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Health Resources and Services Administration (HRSA ) Web-Based Uniform Data System (UDS) Overview. Presented To: Grantees and FQHC-LALs. Agenda. Purpose and Goals Process Overview Prerequisites Getting Help EHBs Notes Getting Started Walkthrough of UDS Forms Resources.

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Health Resources and Services Administration (HRSA ) Web-Based Uniform Data System (UDS) Overview

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Health resources and services administration hrsa web based uniform data system uds overview

Health Resources and Services Administration (HRSA)Web-Based Uniform Data System (UDS) Overview

Presented To:

Grantees and FQHC-LALs

UDS Overview


Agenda

Agenda

  • Purpose and Goals

  • Process Overview

  • Prerequisites

  • Getting Help

  • EHBs Notes

  • Getting Started

  • Walkthrough of UDS Forms

  • Resources

UDS Overview


Purpose and goals

Purpose and Goals

Purpose

  • To provide an overview of the process for completing and submitting UDS reports.

  • To visually highlight key steps and procedures in the process.

  • To introduce the new HRSA EHBs user interface as it has been implemented for UDS.

  • To inform users of the available resources provided to give additional information.

  • To answer any questions from grantees and FQHC-LALs regarding the process.

    Goals

  • To provide technical assistance to grantees and FQHC-LALs.

UDS Overview


Purpose and goals continued

Purpose and Goals (Continued)

Caveat

  • This presentation does not cover programmatic aspects of the Uniform Data Entry system.

  • For detailed information on UDS and the data to be reported, refer to BPHC’s UDS Reporting Manual.

UDS Overview


Process overview

Process Overview

  • HRSA will make the UDS report available in the HRSA Electronic Handbooks (EHBs) on January 1.

  • Grantees and FQHC-LALs will log in to the EHBs, navigate to the UDS report, complete and then submit it.

  • Completing the UDS report is a three-step process:

    • Complete and validate tables;

    • Resolve Data Audit checks;

    • Review and submit report.

  • Once the report is submitted, the reviewing process begins. The reviewer (“Editor”) may contact the grantee or FQHC-LAL with questions.

  • The editor may request changes from the grantee or FQHC-LAL. If this is the case, the report will be made available in the EHBs again and must be resubmitted.

UDS Overview


Prerequisites all users

Prerequisites (All Users)

  • All users who wish to work on the UDS report must register in the HRSA EHBs.

  • If you have registered before, you do not have to register again. Use the same username and password.

  • Contact the HRSA Contact Center if you do not remember your username or password.

  • For details, see Registration and User Accounts FAQs in the Electronic Handbooks Help and Knowledge Base for Grantees.

UDS Overview


Prerequisites all users1

Prerequisites (All Users)

  • Go to https://grants.hrsa.gov/webexternal/login.asp.

UDS Overview


Prerequisites new users

Prerequisites (New Users)

  • Under New Users, click Create an Account.

  • If you need help, click Click here to get started and consult Registration and User Accounts FAQsin the Electronic Handbooks Help and Knowledge Base for Grantees …

  • … or contact the HRSA Contact Center at the phone number or email address under Contact Us.

A

B

C

UDS Overview


Prerequisites new grantee users

Prerequisites (New Grantee Users)

  • All users must add the grant to their portfolio.

    • Project Director must grant users permission to view, edit or submit the UDS report.

    • For details, see Grants Access and Registration FAQs in the Electronic Handbooks Help and Knowledge Base for Grantees.

UDS Overview


Prerequisites new fqhc lal users

Prerequisites (New FQHC-LAL Users)

  • All users must add the designation to their portfolio.

  • Project Director must grant users permission to view, edit or submit the UDS report.

    • For details, see FQHC-LAL FAQs in the Electronic Handbooks Help and Knowledge Base for Grantees.

UDS Overview


Getting help all users

Getting Help (All Users)

A

If you have questions or need more information about the prerequisites for UDS, see the Electronic Handbooks Help and Knowledge Base for Grantees. Here is how to access it:

  • Under New Users, click Click here to get started.

UDS Overview


Getting help all users1

Getting Help (All Users)

  • The Electronic Handbooks Help and Knowledge Base for Grantees (and FQHC-LAL) opens in a separate window.

