2009 Uniform Data System Reporting Manual

This 14th edition of the Bureau of Primary Health Care’s User’s Manual: Uniform Data System (UDS) updates all instructions and modifications issued since the first UDS reporting year (1996). This Manual supersedes all previous manuals, including instructions provided on the BPHC Web site prior to October 2009.

The Manual includes a brief introduction to the Uniform Data System, instructions for submitting the UDS, definitions of terms as they are used in the UDS and detailed instructions for completing each table.  Where relevant, the table-specific instructions also include a set of “Questions and Answers”, addressing issues that are frequently raised when completing the tables.  Three appendices are included which: (A) list personnel by category and designation of personnel as providers who can produce countable “visits” for the purpose of the UDS; (B) describe how to report issues which have impact on multiple tables; and (C) provide sampling methodologies for manual chart reviews.
 
The UDS is an integrated reporting system used by all grantees of the following primary care programs administered by the Bureau of Primary Health Care (BPHC), Health Resources and Services Administration:

1. Community Health Center, as defined in Section 330(e) of the Consolidated Health Centers Act as amended;
2. Migrant Health Center, as defined in Section 330(g) of the Act;
3. Health Care for the Homeless, as defined in Section 330(h) of the Act;
4. Public Housing Primary Care, as defined in Section 330(i) of the Act.

In addition, since activities (patients, visits, income and expenses) which have been and/or are being supported by one or more element of the American Recovery and Reinvestment Act (ARRA) are integrated with other Section 330 funded activities, ARRA funded activities are reported in the UDS.  BPHC collects data on its programs to ensure compliance with legislative mandates and to report to Congress, OMB, and other policy makers on program accomplishments.  To meet these objectives, BPHC requires that grantees submit a core set of information annually that is appropriate for reviewing and evaluating performance and for reporting on annual trends.  The UDS is the vehicle used by BPHC to obtain this information.  (Note:  Grantees are also required to report activities funded by ARRA in a separate Health Center Quarterly Report (HCQR). These instructions are included in the HCQR Reporting Manual and are not addressed in this manual).

The UDS includes two components:

1. The Universal Report is completed by all grantees.  The Universal Report consists of all UDS reporting tables.  This report provides data on patients, services, staffing, and financing across all programs.  The Universal Report is the source of unduplicated data on BPHC programs.
   
2. The Grant Reports are completed by a sub-set of grantees who receive multiple grants from the BPHC health center program.  The Grant Report consists of Tables 3A, 3B, 4, part of Table 5 and Table 6A, only. These reports 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 is funded under one and only one of these programs.  No Grant Report is submitted for the portion of multi-funded grantee’s activities supported by the Community Health Center grant.

The UDS is composed of 11 tables intended to yield consistent clinical, operational and financial data that can be compared with other national and State data and trended over time.  These tables are:

1. Patient Origin form:  Provides zip codes of patients served.
2. Table 3A:  Provides a profile of patients by age and gender.
3. Table 3B:  Provides a profile of patients by race, ethnicity and language.
4. Table 4:  Provides a profile of patients by income (% of poverty level) and third party medical insurance source.  It also reports the number of targeted population patients receiving services.
5. Table 5:  Reports staffing full-time equivalents by position, and visits and patients by provider type and service type.
6. Table 6A:  Reports on primary diagnoses for medical visits and selected services provided.
7. Table 6B:  Reports findings on quality of care indicators.
8. Table 7:  Reports findings on health outcomes/disparities.
9. Table 8:  Details direct and indirect expenses by cost center.
10. Table 9D:  Reports full charges, collections and allowances by payor as well as sliding discounts and patient bad debt.
11. Table 9E:  Reports non patient-service income.

The UDS report is always a calendar year report.  Agencies whose funding begins, either in whole or in part, after the beginning of the year, or whose funding is terminated, again either in whole or in part, before the end of the year, are still required to report on the entire year to the best of their ability.

Since 2006 persons served by BPHC-supported clinics are referred to in this manual as “patients.”  Inconsistent language, referring to such persons as “clients”, or “users” has led to some confusion in the past.  There is no intent to change the individuals who are being counted or reported on in the UDS process.  All persons previously referred to and counted under any of these terms will continue to be counted in the UDS. 

NOTE: TABLES 1, 2, 8B, 9A, 9B, AND 9C WHICH WERE INCLUDED IN EARLIER VERSIONS OF THE UDS, HAVE BEEN DELETED.

PUBLIC BURDEN STATEMENT

Public reporting burden for this collection of information is estimated to average 62 hours per response, including the time for reviewing instructions, searching existing data sources, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to: HRSA Reports Clearance Officer, 5600 Fishers Lane, Room 10-33, Rockville, Maryland, 20857.

Updated October 19, 2009