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1. Letters Labels mM Msasand Carn xi Save Cancel Parameters General gt Pat Reg Fields Parameter name contains Only Show Field Defaults Practice Value Require SN for Patient Registration N Require Close SSN for Quick Registration Require Close Suffix for Patient Registration FA Require Close Sex for Patient Registration Require Close Sex for Quick Registration Require Close DOB for Patient Registration Require Close DOB for Quick Registration equire Close Marital Status for Patient Registration Reauie Close Marital Status for Quick Reaistrati Require Close Race for Patient Registration Require Close Race for Quick Registration Require Close Language for Patient Registration Require Close Language for Quick Registration Require Close Employment Status for Patient Registration System Value N Practice Value ZZ ZZ Z Zz zz zZz INNOVATIVE HEALTH HCN User Guide for Verifying UDS Rev 1 10 aA TECHNOLOGY SOLUTIONS Note If there are questions about how to map table elements contact HRSA Handling Medical Manager Conversion Data This section describes how to run the UDS extract and generate the UDS reports in Vitera Medical Manager for conversion year reporting These instructions apply to practices that used Vitera Medical Manager prior to converting to Vitera Intergy Before generating the UDS reports using Vitera Medical Ma
2. 2 If data seems skewed for certain procedures go to the section Reviewing Diagnosis and Services Data 3 Otherwise use the report to complete Table 6A Reviewing Diagnosis and Services Data To update any faulty data charges have to be updated for a patient account 4 Runthe detailed UDS report for Table 6A Use this report to isolate the patient accounts whose charges need to be updated 5 From Vitera POMIS click the Account Posting S icon 6 Select the desired patient to view the charge information en HCN Health Choice Network ren TIVE HEALTH OGY SOLUTIONS HCN User Guide for Verifying UDS Rev 1 50 Note If there are questions about how to map table elements contact HRSA Select Account for Existing Person x r Accounts Guarantor begins L F M f Guarantor Account Been fade Fs Jest Je Anthony Mark NE 10th St Madison Active Anthony Nene 555 NE 10th St Madison Active Apple Green 123 Easy Street Hialeah Active Appleton Mark 6743 NW 36 Street Madison Active Arauz Felipe 29 1235 NW 179th St miami gardens Active STAND Arce Pamela 471 E 53 St Hialeah Active Amold Tracey 123 Gosling Court Madison Active Bach Sebastian 123 Anywhewre St Madison Active Bach Sebastian 5r 9811 SW 124 St miami Active Bailey John Active 7 Inthe charge posting detail screen select the desired encounter and DOS EY Account Payment Posting E 7 f l x Account D
3. Close Help n HCN User Guide for Verifying UDS Rev 1 67 Vote If there are questions about how to map table elements contact HRSA OP x T atm INNOVATIVE HEALTH TECHNOLOGY SOLUTIONS The HRSA Randomizer Use the HRSA randomizer to assist with an unbiased selection of charts http www randomizer org form htm Qr mimus Aa ue memo tn dl Sei nen OD om t det asra manaira d tam Peveanit 70perset 77 ve vad ane an runden LETE vegen ar operant end memi n Number range 8 g 1 58 Enter the p E Radars ont adi nr eer Poter numberfrom f ce emnene rast renin van cone your audit Etne ved prenda Cu vov wh set ton monte that fin o we gener stmt Ble Edt Vw Favorites Tools Help Sy convert Py Select we de fv ov pee OT Q mRNA BER eS el Research Randomizer Results 1 Set of 70 Unique Numbers Per Set Range From 1 to 1000 Unsorted Job Status Finished Pull these chart Set 1 numbers 757 623 560 676 324 76 440 295 331 309 453 12 424 622 288 80 277 345 781 707 82 820 224 200 558 570 896 452 187 138 370 915 904 862 995 489 926 803 232 640 734 160 195 607 516 745 836 813 475 551 701 420 554 962 73 536 28 955 629 742 349 462 443 458 378 168 157 857 164 624 HCN vonor Wovrveveacn HCN User Guide for Verifying UDS Rev 1 68 FW TECHNOLOGY SOLUTIONS Note If there a
4. 1 0 0 m All Reports Name contains UDS Report Name UDS Report UDS Report Clinical Audit Worksheet UDS Table 34 Age and Gender Analysis Report UDS Table 3B Race and Ethnicity Analysis Report UDS Table 4 3rd Party Ins Source Analysis Report UDS Table 4 Poverty Level Analysis Report UDS Table 4 Special Populations Analysis Report UDS Table 5 Staffing and Util Analysis Report o xd 2 Compare data reported from the current year to the previous year s data If the numbers are significantly different and seem incorrect go to the section Reviewing Special Populations Data 3 If the data seems to be correct use the report to fill in Table 4 Special Populations Analysis Report HCN User Guide for Verifying UDS Rev 1 38 Note If there are questions about how to map table elements contact HRSA eo Us z INNOVATIVE HEALTH TECHNOLOG Reviewing Special Populations Data This section includes instructions for completing Table 4 Special Populations 4 From Vitera POMIS click the Patient Information i icon 5 n the Patient Information window click Sliding Fee Eq Patient Information Arauz Felipe A 50yM SSN 121 12 4469 Account 291 Patient Account Options Work Collections Reports Help Close Q ia r Household Personal Documented Y Yes Effective 01 11 2011 Privacy JG Sliding Fee Income Period Iw Weekly Espiration 01 11 2012 Financial Gross Income 3