UDS Overview


Getting help all users2

Getting Help (All Users)

Choose a help topic from the list.

  • All users should consult Registration and User Accounts FAQs.

  • Grantees should consult Grants Access and Registration FAQs.

  • FQHC-LALs should consult FQHC-LAL FAQs.

B

A

C

UDS Overview


Hrsa ehbs notes

HRSA EHBs Notes

  • HRSA EHBs allows users to work on their report in parts, save it online, and return to complete it later.

  • Multiple users can work on the report at the same time.

  • Multiple users can work on different tables at the same time.

  • Multiple users can work on the same table in different reports at the same time (e.g., User A can work on Table 3A in the Universal Report while User B works on Table 3A in the Migrant Health Report).

  • HRSA EHBs have two views – one for data entry and one for review:

  • The view for “data entry” is set up for user friendly data entry;

  • The view for “review” appears just like the printed form.

UDS Overview


Logging in grantees

Logging In (Grantees)

  • Go to https://grants.hrsa.gov/webexternal/login.asp.

UDS Overview


Navigating to the uds report grants tab

Navigating to the UDS Report: Grants Tab

A

B

The Welcome page opens.

  • Click the Grants tab in the Top Navigation panel.

  • A user returning to a report in progress can simply click the link under My Recently Accessed on the Welcome page.

UDS Overview


Navigating to the uds report my grant portfolio

Navigating to the UDS Report: My Grant Portfolio

A

The My Grant Portfolio – List page opens.

  • Locate the appropriate grant, and then click Grant Folder under Options.

UDS Overview


Navigating to the uds report grant folder home

Navigating to the UDS Report: Grant Folder Home

A

The Grant Home page opens.

  • Under Submissions, click Performance Report.

UDS Overview


Navigating to the uds report submissions search

Navigating to the UDS Report: Submissions Search

A

B

The Submissions – All page opens, displaying Search Filters.

  • Enter search parameters to find your UDS report (A), and then click Search (B).

UDS Overview


Navigating to the uds report search result

Navigating to the UDS Report: Search Result

  • UDS Performance Reports are displayed in a list on the Submissions – All page.

  • In our example, our search found the current UDS report and UDS reports submitted in previous years.

UDS Overview


Submissions page expanded view

Submissions Page: Expanded View

A

  • Click the Expand button to expand (or contract) the UDS Performance Report record to display additional detail.

UDS Overview


Submission status

Submission Status

A

  • For the UDS report, the Submission Status indicates where the report is in its lifecycle. Submission Statuses are described in the table on the next slide.

UDS Overview


S ubmission statuses

Submission Statuses

UDS Overview


Program specific status

Program Specific Status

A

  • Program Specific Status describes the status of the UDS report while it is being prepared, reviewed, or revised, either originally or in response to a request for changes. Program Specific Statuses are described in the table on the next slide.

UDS Overview


Program specific statuses

Program Specific Statuses

UDS Overview


Submissions page options

Submissions Page: Options

B

A

  • The default action for the UDS Submission is displayed under Options.

  • You can click the down arrow under Options to display additional actions.

UDS Overview


Submissions page context menu

Submissions Page: Context Menu

A

The Context menu lists actions that can be taken and resources to be viewed.

  • Click Start (or Edit, if the report is in progress) to open the report.

UDS Overview


Uds report window

UDS Report Window

  • The UDS report opens in a separate window.

  • The report opens to the Status Overview page.

UDS Overview


Logging in fqhc lals

Logging In (FQHC-LALs)

  • Go to https://grants.hrsa.gov/webexternal/login.asp.

UDS Overview


Navigating to the uds report fqhc lal tab

Navigating to the UDS Report: FQHC-LAL Tab

A

The Welcome page opens.

  • Click the FQHC-LALs tab in the Top Navigation panel.

UDS Overview


Navigating to the uds report my registered organizations page

Navigating to the UDS Report:My Registered Organizations page

A

The My Registered Organizations – List page opens

  • Locate the appropriate organization, and then click FQHC-LAL Home under Options.

