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How do I obtain an EHBs account?

You can create a new account using the Create an Account button on the EHB’s homepage (https://grants.hrsa.gov/webexternal/login.asp). For more information on registration, click on Click here to get started below the Create an Account button.

What if I forget my username or password?

If you remember your username but not your password, you may be able to reset it yourself. Just click on the “Forgot Password?” link on the EHBs homepage. The system will ask you to enter your username and answer the security question (entered at the time of registration). If the answer matches, you will be sent a new password to the email address associated with your account. You can also contact the HRSA Contact Center (https://help.hrsa.gov/display/CONFLUENCE/Contact+Us or 877 464-4772) for assistance with your username and password.

Who is able to view the UDS report?

Only users with appropriate permission may view, edit, or submit the UDS report. The project director has all permissions and can grant permissions to other users. If you need to view, edit, or submit the UDS report but do not have the required permission, please ask for it from the project director.

When is the UDS report available for data entry and submission?

The UDS report is available for data entry and submission on January 1 each year.

When is the UDS report due?

The UDS report is due on February 15 each year.

My submission shows as “Late.” What does this mean?

The UDS report is due on February 15. Any report not submitted by the due date will show as “Late” until it is submitted. Please make your best effort to submit your report as soon as possible. If necessary, work with your reviewer to resolve any issues preventing you from submitting your report.

Where do I find references on what data to report?

You can refer to the UDS Manual posted by BPHC (http://bphc.hrsa.gov/healthcenterdatastatistics/reporting/index.html):
You can also refer to the following link for further reporting topics, including the UDS tables, manual, tools, reporting fact sheets, and training modules: http://www.bphcdata.net/html/bphctraining.html.

How do I identify the assigned reviewer for my UDS report?

You can find the information for your assigned reviewer in the “References and Tools” section, located at the top of every page in your UDS report.

How do I get started?

From the Welcome page (the one that opens when you log in to the EHBs), click Tasks with a Deadline under “Items We Are Tracking For you” (or just click the Tasks tab in the Top Navigation panel from anywhere in the EHB). The Pending Tasks - List page opens. Experienced users should be able to locate their UDS report in the list of pending tasks. If not, click Submissions in the Left Navigation panel to open the Submissions - Incomplete List page. Users should be able to locate their UDS reports there.

If you have already worked on your UDS report, you should be able to go right back to it as soon as you log in to the EHBs. On the Welcome page, look under “My Recently Accessed” and you should find a link to your report.

What are the basic steps for completing and submitting the UDS report?

First, collect the data, open the report, and then complete and validate all the tables. Save your work frequently as you go. Take note of any error messages the system displays when you save your work, and address the errors. When you finish data entry for a table, mark the table as complete. Make sure the system moves the table's status to "Validated." (Remember, for tables in the universal and grant reports, this will not happen until the universal and all grant-report tables are marked as complete.)

Next, run the Data Audit report and address any issues (the system calls them "edits") it identifies. Correct errors and correct or explain exceptions. Then run the report again, clearing any new edits it identifies. Repeat until running the Data Audit report generates no edits. Review and submit your report.

Finally, working with your reviewer, complete any change requests and resubmit your report. Repeat these steps as necessary until the report is accepted.

How can I tell where data entry is required?

Data entry is required in fields marked with an asterisk.

Note that data entry is expected in every report table. If you try to mark a table as complete without entering data in all fields, the system will ask you to explain why you left fields empty.

Can I leave my report open for long periods of time while I enter the data?

Yes, but only so long as you save your work at frequent intervals. The system currently does not support “auto save.” Given the length of the UDS tables, you should save your work often, to protect against accidental loss of data. Click the Save button to save changes and remain on the current page, or click the Save and Continue button to save your changes and continue to the next page.

Feel free to keep the report open as long as you need to, but please be advised that the system will log you out – and you will lose any changes you have not saved – after 30 minutes of inactivity. So save your work often.

There are different people in my organization that will be filling out data in the UDS report. Can multiple users enter data in the report at the same time?