5. How to Verify Intergy Data for UDS Reporting An HCN User s Guide Aw HCN Health Choice Da INNOVATIVE ice Network TECHNOLOGY SOLUTIONS Table of Contents GLE EE NE 4 MV TT 2c ccccee cece eee eee cece eee AKNE EA KENE Ea EEN Aan E Da Ea E a ea aiaia a 4 Who Should Use this Document rrnunnnnnnnennnennnernnernnerrnernnernnerrnsrnnsenrsennsrnnsenn 4 Additional Resources ccm 4 Document Conventions ssssss m Hee memes nennen nnne rennes 4 Terminology and ACFOPVITIS sce ooi ota pen p rk ae Sua medmindre pux EEER CS ERI UR CEN 5 Document Revision History Be 6 Before You Begin Read Me First 7 LICISERU BUMP 7 How is the UDS used ccicesess utut eee eee ESAE AAEE EEEE 7 Help Completing UDS Tables Technical Assistance sseeesusesssss 7 Description of Tabl S Lasses een 8 Completing the UDS Tables rrnrnnnnnrnnnnnnnnrvnnnnnnnnvennnnnnnrennnnnnnnennnnnnnenennnnnunrennnnnusnen 9 Entering Useful Data tetto reete ker cerea ties ear a ke ske beate akt 9 Completing UDS Fields cea eene retener eter nce eene eme dn enn EUR EARE 9 Handling Medical Manager Conversion Data anannnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 11 Running the UDS Extract 2 escssceicsnieesieeeise rese ekse rabie une rede duke n cree ere DERE cents 11 Importing the UDS bino quae E M 14 Generating the UDS Report in Vitera Intergy rrn
6. This allows you to generate a list of qualifying patients who meet the UDS reporting requirements for the new sections The resulting list can be used as a worksheet to manually audit clinical records of the qualifying patients listed to compile submission values for each section of Table 6B in the annual UDS Report The UDS Report Maintenance Clinical Audit page window and the UDS Report Clinical Audit Worksheet window have been enhanced UDS Report Maintenance Clinical Audit page Window The new Pregnancy and Tobacco Use sections have now been added to the Clinical Audit page of the UDS Report Maintenance window A Diagnoses button is available in each section Eq UDS Report Maintenance fol EG Utilities Help Close Staff The following items are used by the UDS Report Clinical Audit Worksheet only Insurance Diags amp Services r Diabetes Excl Procedures 7 Proc Priority kone Race Ethnicity r Hypertension Clinical Audit Grant Reports Diagnoses None Other m Hysterectomy Procedures None r Pregnancy Diagnoses None Edit r Tobacco Use Save Diagnoses None Cancel The Diagnoses button in the Pregnancy section enables you to specify diagnoses that identify patients who are pregnant The selected diagnoses are applied when the UDS Report Clinical Audit Worksheet is run for the Weight Audit section According to the UDS reporting specifications patients who are pregnant shou
7. Special Populations Analysis Report l Managed Care ime Tor mo M w anu a m 4 TIP Instead of printing all the pages print to file and view the report to only print the pages you may need instead of the entire report 2 Ifthe data seems correct use the report to fill in Table 4 3rd Poverty Level Analysis Report 3 If data needs to be corrected refer to the section Reviewing Poverty Level Reviewing Poverty Level 4 To review Poverty Levels reported in UDS Table 4 Poverty Level use the Detailed UDS Report for Table 4 to update incorrect data in Patient Information i f Ej Patient Information Abner Carla D 41yF SSN 100 00 0206 Account 224 Patient Account Options work Collections Reports Help Close r Household Personal Documented Y Yes Effective 01 13 2011 Pri P pad ST E Income Period f Annual Expiration 01 13 2012 Financial Gross Income 2 300 00 1 Clinical Scheduling No Supported 2 Percent Poverty 16 Encounters Imaging Other Ryan White Chart View 100 Medical Services 100 Surgery Slide A 100 r Patient Sliding Fee Schedules History r Special Population Information 5 Rerunthe report to be review that the data now looks correct 6 Update Table 4 with the correct data OP xu HCN INNOV um TECHN TIAM HCN User Guide for Verifying UDS Rev 1 34 NOLOGY SOLUTIONS Note If there are questions about how
