance

3. UDS Reviews • Starting February 16, 2013 look-alike data will be reviewed by UDS reviewers. • If inconsistencies are identified, look-alikes will be contacted by their assigned UDS reviewer, who will work with them to resolve all outstanding issues.

4. New 2012 Reporting Requirements • Quality of Care Indicators: • Coronary Artery Disease (CAD): Lipid Therapy • Ischemic Vascular Disease (IVD): Aspirin Therapy • Colorectal Cancer Screening • Tenure for Key Staff • Electronic Health Record Information

5. Data Submission Timelines • Look-Alikes will be required to report data for calendar year (CY) 2012 commencing in January 2013. • From January 1, 2013 through February 15, 2013, look-alikes will be able to enter and make changes as needed to this data.

6. Data Reporting Manual • HRSA will issue a UDS reporting manual in Fall 2012 with an addendum specific to look-alikes. • This manual will provide detailed guidelines and instructions for completing all applicable UDS tables within HRSA’s EHB. • The 2012 UDS reporting manual will be available at http://bphc.hrsa.gov/healthcenterdatastatistics/.

7. Technical Assistance • Look-alikes are strongly encouraged to attend in-person state/regional UDS reporting trainings scheduled to take place from Fall to Winter 2012. • HRSA will also host a call for grantees and look-alikes to review the new user interface for the UDS.

8. Technical Assistance Resources • TA resources, including online training modules, are located at http://bphc.hrsa.gov/healthcenterdatastatistics/reporting/index.html. • All TA resources and information about general UDS requirements are located at http://bphc.hrsa.gov/healthcenterdatastatistics/reporting/index.html. • Visit the look-alike technical assistance (TA) webpage at http://bphc.hrsa.gov/about/lookalike/index.htmlfor announcements of upcoming conference calls and webinars specific to look-alikes.

9. Technical Assistance Contacts • For questions on what data should be included in your UDS report: UDSHelp330@bphcdata.net or 866-837-4357 • For questions on the UDS reporting system (EHB):BPHCHelpLine@hrsa.gov or 877-974-2742 • For questions specific to look-alikes: Contact Esther Paul at FQHCLAL@hrsa.gov or 301-594-4300

10. INTRODUCTION TO THEUniform Data Systemfor Look-AlikesCalendar Year 2012Bureau of Primary Health Care

11. What is the Uniform Data System ? Standardized set of data reported by federally funded programs: Section 330 Grantees – CHC, HCH, MHC and PHPC (for over 15 years) FQHC Look-Alikes

12. What does it Cover?Scope of Reporting Covers “Scope of Project” for the period January 1, 2012 - December 31, 2012 Only those sites and services in the Look-Alike designation Is retroactive to January 1 if a change occurred mid-year Never includes any site or service which is included in a 330 grant Patients may overlap in dually designated programs

13. Snapshot of Performance on 12 tables Number of patients served and their socio-demographic characteristics Types and quantities of services provided Staff who provide these services Quality of care provided to patients Cost and efficiency of delivering services Sources and amounts of income

14. Why is the UDS Important? UDS data is used by BPHC to: Report program achievements Assist in making decisions about locations of new programs and allocation of new funds Monitor performance and identify TA needs UDS data are used by programs to improve performance and to Identify populations and programs that are also served by health centers.

15. Critical Dates in the UDS Process UDS is available January 1, 2013 and submitted through EHB (“Electronic Handbook”) https://grants.hrsa.gov/webexternal/login.asp EHB training available through HELP in application and online training module. EHB incorporates edits to alert you to mathematical problems that require correction. UDS are due by February 15, 2013 Report is assigned to Reviewer who works with you through April 31st Feedback reports available in summer

16. Review Process Your report is assigned to a Reviewer who will: Review your report and identify potential issues Emails a list of issues to the UDS contact within 3 weeks of submission Works with you to correct data errors and ensure accurate data submission Finalizes your report and notifies you of report completion

17. UDS Tables and DefinitionsHighlighting Reporting Differences between Look-Alikes and 330 Grant Agencies

18. Which Tables are Reported by Look-Alikes Look-Alikes report all current UDS tables with the exception of 6A There are also minor differences on Tables 4, 7, 9D and 9E

19. Patient Demographics and Staffing

20. Patient Profile Tables Number of patients served and their socio-demographic characteristics Patients by ZIP Code Table 3A: Patients by Age and Gender Table 3B: Patients by Race/ Ethnicity /Language Table 4: Other Patient Characteristics Income, insurance, special populations

21. Patient Defined: Who Counts? An individual who has one or more visits reported on Table 5 during the calendar year Medical, dental, behavioral health, vision, other professional and selected enabling services Detailed patient demographics are on tables ZIP Code, 3A, 3B and 4 ZIP Code of Residence, Age, Gender, Race, Ethnicity, Income, Insurance, and Special Populations served A patient is counted once and only once regardless of the number or scope of visits