UDS Overview


Navigating to the uds report fqhc lal home page

Navigating to the UDS Report:FQHC-LAL Home Page

B

A

The FQHC-LAL Home page opens

  • Click View Portfolio in the Options left side menu …

  • … or click View designation in my portfolio under Manage Post Designation Submissions.

UDS Overview


Navigating to the uds report view portfolio page

Navigating to the UDS Report:View Portfolio Page

A

The View Portfolio page opens.

  • For the FQHC-LAL designation, click Open Designation Handbook.

UDS Overview


Navigating to the uds report designation handbook

Navigating to the UDS Report: Designation Handbook

A

The Overview page in the designation handbook opens.

  • Click Performance Reports in the left side menu.

UDS Overview


Navigating to the uds report performance reports page

Navigating to the UDS Report:Performance Reports Page

A

B

The Performance Reports page opens.

  • Locate your FQHC Look-Alike Annual UDS Report on this page.

  • Click Start Report (or Edit Report, if the report is in progress), under Action.

UDS Overview


Navigating to the uds report uds report window

Navigating to the UDS Report:UDS Report Window

The UDS report opens in a separate window, to the Status Overview page.

UDS Overview


Status overview page all users

Status Overview Page (All Users)

  • The Status Overview page is the “Home” page for the UDS report, for all users.

UDS Overview


Status overview page

Status Overview Page

  • Notes (A) appear at the top of the Status Overview page and can appear at the top of any page.

  • Pay careful attention to notes; they contain useful information and helpful hints.

A

UDS Overview


Status overview page1

Status Overview Page

  • The page header (A) and Resources (B) sections appear on every page.

  • You can expand or collapse the page header and/or Resources sections.

  • Under Resources, find links to useful materials.

  • All links under Resources open in separate windows.

A

B

UDS Overview


Status overview page report navigation

Status Overview Page: Report Navigation

  • Use the Left Navigation panel to navigate the sections of the report.

  • The Left Navigation panel lists all sections in the report.

  • An icon next to the section name indicates the completion status of that section.

UDS Overview


Status overview page left navigation panel

Status Overview Page: Left Navigation Panel

  • The Left Navigation panel is displayed by default on the Status Overview Page.

  • It is available from all pages, even when it is not displayed.

  • To show (or hide) the Left Navigation panel, click the arrow button.

A

UDS Overview


Status overview page top navigation panel

Status Overview Page: Top Navigation Panel

A

  • In the same way, you can click the Contract/Expand button to show (or hide) the Top Navigation panel.

UDS Overview


Status overview page uds report status table

Status Overview Page: UDS Report Status Table

  • The UDS Report Status table on the Status Overview page shows all sections of the report and the completion status of each section.

UDS Overview


Status overview page uds report status table1

Status Overview Page: UDS Report Status Table

  • For tables with both universal and grant reports (i.e., Tables 3A, 3B, 4, 5, and 6A), each report will have a separate line in the UDS Report Status table.

  • NOTE: FQHC-LAL UDS report has only the Universal Report.

UDS Overview


Status overview page uds report status table2

Status Overview Page: UDS Report Status Table

  • The overall completion status of a table depends on the completion status of the individual reports for that table.

  • In our example, the Universal Report for Table 3B is complete, while the Migrant Report is in progress, so Table 3B is in progress overall.

  • A summary of completion statuses is given on the next slide.

UDS Overview


Uds report status table completion statuses

UDS Report Status Table: Completion Statuses

UDS Overview


Uds report status table updating sections

UDS Report Status Table: Updating Sections

  • Click Update under Options to open a section for editing.

  • You can update any section, even those marked as “Complete” or “Validated.” (Doing so may cause the status to revert to “In Progress.”)

UDS Overview


Contact information navigation

Contact Information: Navigation

  • We have opened the Contact Information page.

  • Remember, in all report sections, you can click the Left Navigation button (A) to show (or hide) the Left Navigation panel.

  • You can use the Left Navigation panel to navigate to any section of the report, or to return to the Status Overview page.

A

UDS Overview


Contact information

Contact Information

This is the Contact Information form.

  • You must provide a UDS Contact. This is the person to whom the reviewer will turn if there are questions about the data.

  • Project Director information is pre-populated from user account information in the EHBs.