8. and 4 income and insurance describe the same patients and the totals must be equal Table 4 lines 7 12 and Table 9D Reporting of charges and collections by payor on Table 9D relates to insurance enrollment on Table 4 For example dividing Medicaid revenues on Table 9D line 3 column a or column b by Total Medicaid Patients on Table 4 line 8 equals the average charge average collection per Medicaid Patient Table 4 lines 13a b and Table 9D Reporting of managed care revenues on Table 9D relates to member months on Table 4 Dividing managed care capitation income by member months equals average capitation per member per month PMPM For example dividing Medicaid capitated income Table 9D line 2a column b by Table 4 line 13a column A equals Medicaid PMPM Poverty percentage pulls from sliding fee Poverty level slide type is calculated based on other fields on page the Sliding Fee page When patient comes in for visit verify that Documented is Yes and the sliding fee hasn t expired All fields should be properly completed in Patient Information i under the Sliding Fee section If the Household Documented Income field has a value of Yes the system assigns the correct poverty level for the patient If the Household Documented Income field has a value of either No Pending Refused or Unknown then the patient will be counted as Unknown The patient is also counted as Unknown if the last encounter is greater than 12 months fr
9. 1 78 Note If there are questions about how to map table elements contact HRSA Sample Table 6B UDS Quality Care Indicators Analysis Report DEMOGRAPHIC CHARACTERISTICS OF PRENATAL CARE PATIENTS AGE NUMBEROFPATIENTS a esmases 0 pm Aes 1518 S SSS Aces oo G ces 25 44 s Aes4samOwR w 2 6 Tora Parents SUMUNEST S TRIMESTER OF FIRST KNOWN VISIT FOR Women Having First Visit with Women Having First Visit with DURING REPORTING YEAR a b 7 FirstTrimester PG 8 SecondTrmester P 9 Third Trimester UO NUMBER OF PATIENTS IMMUNIZED c Number of children who have received required vaccines who had their 2 birthday during measurement year on or prior to December 31 TOTAL NUMBER OF NUMBER CHARTS FEMALE PATIENTS SAMPLED OR EHR 24 64 YEARS OF AGE TOTAL Number of female patients aged 24 64 who had at least one Pap HCN iverora Health Choice Network INNOVATIVE HEALTH HCN User Guide for Verifying UDS Rev 1 79 47 SW TECHNOLOGY SOLUTIONS Note If there are questions about how to map table elements contact HRSA Sample Table 7 UDS Health Outcomes and Disparities Analysis Report Hispanic Latino 1 Native Hawaiian b1 Race Unreported Refused to Report g Pacific Islander b2 American Indian Alaska Native d More than one race Pacific Islander b2 Black African American c American Indian Alaska Native d More than on
10. Carrier Maintenance Verify that the insurance type exists for example CHIP CE oa Reports Help Close Details Carrier Code sig v Chip Plans Proc Overrides R r Details C IDs Code CHIP Name Chip Plans NAIC NEIC Govt Program s Other Cancel 6 If the carrier type does exist verify that the Carrier Code has been properly attached to the plan in question Intergy gt Setup gt Insurance OD uc HCN INNOV ICE H HCN User Guide for Verifying UDS Rev 1 36 TECHNOLOGY SOLUTIONS Vote If there are questions about how to map table elements contact HRSA EQ Insurance Plan Maintenance P lai xi Reports Help Close Plan Information Plan Code 547 Amerigroup Healthy Kids Financial Parameters p Plan Information C IDs Alt Names Payer ID 27513 Plan Code p47 Carrier Code CHIP Plan Name Amerigroup Healthy Kids Admin Contacts PA Address Po Box 61010 City Virginia Beach C Advanced Billing T State M Referral Forms Zip Code 23466 1 010 Country us Attention Authorization 800 454 3730 i i 800 454 3730 Managed Care Class MED Medical Services 800 454 3730 Fix Benefit Amerigroup FL r Billing Parameters Copays Copy Contract Type M Managed Care E Bill Non Covered Y Bill Prepaid Encounter Y Standard Visit New isi za Plan Type ci Commercial Insuranc Wc aoe Edit Specialist Vis
11. Conventions The following icons are used throughout this user guide to point Notes provide additional information such as reference materials or NOTE i information Provides a hint or help on how to do something Also gives 2 TIPS prerequisite information if applicable A Provides information that requires special attention or care when CAUTION doing something GR HCN User Guide for Verifying UDS Rev 1 4 TECHNOLOGY SOLUTIONS Note If there are questions about how to map table elements contact HRSA Terminology and Acronyms Become familiar with the following terminology Term or Acronym This stands for BPHC Bureau of Primary Health Care CHC Community Health Center FQHC Federally Qualified Health Center HRSA Health Resources and Services Administration UDS Uniform Data System HCN User Guide for Verifying UDS Rev 1 5 Note If there are questions about how to map table elements contact HRSA ED HCN 4 A x Gre TECHI OLUTIONS Document Revision History Date Rev No Description Author Jan 2012 O 1 revision updated the document so that the HCN Inc format would be consistent with current technical documentation guidelines Sept 2012 1 2nd revision updated the document so that the HCN Inc format would be consistent with current technical documentation guidelines OP HEN w