Yes, multiple users can enter data simultaneously as long as they are working on different sections of the report. If you and another user are simultaneously making data changes to the same section of the report, then you will receive an error message: “Another user may have changed one or more of the items you are attempting to update. Please try again by going back, refreshing the page and taking the desired action.” If you get this error, please navigate out of the page and try accessing it again. If this error persists over time, then please contact the BPHC Helpline; 1-877-974-BPHC (2742); 8:30 am to 5:30 pm ET, Monday through Friday; Submit Web Request Form.

I did not collect data pertaining to a particular table. What do I do?

Data should be submitted for all sections of the UDS report. Note that some of the UDS tables have a data correlation with other tables in the report, and that you will need to complete all correlated tables and sections before you can resolve associated edit checks. Please work with your reviewer to resolve any unreported data.

What is the difference between “Completed” status and “Validated” status for a table?

This applies to the grantee UDS report only. For tables that have grant-specific reports (i.e., Tables 3a, 3b, 4, 5, and 6a), the table will move to “Completed” status when you mark the table as complete. Once the last grant-specific table is marked as complete and there are no errors between the universal and the grant-specific report, the table will move to “Validated” status. For all other tables, when you have entered all the data and there are no errors and you mark the table as complete, the status will move to “Validated.”

There are some edits on the Data Audit Report that can be explained, while others don’t have that option. Why?

There are two types of edits: errors and exceptions. Errors represent problems in data entry, normally triggered when the data audit detects that numbers don't add up from table to table. You can't explain an error; you can only correct it, so the system doesn't give you the option to explain.

The other type of edit is an exception. Exceptions represent questionable data, such as numbers that are unusually high or low, or significantly at variance with what you may have reported previously. This may be due to a data entry error, or it may be that the numbers reflect a change in the program activity. In the latter case, the reviewer would want to know why. For this reason, you have the option to correct or explain an exception, whichever is appropriate.

How do I enter an explanation for a data audit exception?

In the Data Audit Report, the screen is laid out in a tabular format, with the edits displayed in rows under a set of column headings. See the figures that accompany the article Executing the Data Audit Report and Clearing an Edit. The last column to the right is “Options,” and it displays the action the system believes you would most likely want to take. That is always “Fix Table.” In the case of a data audit exception, if you want to enter an explanation, you would click the Down Arrow next to the default action in the Options column. That pulls down the Context menu, and on the Context menu, you would choose Add Explanation.

I have entered all the data on a particular table, but when I go to the Data Audit Report, I do not see any edits related to that table. What do I do?

In this case, either the table is not in “Validated” status or there are no edits pertaining to the table that apply to your report. Check that the status is “Validated” on the Status Overview page.

I have entered all the right data on my table but am still getting an edit and cannot validate the table. What do I do?

There are several types of edits, as described in the answer to another question on this page. Edits may appear for mathematical errors or data integrity issues across tables, grants, and reporting years. Please ensure that you have entered the data correctly as per instructions in the edit message. Provide clear explanations where appropriate. If you are still unable to resolve the edit, then please contact the UDS Support Center (udshelp330@bphcdata.net or 1-866-837-4357 (866-UDS-HELP)).

I have cleared all Pending edits on the Data Audit report, but whenever I go back to it there seem to be more edits. Why?

There could be multiple reasons why you see edits on the Data Audit report:

  • You have revised the data on a table which caused new edits to fire;
  • You have validated new tables, which caused edits related to those tables to fire;
  • You need to rerun the audit report. (If you cleared an edit by following the link from the Data Audit report, the edit is automatically removed. If you cleared it in any other way, rerun the audit report to remove it.)

I have entered data for all the tables in my report but am not able to submit. What do I do?

You will be able to submit the report when Contact Information, Patients by ZIP Code, and all the tables in the report are in “Validated” status, and EHR Information and Report Comments are in “Complete” status. The status of all sections is located on the Status Overview page in the report.

You must also run the Data Audit report and clear all edits.

If you still cannot submit, please get in touch with the BPHC Helpline; 1-877-974-BPHC (2742); 8:30 am to 5:30 pm ET, Monday through Friday; Submit Web Request Form

How can I track the status of my submission from the EHBs?

Status information is displayed on the Submissions - All page. Click the Expand button to the left of the Submission Name to view the Program Specific Status for the report.