22. Table 4 Difference (Look-Alike Version) Reports Other Patient Characteristics - Income, insurance, special populations Look-Alikes do not report: Lines 13a – 13c: Managed care data Lines 17 – 22: details on homeless patients shelter arrangement

23. Staffing and Utilization Profile Tables Types and quantities of services provided and staff who provide these services Table 5: Staffing and Utilization Staffing in FTEs Utilization in terms of visits Patients in terms of services received Table 5A: Tenure for Health Center Staff

24. Table 5: Staff Full-time Equivalents (FTE) Defined All workers (paid, salary and volunteer) at any approved site FTE is actual for the year, not as of last day Based on hours paid including vacation, sick, continuing education, etc. Full time is defined by the look-alike: may be 40 hours/week or 36 or different for each type of employee

25. Table 5A: Tenure for Health Center Staff Defined Reported only for selected clinicians and non-clinical support staff Reported in terms of consecutive months in current position Each individual in an enumerated position is counted as 1 person, regardless of FTE Someone currently having two positions is counted twice – once in each category

26. Visit Defined Face to face, between patient and provider Except for behavioral health (group and telemedicine) Exclude group activities, screenings, Rx, lab, or X-ray only, and immunization visits Provider is licensed (for medical, dental, vision) or otherwise credentialed by agency Also count paid referrals, nursing home and hospital visits and visits at your in-scope sites provided by volunteers or contracted staff Use professional judgment unique to their training and education The service must be charted Providers act independently Only one visit per day per service type

27. Patient by Service Defined An individual who receives one or more documented “visit” of any specific service type: – Medical – Dental – Mental Health – Substance Abuse – Other Professional – Vision – Enabling

28. Clinical Profile

29. Table 6A: Selected Diagnoses and Services Look-Alikes do not complete this table

30. Tables 6B and 7: Quality of Care and Outcomes Indicators These topics will be covered in detail during a Webinar Scheduled for November 14 Introduction to UDS Clinical Measures When: November 14, 2012 from 1:30PM to 4:00PM EST Presenters:Susan Friedrich and Arthur Stickgold Objectives:Review Table 6B and 7 clinical measures (excluding prenatal) and discuss strategies for evaluating reasonableness of reported data Join Us: https://cc.readytalk.com/r/oe121bk6n8zq | 800-728-2056

31. Table 7 Difference (Look-Alike Version) Reports Only Total Health Outcomes Look-Alikes do not report: Sections A, B, and C: Detail of race and ethnicity REPORT HERE

32. Financial Profile

33. Financial Profile Tables Cost and efficiency of delivering services and sources and amounts of income Table 8A: Financial Costs Table 9D: Income from Patient Services Table 9E: Other Revenues

34. Table 8A: Expenses Defined Reports accrued Costs for the entire project in BPHC-defined cost centers Does include any share-of-cost for top level non-clinical support staff Donated facilities, services, or supplies are separately reported as donation on line 18 only

35. Table 9D: Patient Income Defined Reports on Charges and Collections from patients and third party sources Charges are undiscounted, unadjusted, full price of services based on fee schedule Cash income received during the year are reported as collections Includes Retroactive Settlements Include Allowances, patient Sliding Discounts, and patient Bad Debt

36. Table 9D Differences (Look-Alike Version) Reports Income from Patient Services Look-Alikes do not report: Lines 2a & b, 5a & b, 8a & b, 11a & b: Managed care detail. Only complete the total lines 3, 6, 9, 12, 13, and 14. Columns c1-c4: Detail of Retroactive Payments

37. Table 9E: Other Revenue Defined Reports Income from all Other Sources: Grants, contracts, contributions, etc. Cash income and draw-downs received during the year Non-patient related revenue

38. Table 9E Differences (Look-Alike Version) Report Other Revenues Look-Alikes do not report: Lines 1a – 1k and 1: BPHC 330 Grants Line 4a: ARRA Grants

39. Strategies and Available Assistance

40. Strategies for Successful Reporting Work as a team Tables are interrelated Adhere to definitions and instructions Read manual and apply definitions Check your data before submitting Relationships exist across tables Address critical edits in EHB Report timely, accurate data Work with your reviewer Provide corrections to reporting errors Explain valid data inconsistencies that demonstrate your understanding

41. Available Assistance Regional trainings Webinars –Intro UDS, Clinical, Sampling On-line training modules, manual & fact sheets available: www.bphcdata.net Data and reports at : http://bphc.hrsa.gov/healthcenterdatastatistics/ reporting/index.html Telephone and email helpline: 866-UDS-HELP or udshelp330@bphcdata.net Technical support to review submission EHB Support (see handout) HRSA Call Center: 877-464-4772 BPHC Help Desk: 301-443-7356

42. Thank you for attending this webinarand for all of your hard work to provide comprehensive and accurate data to the Program!Ongoing questions can be addressed toUDSHelp330@BPHCDATA.NET866-UDS-HELP

43. Questions