12. UDS Export File 1 If you are not already in the UDS Report Maintenance window from the Vitera Intergy desktop menu bar select the Setup menu select CHC Reports and then select UDS Reports 2 From the UDS Report Maintenance window menu bar select the Utilities menu to open the UDS Report Import dialog box 3 Inthe Import File field locate and select the udsdata dme file that you want to import ziixg Import File udsdata dmd E Import Close Help 4 Click the Import button The UDS data from the previous practice management system in the udsdata dme file is imported into the Vitera Intergy system 5 Click the Close button when you are finished importing the UDS data file Op HEN teg HCN User Guide for Verifying UDS Rev 1 14 pe Note If there are questions about how to map table elements contact HRSA Generating the UDS Report in Vitera Intergy After importing the UDS data file from your previous practice management system you are ready to run the UDS report using Vitera Intergy You will combine the data from the UDS report created in Vitera Intergy UDS with the corresponding data from the UDS report created in your previous practice management system Perform all the normal setup tasks required for the annual UDS reporting in Vitera Intergy This includes setting up race and ethnicity translations provider exclusions and updating other information according to the unique requirements of the current
13. UDS reporting year Run the UDS report the same way you would in a non conversion reporting year Be sure to print the report or save the output file for reference Later you will combine the data in this report with the corresponding data in the report from your previous practice management system For more information about setting up and running the annual UDS reporting in the Vitera Intergy system refer to the UDS Reports section in the Vitera Intergy Online Help Generate the Conversion Year UDS Report in Vitera Intergy 1 Ifyouare not already in the UDS Report window from the Vitera Intergy desktop menu bar select the Reports menu and then choose Select 2 Inthe Select Report window expand CHC from the menu tree on the left side of the window Then select UDS 3 Select UDS Report from the report list and click Select The UDS Report window is displayed m Grant Reports Universal Report C Migrant Health Health Care for the Homeless Public Housing Primary Care duu Close Report Dates B 7 e Range Custom Date v Stat 01 701 2011 End 12 31 2011 E B r Include Tables Tables All Tables View Departments All Departments Service Centers All Service Centers Finance Centers All Finance Centers Reporting Unverified Stated Income Pending Documentation Patient Reported s Unknown Percent of Poverty No Documentation Pa
14. Unknown Ahigh number exists for invalid zip codes for example 00000 etc To identify data that may need to be updated from Intergy POMIS click Reports gt run the Patient Report and filter by Zip Code This will help to quickly identify patients whose demographic data needs to be updated To properly update a patient s zip code 3 From POMIS access the Patient Information i window 4 Usethe Patient Report by Zip Code to find each account that needs to be updated 5 Click Edit and update the zip code 6 Click Save EN PER HCN HCN User Guide for Verifying UDS Rev 1 25 SEE Note If there are questions about how to map table elements contact HRSA E Patient Information Aaron Sade C Books 17mF SSN 255 80 2633 Account 2 Patient Account Options Work Collections Reports Help Close Qia Summary insurance Contacts IDs ade C Aaron Books Patient tt 3429 545 Harper street Chart tt 336 Miami FL 33127 US SSN 255 80 2633 Sex F Consent Yes DOB 01 02 2010 17m Lang ENG Signed 01 07 2011 Marital Single Provider Kim Lisa M MD Race B Class Employer Ref Provider First Visit 1271672010 Emergency Contact Ref Source Last Visit 0271172011 Alert Note Insurance Hi Insurance Plan Flaim Memher IN Grain Guherriher SGN la 7 Rerunthe UDS Zip Code Analysis Report to verify that the data now looks correct eo HCN Health Choice Netwo
15. contact HRSA Sample Table 6A UDS Diagnoses and Services Analysis Report mx o caer tot 202 1x 282 8x 304 xx 305 2x Tobacco use disorder tt 301 13 31 1xx and other mood 300 ar 3002 OD 300 3 Fy ra 1 13 306 xx 319 xx 308 3 309 81 311 xx 312 8x 312 0x 313 81 314 xx p INNOVATIVE HEALTH 7 6 AT TECHNOLOGY SOLUTIONS HCN User Guide for Verifying UDS Rev 1 Note If there are questions about how to map table elements contact HRSA 010 xx 018 xx i I 174 xx 188 81 233 0x 238 3 180 xx 198 82 233 1x 795 0x 648 0x 775 1x 381 xx 392 0x 410 xx 429 xx i MHIL I i i p i OD HN Sn INNOVATIVE HEALTH s TECHNOLOGY SOLUTIONS HCN User Guide for Verifying UDS Rev 1 77 Note If there are questions about how to map table elements contact HRSA CPT 4 88141 88155 88164 88167 88174 88175 OR ICD 9 V72 3 V7231 V76 2 CPT 4 90633 90634 90645 90648 90660 90696 90702 90704 90716 90718 90723 80743 90744 00748 Emergency Senices ADA D8110 o ADA D0120 00140 00145 So L memwom Ses aoao ADA D1203 D1204 D1206 ADA D21xx D28xx ADA D7111 D7140 D7210 D7220 D7230 D7240 D7241 D7250 D7260 D7261 D7270 DCN esr INNOVATIVE HEALTH MW TECHNOLOGY SOLUTIONS HCN User Guide for Verifying UDS Rev
