Reporting Guidance

In this section:

Resources are available to help health centers submit accurate, timely, and complete Uniform Data System (UDS) reports each calendar year.

Resources

2022 UDS Manual (PDF - 3 MB) offers detailed information on reporting the 11 tables and 3 forms, which provide a snapshot of health centers’ clinical, financial, and administrative performance. The manual is updated annually to align with national reporting standards and other potential changes.

UDS Program Assistance Letters (PALs) provides an overview of the proposed and approved changes for each calendar year (CY) reporting period.

UDS Manual Reporting Tables are available in three file formats to help health centers prepare UDS submissions in advance with an organized, standard structure:

General Information Fact Sheet (PDF - 256 KB) provides an introduction to UDS reporting; explains the Who, What, When, Where, and Why of the UDS; and outlines major changes from prior year reporting. This fact sheet also showcases the overall structure and data elements captured within each of the UDS tables and forms. 

UDS Annual State-Based Training Presentation (PDF - 4 MB) provides detailed information on required UDS reporting forms, and includes tips on best practices for data reporting.

UDS Beginner Resource directs new UDS reporters to suggested UDS reporting trainings and resources. These resources are recommended for staff reporting UDS data for the first time.

UDS Advanced Resource provides UDS reporting trainings and resources that build on the beginner knowledge base. This guide is recommended for staff who are familiar with the UDS data and reporting processes.

UDS Submission Checklist (PDF - 77 KB) is a reference tool to help ensure a complete, accurate, and on-time UDS submission.

Health Center Compliance Manual is the principal resource that helps health centers understand and demonstrate compliance with Health Center Program requirements. Specifically, Chapter 18 provides detailed information on requirements associated with program monitoring and establishing data reporting systems.

Training

UDS Basics: Orientation to Terms and Resources
September 7, 2022
Presentation (PDF - 2 MB) | On Demand Recording
This webinar provides key terms and resources commonly used in UDS reporting.

2022 UDS Changes Technical Assistance Webinar 
May 11, 2022
Presentation (PDF - 1 MB) | On Demand Recording
Provides a detailed overview of important UDS reporting changes, including Table 6A (Selected Diagnoses and Services Rendered) changes, inclusion of a Long COVID-19 measure, updates to UDS clinical quality measure specifications to align with current Centers for Medicare and Medicaid Services electronic-specified clinical quality measures (eCQMs), using electronic health record data to report CQMs, and an update to assessing social risk screening.

Self-Paced Learning Module: UDS Overview explains the purpose and value of UDS data and identifies which health center staff should be involved with UDS reporting. Estimated length: approximately 30 minutes.

Self-Paced Learning Module: Submission Success provides tips and tricks for a successful data collection and submission process, including how to plan ahead, follow the reporting schedule, report accurate data, respond during the review process, and prepare for the next year. Estimated length: approximately 30 minutes.

UDS Help Desk

For assistance with UDS measures and reporting requirements, contact:
Phone: 866-837-4357 (866-UDS-HELP)
Email: udshelp330@bphcdata.net

Examples of when to use this support line: when you have questions about a particular UDS measure’s specifications, when you are looking for particular answers for your health center’s unique UDS reporting needs, and when seeking guidance about countable visits.

Electronic Handbooks (EHBs)

Access resources and support on how to use the Health Resources and Services Administration (HRSA) Electronic Handbooks (EHBs), the grant management system that health centers use to report UDS data annually and for managing the overall grant lifecycle.

EHBs Overview Video explains the importance of UDS reporting and the permissions required to access the UDS report and provides an overview of UDS tables and appendices.

HRSA EHBs Knowledgebase is a wiki that introduces the electronic submission system, EHBs, PRE, and system enhancement resources.

Reporting Guidance Located on the Electronic Handbooks (EHBs)
Instructions to Access UDS Reporting Guidance Resources on the Electronic Handbooks (PDF - 432 KB) provides steps to find resources on the Electronic Handbooks (EHBs) that help Health Center Program awardees and look-alikes (LALs) access UDS reports and the Preliminary Reporting Environment (PRE).

  • UDS EHBs User Guide: A step-by-step guide of the process to access, prepare, submit, and revise UDS reports and access standard UDS reports in the EHBs system for Health Center Program awardees and LALs.
  • Accessing Standard UDS Reports: Quick reference sheets (QRSs) that describe how to access standard UDS reports from the EHBs system tailored to program awardees and LALs.
  • Offline Excel Mapping Tool: A companion file to the offline UDS data Excel template. This tool helps streamline reporting by providing mapped cell locations to data fields. The offline Excel and mapping documents should be used with an Electronic Health Record (EHR) or data system to help in automating the UDS Report. (Note: Offline Excel templates are specific to each health center and are available through EHBs).

2020 EHBs Reports Formula Reference Guide (PDF - 735 KB) explains the calculation formulas used for statistics included in standard UDS reports that are available to Program awardees and LALs through the EHBs.

The Preliminary Reporting Environment (PRE) is part of the EHBs UDS reporting environment and allows health centers to enter UDS data early, before the official reporting season starts in January. The PRE provides an additional opportunity for health centers to prepare data submissions early and address potential data errors before the reporting deadline. Health centers can also download UDS tables as offline Excel and HTML files to enter data outside of the EHB environment. Learn more.

EHBs Help

Completing and Submitting UDS Reports

For help completing and submitting UDS Reports via HRSA EHBs, contact:

Phone: 877-464-4772, Option 1

Send inquiries via the BPHC Contact Form. Under the UDS section, choose the UDS Reporting category then select the Completing and Submitting Performance Reports subcategory.

Examples of when to use this support: reporting access/submission issues, diagnosing system issues, and accessing EHBs technical assistance materials related to the UDS reporting environment.

Account Access and Roles

For assistance with EHBs account setup, password assistance, roles and privileges account setup, and determining whether a competing application is with Grants.gov or HRSA, contact:

Phone: 877-464-4772, Option 3

Submit a ticket: HRSA EHBs Customer Support Center

Note

UDS Support Line offers assistance around UDS measures and requirements. Call 866-UDS-HELP or email udshelp330@bphcdata.net.

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