12/11/2012 UNIFORM DATA SYSTEM Calendar Year 2012 Bureau of Primary Health Care Agenda • Brief Introduction to UDS — See Webinars for more • Available Assistance • 2012 Changes; 2013 Proposed Changes • Definitions • Step ‐ by ‐ Step Instructions for Completing UDS Tables 2 1
12/11/2012 Important Facts about the UDS • WHO: 330 Grantees and LALs who were “funded” prior to October 2012 • WHAT: “Scope of Project” for the period January 1, 2012 ‐ December 31, 2012 • WHEN: February 15, 2013 report due; finalized by March 31 with reviewer • HOW: Through “Electronic Handbook” (EHB) 3 12 Tables: Snapshot of Performance • Patients you serve • Types and quantities of services you provide • Staffing mix and tenure • Quality of the care you deliver • Costs to provide services to patients • Revenue sources 4 2
12/11/2012 Who Reports Which Tables 5 Available Assistance • Regional trainings Webinars – Intro, LAL, Clinical, Sampling, Quartile • On ‐ line training modules, manual, fact sheets, and • other TA materials available: — www.bphcdata.net — http://bphc.hrsa.gov/healthcenterdatastatistics/ reporting/index.html • Telephone and email helpline: 866 ‐ UDS ‐ HELP or udshelp330@bphcdata.net • Technical support to review submission • Primary Care Associations • EHB Support (see handout) — HRSA Call Center: 877 ‐ 464 ‐ 4772 6 — BPHC Help Desk: 301 ‐ 443 ‐ 7356 3
12/11/2012 2012 and 2013 Changes 7 Tables and Key Definitions Step by Step Instructions 8 4
12/11/2012 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 • Tables 3A, 3B and 4 completed for each additional funding stream 9 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 • Unduplicated Count: Patients count once and only once regardless of the number or scope of visits. 10 5
12/11/2012 Patient Types: What is the Difference? • Patient is an unduplicated count of individuals who have one or more visits during the reporting year — Patient reported on Grant Report (only relevant if multiple 330 funding streams) is an individual who receives one or more visits supported by a special population grant — Patient reported by Service Category is an individual who receives one or more documented “visits” of any specific service type: medical, dental, vision, mental health, substance abuse, enabling, other professional 11 Zip Code Table: Patients by Zip Code 12 6
12/11/2012 Patients by Zip Code • Report all zip codes with 11 or more patients — Combine the rest as “other zip codes” • Additional instructions for Special Populations — Homeless: Use zip code of location where patient receives services if no better data exist — Agricultural: Use zip code of the temporary housing they occupy when patient is in the — area 13 Tables 3A and 3B: Patient Demographics 14 7
12/11/2012 Table 3A: Patients by Age & Gender • Report total patients • Age is calculated as of June 30 • Count each patient once and only once • Total on line 39 must = total by zip code Table 3B: Patients by Race and Ethnicity • Patients self select race AND ethnicity —Use Line 7 Column C if no information —Use Line 7 Column A for Latino with unknown race — Use Column B if patient does not indicate “Latino” or “Hispanic” — Use Line 6 only if patient chooses two or more listed races • “More than one” shouldn’t be a choice; don’t use for Latino + a race to be “more than one race” 16 8
12/11/2012 Table 3B: Patients by Language • Report all patients who would best be served in a language other than English including: — Bilingual persons not fluent in medical English — Persons who are served by a bilingual provider — Persons who receive interpretation services — Persons using sign language — Persons in Puerto Rico or the Pacific where a language other than English is used This is the only UDS cell that may be • estimated 17 Table 4: Other Demographic Data 18 9
12/11/2012 Table 4: Patients by Income • Use income as of your most recent assessment — Income may be self ‐ reported if permitted by your policy • Income must be from recent patient data (within the last year) – otherwise count as unknown • Total on Line 6 must = total by zip code 19 Table 4: Patients by Medical Insurance • Report principal 3 rd party insurance for medical care ( even if patient is not a medical patient ) • Insurance is reported as of the last visit — Even if it did not pay for the visit in whole or in part • Total on Line 12 must = total by zip code 20 10