16. for the current year verify the information against the previous year s report CAUTION To complete Table 3A report the number of patients by appropriate categories for age and gender For reporting purposes use the individual s age on June 30th of the reporting period Note that on Tables 6B and 7 age is essentially defined as age on December 31st This provides a cross check on the selection of the universe The numbers on Table 3A will not be the same as those on Tables 6B and 7 however they will be reasonably close TP Age and Gender data may be questionable when There is a high number of missing data There is a high number for a category of patients that you do not service Levels of not reported or refused reported is high To update incorrect data from Intergy POMIS click Reports gt run the Patient Report and filter by Sex and DOB This will help to quickly identify patients whose demographic data needs to be updated eo E HCN 7 MNT RAT A twork INNOVA HCN User Guide for Verifying UDS Rev 1 28 TECHNOLO HEALTH OLUTIONS Vote If there are questions about how to map table elements contact HRSA To properly update a patient s gender and age 5 Access the Patient Information i window 6 Use the Patient Report by Sex and DOB to find each account that needs to be updated 7 Click Edit and update the gender and DOB data if available NOTE Enter the date of
17. information will probably need to be reviewed and compiled for this measure e Virtually all of the work can be done well in advance of the 2012 submission date in fact much can be done now Data Elements Key Clinical and Non Clinical Staff Workforce and tenure data will be collected for all clinical providers and for key senior administrative staff Key clinical staff includes e Physicians e Mid level medical providers e Dental providers e Mental Health providers e Vision providers NOTE Line numbers remain the same as those used in Table 5 for all clinical staff HCN User Guide for Verifying UDS Rev 1 42 Note If there are questions about how to map table elements contact HRSA Data Elements Rows Key Clinical and Non Clinical Staff Dental Hygienist Psychiatrist Licensed Psychologist Pediatricians Other Specialty MDs Other Licensed MH Nurse Practitioners Ophthalmologist Physician Assistants Optometrist Certified Midwives dab HM irer ETA mera twork HCN User Guide for Verifying UDS Rev 1 43 Note If there are questions about how to map table elements contact HRSA Data Elements Column A Full and Part Time Staff To complete Column A for each of the positions listed below note how many full and part time individuals not FTEs were on the health center s staff on December 31st of the reporting year For example One full time physician working the entire year 1 One full
18. the measurement year Exclusion patient diagnosed with colorectal cancer Documentation of Compliance Documentation in chart of having performed or received clinical results of Colonoscopy within ten years of last visit or Flexible sigmoidoscopy within five years of last visit or Fecal occult blood test FOBT including fecal immunochemical test FIT during the measurement year CY 2012 OP i INN TEC HCN User Guide for Verifying UDS Rev 1 57 work org Network H TIONS Note If there are questions about how to map table elements contact HRSA To complete UDS Line 19 Column A Number of adult medical patients aged 51 through age 74 seen during the measurement year Will be roughly same as adjusted same age group on Table 3a Column B Will be 70 unless a comprehensive EHR is present in which case column b will be equal to column a Column C Number of those reported in Column B for whom documentation demonstrates that patient had a current colorectal screen NOTE For more detailed information on this report refer to the HRSA UDS Manual For information on UDS setup refer to the Intergy UDS Setup Guide HCN User Guide for Verifying UDS Rev 1 58 Note If there are questions about how to map table elements contact HRSA To run the UDS Quality of Care Indicators Analysis Detail Report 1 From Vitera POMIS gt Reports run the UDS Table
19. the nation BPHC will continue to provide reports which permit health centers to identify appropriate individual targets for quality improvement Focus on Integration BPHC has integrated these new clinical measures into the SAC and BPR grant applications All grantees are encouraged to include these measures using best data available to establish a baseline If UDS data point to different numbers grantees are permitted to edit these initial baselines OP HMw Vang Health Choice Network INNOVATIVE HEALTH OLOGY SOLUTIO NS HCN User Guide for Verifying UDS Rev 1 54 Note If there are questions about how to map table elements contact HRSA Focus on Meaningful Use The 2012 Clinical Measures reporting further complements grantees implementation of CMS s Meaningful Use criteria The additional measures promote and support implementation of EHR data collection and reporting procedures by health centers Coronary Artery Disease CAD and Lipid Lowering Therapy NQF 0074 If clinicians ensure that patients with established coronary artery disease receive lipid lowering therapy then the likelihood of CAD related clinical events will be reduced SECTION I CORONARY ARTERY DISEASE LIPID THERAPY LIPID THERAPY Patients aged 18 and older with a diagnosis of CAD prescribed a lipid lowering therapy 17 NUMBER OF PATIENTS SAMPLED OR PRESCRIBED A EHR ToTAL LIPID LOWERING b THERAPY TOTAL PATIENTS 18 AND
