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UDS Performance Systems Overview

The Uniform Data System (UDS) is an integrated performance reporting system that is managed by Health Resources and Services Administration (HRSA). It supports 1370+ health center awardees and 55+ look-alikes to report performance data on a calendar year basis using 13 structured forms. These forms consist of more than 900 core sets of performance data that relate to patients, visits, staffing and utilization, quality of care indicators, health outcomes and disparities, financial costs and revenues. The UDS data is used to ensure compliance with legislative and regulatory requirements, improve health center performance and operations, and report overall program accomplishments.

 

Health Centers report UDS data from the prior year annually between January 1st and February 15th. After the data has been analyzed, more than 2,200 measures are computed at the national, state, and awardee level.

On this page

Uniform Data System Overview Video
Thumbnail to UDS Overview Video page

EHBs Permissions

1. To access the UDS Performance Report, you must have an account that has been given access to a Health Center Program grant or Look-alike designation and is registered to your organization. 
2. The account must also have at least one of these three EHBs Performance Report privileges: View, Edit, or Submit.

If you do not have the necessary privileges, contact your Project Director for your associated grant or designation. Your project Director is responsible for managing users and permissions in the EHBs.

Accessing the UDS Performance Report

1. Log in to the EHBs. (https://grants.hrsa.gov/webexternal/login.asp)
2. From the EHBs home page, click on the Tasks tab. This will open the ‘My Tasks – List’ page.
3. Locate the ‘Performance Report’ task with the grant number you would like to work on. Under the 'Options' column, click the Start/Edit link to navigate to the UDS Performance Report. This will open the UDS Report Status Overview page.

UDS Performance Report Tables Overview

1. The Status Overview page displays key details such as the UDS Report due date and number of days left in the reporting period. The page also contains the UDS Report Status list, which indicates whether the UDS tables are ‘Complete’, ‘In Progress’, or ‘Not Started’. The right side of the Status Overview page displays sections such as the ‘Form Overview’, ‘Report Details’, and ‘Submit and Print’.
2. The Contact Information section collects information such as the UDS point of contact and contact information for the Project Director and the CEO 
3. The ‘Patients by ZIP code’ table is where the number of patients served by ZIP code is reported.  This information is needed to compile state and national-level data and enables HRSA to better identify health center service areas as well as service area gaps or overlaps.
4. Tables 3A and 3B collect demographic information about the recipients of health center services.  Table 3A collects age and sex assigned at birth information and Table 3B collects demographic data.
5. Table 4 gathers data on patient characteristics such as income level and special population information
6. Table 5 provides a profile of health center staff, number of visits, and number of patients served by service category (e.g. medical and dental service).
7. Table 6A collects clinical data, including diagnoses and services rendered.
8. Tables 6B and 7 capture Clinical Quality Measures, most of which are established by the Centers for Medicare and Medicaid Services. These tables allow HRSA to collect data on the most prevalent health concerns and track national initiatives.
9. Tables 8A, 9D, and 9E collect financial data. Table 8A gathers dollar amounts for medical and clinical costs. 9D records charges, collections, supplemental payments, contractual allowances, self-pay sliding discounts, and self-pay bad debt write-off. 9E collects the dollar amount of non-patient income received during the reporting period. 
10. The Appendices includes the Health Information Technology (HIT) and Other Data Elements (ORE) forms. Health Centers answer questions about their use of information technologies (e.g. electronic health records) on the HIT form.  The ORE form collects information not related to the other tables (e.g. medically assisted treatment for opioid use disorder) and may be subject to annual changes.

Each table has data entry fields and a comment box for any additional information for UDS Reviewers. Report-level comments may be entered on the ‘Report Comments’ page.

Updating UDS Data

1. To update UDS Report data, click the ‘update’ link for the table you want to update on the Status Overview page or click the table name in the left-hand navigation menu’s Report Status section.
2. Enter data into the appropriate fields and validate the data. 
3. Repeat step 1 and step 2 until all tables are complete.

Data Audit Report

1. Once all the UDS tables have been completed, run the Data Audit Report (DAR) to validate UDS Performance Report data.
2. The DAR is run on the Data Audit Report page located in the UDS Performance Report. To run the DAR, click the Run Data Audit Report button.

Important Note:

As least one of the UDS Performance Report tables must be complete before the DAR can be run

3. Once the DAR has been run, issues in the list must be corrected or justified. Click the ‘Fix’ link or the ‘Add/Edit Explanation’ to correct or justify the error.

Submitting Report

1. Complete one last review of your report by clicking on the ’Review’ link in the left-hand navigation menu. This page will display a read-only version of your entire UDS Report.
2. Once all the sections are complete and accurate, you can submit your UDS Report. On the helft-hand navigation menu or the widget on the Status Overview page, click 'Submit'. Certify that your UDS Report is complete and accurate and click the ‘Submit’ button to complete submission. 

Help Resources

1. If you have any questions or need assistance with the UDS Report, contact the UDS Helpline by email at udshelp330@bphcdata.net or give them a call at 866-837-4357.
2. If you have EHBs issues or questions, contact Health Center Program Support at 877-464-4772.
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