A

B

UDS Overview


Contact information add or update contacts

Contact Information: Add or Update Contacts

A

  • Click Addto enter information for contacts, or click Update to update existing contact information.

UDS Overview


Contact information marking a page as complete

Contact Information: Marking a Page as Complete

A

B

  • Enter comments, if desired.

  • Choose Mark As Complete from the Select menu, and then click Go.

UDS Overview


Patients by zip code

Patients by ZIP Code

A

This is the Patients by ZIP Code form.

  • To add ZIP Codes and enter patient data manually, click Add ZIP Codes.

UDS Overview


Patients by zip code add new zip codes

Patients by ZIP Code: Add New ZIP Codes

A

  • Enter ZIP Code and patient data. You can enter up to five sets of ZIP Code and patient data at a time.

UDS Overview


Patients by zip code add new zip codes1

Patients by ZIP Code: Add New ZIP Codes

A

  • Click Add More Rows to add ten additional rows. Repeat as many times as necessary.

UDS Overview


Patients by zip code add new zip codes2

Patients by ZIP Code: Add New ZIP Codes

B

A

  • Click Save to save the data.

  • Zip codes that have been entered appear under List of Existing ZIP Codes. Check to ensure there are no duplicates.

UDS Overview


Patients by zip code add new zip codes3

Patients by ZIP Code: Add New ZIP Codes

A

  • When finished, click Save and Continue to return to the main page.

UDS Overview


Patients by zip code import zip codes

Patients by ZIP Code: Import ZIP Codes

  • To import ZIP Codes from prior year data, click Import Prior Year ZIP Codes.

  • To import ZIP Codes from Change in Scope data, click Import Change in Scope ZIP Codes.

B

A

UDS Overview


Patients by zip code update patient information

Patients by ZIP Code: Update Patient Information

A

B

B

  • For ZIP Codes you imported (if any), click Update under Options to enter patient information.

  • To update multiple ZIP Codes, check boxes to select them, and then click the Update button.

UDS Overview


Other zip codes and unknown residence

Other ZIP Codes and Unknown Residence

A

  • Enter patient numbers under Other ZIP Codes and Unknown Residence, if applicable.

UDS Overview


Tables in the universal and grant reports navigation

Tables in the Universal and Grant Reports: Navigation

B

A

C

Tables 3A, 3B, 4, 5 and 6A are included in the Universal Report and the Grant Reports. (This applies to grantees only, not FQHC-LALs.)

  • For these tables, there is a tab at the top of the report that shows which report (Universal or one of the Grant Reports) you are currently working on. There may be up to four tabs.

  • To switch from one report to any other, simply click the tab that corresponds to the report you want to work on.

  • The icon on the tab shows the completion status of the report.

UDS Overview


Data entry errors

Data Entry Errors

A

  • When data entry produces errors, an advisory appears at the top of the page. A summary of system messages is given on the next slide.

UDS Overview


Errors system messages

Errors/System Messages

UDS Overview


Walkthrough table 3a

Walkthrough: Table 3A

Helpful instructions that explain what is expected on the page appear at the top of every table.

Click Show Full Instruction.

  • Table 3A is Patients by Age and Gender.

UDS Overview


Walkthrough table 3b

Walkthrough: Table 3B

  • Table 3B is Patients by Hispanic or Latino Identity / Race / Language.

UDS Overview


Walkthrough table 4

Walkthrough: Table 4

  • Table 4 isSelected Patient Characteristics.

UDS Overview


Walkthrough table 5

Walkthrough: Table 5

A

  • Table 5 is Staffing and Utilization.

  • Table 5 is a long form (and so are several others).

  • You can click the arrows to hide sections as you complete them.

UDS Overview


Walkthrough table 6a

Walkthrough: Table 6A

  • Table 6A is Selected Diagnoses and Services Rendered.

UDS Overview


Walkthrough table 6b

Walkthrough: Table 6B

A

  • Table 6B is Quality of Care Indicators.

  • Grantees and FQHC-LALs who do not provide prenatal services should check the No Prenatal Care Providedbox and click Update to disable data entry on the relevant section of Table 6B.

UDS Overview


Walkthrough table 7

Walkthrough: Table 7

  • Table 7 is Health Outcomes and Disparities. It has three parts.