How will I know my report was submitted?

When your report is submitted successfully, it will no longer appear as a pending task in the EHBs. You can track your report through the Submissions – All page or your grant portfolio, where its status will have moved to “Submitted” and you will not be able to edit it anymore. Also, during the submission process, you will be taken to a confirmation page, which displays a tracking number. You can use this tracking number as a reference for any future communication with BPHC or your reviewer.

How will I know that my report was reviewed and accepted by HRSA?

Once your report is reviewed, your report will remain in “Submitted” status until all the reports for the year have been processed. Reports are typically processed by mid-May, after which the Program Specific Status of the reports processed successfully move to “Accepted.” You may also receive a notice from your reviewer after the review is complete.

What UDS data do I have access to once I have submitted the report?

You will have access, in read-only (HTML) format, to all UDS reports you submitted through the EHBs, going back to the 2007 reporting year. You will also have access to a series of reports that HRSA issues each year based on the data collected through UDS.

If you are a Health Center Program grantee, you can access your reports by going through your grant portfolio. After logging in to the HRSA EHBs, click the Grants tab in the Top Navigation panel to open your grant portfolio. Locate the grant for which you submitted your UDS report, and then click Grant Folder. When the Grant Home page opens, click Performance Reports. On the Performance Reports - List page, scroll down until you see your UDS report (you should see all the UDS reports you've submitted through the EHBs, going back to the 2007 reporting year). To view the report, click Performance Report under “Options.”

For the 2008 and subsequent reporting years, you have access to your UDS data in XML format and the following reports based on UDS data: UDS Grantee, State, National Summary Report, UDS National and State Rollups, UDS Health Center Trend Report, and UDS Health Center Performance Comparison Report. After navigating to your UDS reports as described above, find the UDS report you submitted for the corresponding reporting period. Click Performance Report under “Options.” The report will open in a separate window. Click the Click HERE link at the top to open the landing page for the UDS data reports.

If you are a Health Center Program look-alike, you can access your reports by going through your designation portfolio. After logging in to the HRSA EHBs, click the FQHC-LALs tab in the Top Navigation panel to open your list of registered organizations. Locate the organization for which you submitted your UDS report, and then click FQHC-LAL Home. When the look-alike Welcome page opens, go to the left side menu and click View Portfolio. On the Portfolio page, click Open Designation Handbook. On the Overview page for the designation handbook, go to the left side menu and click Performance Reports. On the Performance Reports page, click Search and search for reports submitted to HRSA. You should see all the UDS reports you've submitted through the EHBs. To view the report, click View Report under “Action.”

For look-alikes, the UDS National Rollup Report is available. After navigating to your reports as described above, find the UDS report you submitted for the corresponding reporting period. Click View Report under “Action.” The report will open in a separate window. Click the Click HERE link at the top to open the landing page for UDS data reports.

For more information on UDS data reports, see the quick reference sheet Accessing Standard UDS Reports. You will find it under the Training Material link under References and Tools in the page header in your UDS report.

What happens after February 15?

The UDS system is available for your aggregate data input and review starting January 1. The report is due by February 15, after which the reviewer will work with you to clarify and refine your data. This process may require revisions by the health center and may require time through the end of March, at which time the data must be finalized. During the month of April, the analysis of data reporting is done centrally. If any issue is identified during this month, your reviewer may contact you to address it. By mid-May, all the reports are processed and data is finalized. Reports are generated through the summer, starting with rollup reports in June.

What resources are available if I need help?

The following resources are available:
If you need help with your EHB account, password, user role, or access privileges, please get in touch with the HRSA Contact Center (https://help.hrsa.gov/display/CONFLUENCE/Contact+Us or 1-877-464-4772).
If you need technical system assistance, including on-screen errors (other than edits), and general system issues, please get in touch with the BPHC Helpline; 1-877-974-BPHC (2742); 8:30 am to 5:30 pm ET, Monday through Friday; Submit Web Request Form.
If you need help with content-related questions, including reporting definitions, edit review, and interpreting UDS data and reports, please get in touch with the UDS Support Center (udshelp330@bphcdata.net or 1-866-837-4357 (866-UDS-HELP)).

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