20. 28 00 Clinical Total Annual Income 17 056 00 Scheduling No Supported 2 Percent Poverty 119 Encounters Imaging Other Ryan White Slide Type pepe LAB TEST Medical Services History r Patient Sliding Fee Schedules Surgery Slide Special Population Information Homeless Status JN Not Homeless Public Housing fr Yes Worker Status JN Not Migrant Seasonal Veteran Iv Yes Disabled Y Yes Edit Cancel letwork org Health Choice Network am INNOVATIVE HEALTH 3 9 TECHNOLOGY SOLUTIONS e HCN HCN User Guide for Verifying UDS Rev 1 Note If there are questions about how to map table elements contact HRSA Table 5 UDS Staffing and Utilization Analysis Report 7 TIPS FTE staffing data column a should be pulled from payroll not Intergy Relies on the staffing category assigned in the UDS setup Visits and patients reported in any cell of the grant Tables cannot exceed the number reported on the universal Table Tables 5 and 9D Billable visits reported on Table 5 should relate to patient charges reported on Table 9D although non billable visits can also be counted assuming they meet the visit criteria The sum of patients on Table 5 should be greater than the total number of patients reported on Table 3A unless only one type of service is offered This is an indication of the comprehensiveness of care provided to health center patients Provider on
21. 34 Age and Gender Analysis Report UDS Table 3B Race and Ethnicity Analysis Report UDS Table 4 3rd Party Ins Source Analysis Report UDS Table 4 Poverty Level Analysis Report UDS Table 4 Special Populations Analysis Report UDS Table 5 Staffing and Util Analysis Report UDS Table 64 Diagnoses and Services Analysis Use the report to fill in Columns B and C in Table 5 Staffing and Util Analysis Report HCN User Guide for Verifying UDS Rev 1 41 Note If there are questions about how to map table elements contact HRSA ep HCN Health Choice Network INNOVATIVE HEALTH TECHNOLOGY SOLUTIONS Table 5A Tenure for Key Staff Beginning with the 2012 UDS Report data will be submitted in Table 5A This table describes both clinical and non clinical professionals that make up the key health center workforce Data reported in 5A is based on categories already being used in the UDS and in the grant application process Data included in this table e Will permit a display of total workforce rather than FTEs which often blend multiple individuals into a single FTE e Will permit a display of the average tenure of key health center staff e Are generally available in health center Personnel or Human Resource employment records e No new data over and above that needed for HR management should be necessary e May measure TENURE in a form that is different than way the health center states SENIORITY information e HR
22. 4 Sa TE Public riim Medicaid CHIP Non ren Care ME Public including HE CHIP Managed Care Capitated Retroactive SETTLEMENTS Receipts AND PAYBACKS C Full m PAYOR CATEGORY Other Public including Non Medicaid CHIP Managed Care fee for service Tora OTHER Pusuc Lines 7 8a 88 Private Non Managed Care DE capitated Managed Care fee for service Tora PRIVATE mm 10 114 TES Lines 3 6 9 12 13 OD i INNOVATIVE HEALTH TECH HCN User Guide for Verifying UDS Rev 1 82 NOLOGY SOLUTIONS Note If there are questions about how to map table elements contact HRSA
23. 6B Quality of Care Indicators Analysis Report Eq Select Report p dol xl x All Reports Name contains UDS Report Name UDS Report UDS Report Clinical Audit Worksheet UDS Table 34 Age and Gender Analysis Report UDS Table 3B Race and Ethnicity Analysis Report UDS Table 4 3rd Party Ins Source Analysis Report UDS Table 4 Poverty Level Analysis Report UDS Table 4 Special Populations Analysis Report UDS Table 5 Staffing and Util Analysis Report UDS Table 64 Diagnoses and Services Analysis UDS Table 6B Quality of Care Indicators Analysis UDS Table 7 Health Outcomes and Disparities Analysis UDS Table SD Patient Revenue Analysis Report UDS Zip Code Analysis Report Close Add to Favorites Help n 2 If data is incorrect the encounters must be updated to reflect correct data a Age and gender data must be corrected in Patient Information b The Medical Director or person who is over OB Gyn may want to review OB Gyn data c If other clinical data has to be corrected it should be done so in EHR to reflect correct immunizations and other clinical data such as labs but the best practice is to capture it correctly as you document in EHR OP uc INNOVATIVE HEALTH EAL HCN User Guide for Verifying UDS Rev 1 59 TECHNOLOGY SOLUTIONS Note If there are questions about how to map tabl