12/11/2012 Table 4: Medical Insurance Source • None/Uninsured – patients with no insurance; includes patients for whom health center may be reimbursed through grant or uncompensated care funds • Medicaid – report all “Medicaid” regardless of the intermediary • Medicare – report all “Medicare” regardless of the intermediary — Including Medicare Advantage and — Medi ‐ Medi patients 21 Table 4: Sources Continued • CHIP ‐ RA is handled differently in each state: — If provided through Medicaid is reported on Line 8b (Medicaid) — If provided through a commercial carrier is reported on Line 10b (Other public – not private) • Other Public – Public coverage to patient for broad set of benefits — Do not include family planning, breast and cervical programs, EPSDT • Private Insurance — Workers Comp is not medical insurance 22 11
12/11/2012 Table 4: Managed Care Utilization • Completed ONLY by health centers with capitated and/or FFS managed care (HMO) contracts. Do not count PCCM patients. • A member month is 1 member enrolled for 1 month. Report the sum of the monthly enrollments for 12 months (generally from HMO reports to the health center.) — In some cases, “members” might not be “patients.” 23 Table 4: Target Populations All grantees must report total number of targeted patients (if any) on Lines 16, 23, 24 and 25. • 330(g) MHC Grantees – provide separate totals for migratory and for seasonal agricultural workers on Lines 14 and 15 • 330(h) HCH Grantees ‐ report patient’s shelter arrangement as of first visit in 2012 (where they were housed the prior night) • A veteran is an individual who completed service in the Uniformed Services of the US 24 12
12/11/2012 Table 4: Agricultural Worker Defined • An agricultural worker is an individual whose principal employment is in agriculture on a seasonal basis, who has been so employed within the last 24 months, and/or their dependents. — Migratory establishes temporary homes for such employment — Seasonal workers do not • Agriculture means farming, including — Cultivation and tillage of the soil — The production, cultivation, growing, and harvesting of any commodity grown on, or in the land, or as an adjunct to or part of a commodity grown on or in the land; and — Any practice (including preparation and processing for market and delivery to storage or to market or to carrier for transportation to market) performed by a farmer or on a farm incident to or in conjunction with the above. 25 Table 4: Homeless Defined • A homeless patient is any person known to be homeless at the time of any service or who was housed but eligible because of having been a homeless patient within 12 months of the service date. • Shelter arrangements (at first visit): — “Street” includes living outdoors, in a car, in an encampment, in makeshift housing/shelter or in other places generally not deemed “ fit for human occupancy” — Persons who spent the prior night incarcerated, in an institutional treatment, a hospital or in jail should be reported based on where they intend to spend the night after their encounter/release. If they do not know, code as “street” — “Doubled up” must be temporary and unstable 26 13
12/11/2012 Tables 5 and 5A: Staffing, Tenure, and Utilization 27 Staffing and Utilization Profile Tables • Types and quantities of services provided and staff who provide these services — Table 5: Staffing and Utilization FTEs, visits, and patients • — Table 5A: Tenure for Health Center Staff Table 5 only: Columns b and c completed for • each additional funding stream (include all activity for patients reported on Grant Tables 3A,3B and 4) 28 14
12/11/2012 Table 5: Staffing & Utilization • Col (a) – Staff full ‐ time equivalents (FTEs) reported by position • Col (b) – Clinic visits reported by provider type • Col (c) – Patients reported by service type 29 Full-time Equivalent (FTE) Defined • WHO: All workers providing services at approved locations — Employees, contracted staff, residents, and volunteers — Do not count paid referral provider FTEs • WHERE: Report based on work performed — FTEs can be allocated across multiple categories • NOTE: Medical director’s corporate time can be allocated to non ‐ clinical; do not allocate other providers — Line 29a Other Related – non ‐ health care (e.g., WIC, childcare, housing, fitness, job training) — Line 22 Other Professional includes PT, Chiropractor, nutrition, podiatry, etc. 30 15
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