  • Data entry for Table 7 is by Category, not by alphabetical section.

UDS Overview


Walkthrough table 71

Walkthrough: Table 7

  • Table 7 starts with Deliveries and Birth Weight by Race & Ethnicity (Hispanic/Latino) …

  • …then by Race & Ethnicity(Non-Hispanic/Latino).

  • Grantees and FQHC-LALs who do not provide perinatal/prenatal services should check the No Perinatal/Prenatal Care Provided box and click Update to disable data entry on the relevant section of Table 7.

A

UDS Overview


Walkthrough table 72

Walkthrough: Table 7

  • Table 7 continues toHypertension and Diabetes categories, again by Race & Ethnicity (Hispanic/Latino and Non-Hispanic/Latino).

UDS Overview


Walkthrough table 8a

Walkthrough: Table 8A

  • Table 8A is Financial Costs.

UDS Overview


Walkthrough table 9d

Walkthrough: Table 9D

  • Table 9D is Patient Related Revenue.

UDS Overview


Walkthrough table 9e

Walkthrough: Table 9E

  • Table 9E is Other Revenues.

UDS Overview


Electronic health record capabilities

Electronic Health Record Capabilities

  • This is the Electronic Health Record Capabilities questionnaire.

UDS Overview


Report comments

Report Comments

  • This is the report comments form.

  • In each section of the UDS report, a text box is provided in which you can enter comments that pertain to that section.

  • You can use the report comments to enter comments that pertain to the UDS report as a whole.

UDS Overview


Data audit report

Data Audit Report

  • Before you may submit your UDS report, you must run the Data Audit Report and address any issues it identifies.

  • You may run the Data Audit Report as soon as data entry is complete for one table and that table is in “Validated” status.

  • You must run the Data Audit Report when data entry is complete and all tables are in “Validated” status.

  • Running the data audit report generates a list of errors that exist between tables and audit exceptions (questionable data). These are collectively called “Edits.”

  • Correct the errors and either correct or explain the exceptions the Data Audit Report generates.

  • Running the Data Audit Report may be an iterative process, whereby you run the report, clear the edits, and then run the report again to ensure it generates no new edits.

UDS Overview


Data audit report1

Data Audit Report

B

A

C

  • Each edit has a unique code. Use the edit code for communication with the reviewer of your report.

  • You can display all edits, only those pending review, or only those that have been reviewed and explained.

  • Once an edit in the “Pending” status is explained, its status changes to “Explained.”

UDS Overview


Data audit status error

Data Audit Status – Error

A

C

B

D

  • Edits marked with red icons are errors. Edit 291 indicates that a data discrepancy exists between Tables 3A and 3B. It must be corrected.

  • Actual values you have entered in the report are given in parentheses within the error message.

  • Use the link provided under Options to go to the recommended table to correct the data …

  • … or click the down arrow to go to either of the tables to correct the data.

UDS Overview


Data audit status exception

Data Audit Status – Exception

A

B

  • Edits marked with yellow icons are exceptions. Exceptions may be corrected or explained, as appropriate.

  • Use the link provided under Options to correct the error or open a text entry field and add an explanation.

UDS Overview


Review page

Review Page

A

  • Click View to open a printable (HTML format) version of any section of the report.

UDS Overview


Submit page

Submit Page

B

A

  • Follow the instructions to sign the UDS report.

  • Click Submit Report.

UDS Overview


Post submission

Post-Submission

  • All electronic interaction will be via the EHBs system!

  • A message will be sent to the UDS report editor that your UDS report is ready for review.

  • The UDS editor will use both automated and manual approaches to review your UDS submission.

  • The UDS review contractor will initially contact the Grantee or FQHC-LAL Contact Person with questions and/or comments.

  • The UDS review contractor will work with you to resolve any errors or edit checks in your report. You will use the EHBs system to make any changes to your report.

  • You will always be able to view your submission in read-only format.

  • An export to XML (Extended Markup Language) function will be provided.

  • Other enhancements are on the horizon.

UDS Overview


Resources

Resources

UDS Overview


In conclusion

In Conclusion…

  • Submit feedback through your project officer.

  • We’re here to help every step of the way!

UDS Overview


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