24. ATERA A HCN User Guide for Verifying UDS Rev 1 73 TECHNOLOGY SOLUTIONS Vote If there are questions about how to map table elements contact HRSA Sample Table 4 UDS Special Populations Analysis Report CHARACTERISTICS SPECIAL POPULATIONS __ NUMBER OF PATIENTS a 14 15 Seasonal 330g grantees only DEPENDENT ALL GRANTEES REPORT THIS LINE 17 Homeless Shelter 330hgranteesony 4 18 Transitional 330hgramteesony y 19 Doubling Up 330Ohgrnteson o O 20 Street B30hgrantees only o Z 21 Other S30hgranteesony 22 Unknwn 330hgranteesony Z o i 23 TOTALHOMELESS ALL GRANTEES REPORT THIS LINE oe ALL GRANTEES REPORT THIS LINE 25 TOTAL VETERANS ALL GRANTEES REPORT THIS LINE eo HCN HCN User Guide for Verifying UDS Rev 1 74 TM TESCO SOLUTIONS Note If there are questions about how to map table elements contact HRSA Sample Table 5 UDS Staffing and Utilization Analysis Report FTEs Clinic Visits Patients Total Enabling Services Lines 24 28 Other Programs I Services specify Management and Support Staff Am lt INNOVATIVE HEALTH 7 5 SW TECHNOLOGY SOLUTIONS HCN User Guide for Verifying UDS Rev 1 Note If there are questions about how to map table elements
25. Analysis RIS UDS Table 7 Health Outcomes and Disparities Analysis H Scheduli UDS Table 9D Patient Revenue Analysis Report G Transcription UDS Zip Code Analysis Report Close Add to Favorites Help pn 2 Ifapplicable filter the report then click Run Use the report to fill in Table 9D eg HCN Health Choice Network mE VE HEALTI H HCN User Guide for Verifying UDS Rev 1 69 TECHNOLOGY SOLUTIONS Note If there are questions about how to map table elements contact HRSA eg HCN INNOVATIVE TE HEALTH HCN User Guide for Verifying UDS Rev 1 70 CHNOLOGY SOLUTIONS Vote If there are questions about how to map table elements contact HRSA Appendix A Sample UDS Table Reports Sample Zip Code Analysis Table Patients By ZIP CODE Sample Table 3A Age and Gender Analysis Table TABLE 3A PATIENTS BY AGE AND GENDER FEMALE PATIENTS b MALE PATIENTS AGE GROUPS a NUMBER OF PATIENT S 1 Underaget EN 5 Age 1 Age 2 5 9 Ages Age 9 Ul 2 3 6 Age 5 7 Age 6 8 Age 7 10 11 Age 10 12 Age 11 Age 12 AE Age 14 HCN User Guide for Verifying UDS Rev 1 71 Vote If there are questions about how to map table elements contact HRSA e AC Neo Health Choice INNOVATIVE HEALTH TECHNOLOGY SOLUTIONS Sample Table 3B UDS Patients by His
26. Hispanic Only patients whose language is listed as anything other than English are counted in this report For UDS reporting the system only counts if the patient is best served in language other than English If the patient language is English the patient is not counted in this report If Race and Language data listed in the report is incorrect for example the clinic is has high number of Hispanic patients but does not service a lot of Hispanic patients the Race and Language data will need to be updated Refer to Reviewing Race and Language Data For more detailed information on this report refer to the HRSA UDS Manual For information on setting up and updating the table within Intergy refer to the Intergy UDS Setup Guide HCN User Guide for Verifying UDS Rev 1 30 IN Note If there are questions about how to map table elements contact HRSA To run the UDS Race and Ethnicity Analysis Detail Report 1 From Vitera Intergy gt Reports run the Race and Ethnicity Analysis Report cm ram enn A nar ior nan EEE ioj x EIAI Reports m All Reports Favorites Name contains Most Recent My Reports CHC Report Name Clinical UDS Report Custom UDS Report Clinical Audit Worksheet 4 Financial UDS Table 34 Age and Gender Analysis Report HL7 UDS Table 3B R d Ethnicity Analysis Report Imaging UDS Table 4 3rd Party Ins Source Analysis Report i UDS Table 4 Pover
27. NQF 0074 56 Colorectal Cancer Screening NQF 0034 eee ceeee nee e eee ee ee HH 57 Using the UDS Report Clinical Audit Worksheet for Table 6B Reporting 60 UDS Report Clinical Audit Worksheet Updates seeeeeesss 62 UDS Report Maintenance Clinical Audit page Window esses 62 UDS Clinical Audit Worksheet Window sssssssssHe 64 Table 7 UDS Health Outcomes and Disparities Analysis 65 Th HRSA FN siisi oreinen seen ERa nEn AEn ABAE un EKEKA E NAER E ERREN TEENE 68 Table 9D UDS Patient Revenue Analysis Report seen 69 Appendix A Sample UDS Table Reports rrrnnnnnnnnnnrnnnnnnnnnnnnnnnnennnnnnnnnnnnnnnnnnnennenn 71 Sample Zip Code Analysis Table sssssssssssss 71 Sample Table 3A Age and Gender Analysis Table a 71 Sample Table 3B UDS Patients by Hispanic Latino Identity Race and Language Analysis Report ssssssssssssssssssssssss enne nennen 72 Sample Table 4 UDS Poverty Level Analysis Report suus 73 Sample Table 4 UDS Third Party Insurance Analysis Report 73 Sample Table 4 UDS Special Populations Analysis Report 74 Sample Table 5 UDS Staffing and Utilization Analysis Report 75 Sample Tab
