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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

2024 UDS Manual (PDF - 2 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 file formats to help health centers prepare UDS submissions in advance with an organized, standard structure:

New Tobacco Screening Resource (PDF - 236 KB) provides guidance on reporting the Tobacco Use Screening and Cessation clinical quality measure due to the missing value sets in the 2024 performance year version of the measure.

Updated General Information Fact Sheet (PDF - 279 KB) provides an introduction to UDS reporting, outlines major changes from prior year reporting, and explains the Who, What, When, Where, and Why of the UDS. This fact sheet also showcases the overall structure and data elements captured within each of the UDS tables and forms. 

New UDS Family Planning Needs Screening Resource (PDF - 149 KB) Information on how to report patients screened for family planning needs, including contraceptive methods, based on responses to standardized social risk screener questions including examples of commonly used tools.

UDS Beginner Resources (PDF - 107 KB) 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 Resources (PDF - 98 KB) 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.

Updated UDS Submission Checklist (PDF - 196 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.

New BHW UDS Reporting Considerations (PDF - 922 KB) provides guidance on reporting the UDS, specific to Bureau of Health Workforce programs with a UDS reporting requirement.

Training

Beginners Tool Kit | Provides a comprehensive source of information and resources to health center staff to aid in successful UDS report submission.

UDS Support Center

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 center: when you have questions about a particular UDS measure’s specifications, when you are looking for 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 Knowledge Base is a wiki that introduces the electronic submission system, EHBs, PRE, and system enhancement resources. The EHBs Help and Knowledge Base Overview for Grantees Video walks you through how to access and use the EHBs Help and Knowledge Base.

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).

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

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 in the EHBs, diagnosing EHBs 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

Send inquiries via the BPHC Contact Form by selecting Technical Support, EHBs Tasks/EHBs Technical Issues, EHBs Privileges. 

Note

UDS Support Center can assist with UDS measures and requirements. Call 866-UDS-HELP or email udshelp330@bphcdata.net.

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