28. OLDER WITH CAD DIAGNOSIS a CHARTS The Measure includes percentage of patients in universe with lipid lowering therapy Requires documentation of the prescription of medications or evidence of the use of medications Medications are to be consistent with lipid lowering therapy based on current ACC AHA guidelines American Collage of Cardiology Foundation American Heart Association The Universe is all adults aged 18 and over who Have an active diagnosis of CAD including MI or have had cardiac surgery Had at least one medical visit during the measurement year Had at least two medical visits ever Exclusions include Allergy to drugs or Adverse reactions to drugs Documentation of Compliance Documentation in chart or associated files in pharmacy etc of Prescription for lipid lowering medication or Use by patient of lipid lowering medication To complete UDS Line 17 Column A Number of patients aged 18 or over with HCN User Guide for Verifying UDS Rev 1 OD nc V R Health Choice Network INNOVAT H ONS TA 5 5 ECHNO Note If there are questions about how to map table elements contact HRSA coronary artery disease Column B Will be 70 unless a comprehensive EHR is present in which case Column B will be equal to Column A Column C Number of those reported in column b who have evidence of lipid lowering med
29. acco Cessation e Asthma Pharm Therapy Additionally the method for selecting a section type has been changed Previously you selected a section type by clicking a radio button Now select a section type by clicking the down arrow on the right side of the field and clicking an item on the dropdown list Eq UDS Report Clinical Audit Worksheet xi Section Type Weight Child Close A Weight Adult Tobacco Use Tobacco Cessation tart 04 01 2003 End 04 01 2003 Asthma Pharm Therapy r Race Ethnicity UDS Races All UDS Races UDS Ethnicities All UDS Ethnicities r View Departments All Departments Service Centers All Service Centers Finance Centers All Finance Centers Help dii eo Us INNOVATIVE H ESLUTIONS HCN User Guide for Verifying UDS Rev 1 64 Note If there are questions about how to map table elements contact HRSA Table 7 UDS Health Outcomes and Disparities Analysis 7 TIPS This report pulls demographic Ethnicity and Race data from Intergy and clinical data from the Problem List and Vitals in EHR You will only be able to pull this report if your EHR system has been in place and you have been actively using it for more than 3 years If your EHR system is less than 3 years old then you need to pull 70 charts and use the UDS randomizer For CHCs whose EHR is less than 3 years old refer to the section The HRSA Randomiz
30. ally in CFO or ClO but also CMO and CEO Common arrangements include individuals who are Report on Table 5A if used They were working on December 31st fora day or far longer They had a continuing schedule of as replacements when regular staff are absent work which included dates prior to due to vacation CME FMLA disability etc and after 12 31 in lieu of regular staff when positions are not Continuous months worked for each filled of these individuals will be equal to or greater than 1 but generally not a large number to provide a clinical or non clinical service which could otherwise not be afforded as part of a training program HCN User Guide for Verifying UDS Rev 1 45 Note If there are questions about how to map table elements contact HRSA TABLE 5A Tenure for Health Center Staff Locum On call etc Persons jr c months d Full and part time Total Persons months Key staff a Family Physicians General Practitioners Internists Obstetrician Gynecologists Pediatricians Other Specialty Physicians Nurse Practitioners Physician Assistants Certified Nurse Midwives Nurses Dentists Dental Hygienists Oa Y m 0 gilas TETT Psychiatrists Licensed Clinical Psychologists Licensed Clinical Social Workers Other licensed mental health workers 2a Ophthalmologist Optometrist 30a1 Chief Executive Officer 30a2 Chief Me
31. and diabetes Patient is counted as hypertensive and diabetic in column b Hypertensive diabetic patient is also overweight and smokes but neither is addressed in the visit Patient is counted as hypertensive and diabetic only in column b Hypertensive patient comes in because of an asthma attack and asthma and smoking are addressed Patient is counted as asthmatic and a tobacco user but not as a hypertensive Applicable Visits with diagnosis Total patients with Diagnostic Category ICD 9 CM riori mes Code A B elected Infectious and Parasitic Diseases T Symptomatic HIV 1 2 Asymptomatic HIV 042 079 53 V08 Syphilis and other sexually 090 xx 099 xx transmitted diseases m 070 41 070 44 070 51 070 54 Selected Diseases of the Respiratory System s Jam me 1 6 Chronic bronchitis and 490 xx 492 xx emphysema elected Other Medical Conditions 7 Abnormal breast findings 174 xx 198 81 233 0x 238 3 female 793 8x z z 180 xx 198 82 8 Abnormal cervical findings 2331x 795 0x 9 Diabetes mellitus 250 xx 648 0x 775 1x me of 3 OP uox Samm INNOVATIVE HEALTH lt TECHNOLOGY SOLUTIONS HCN User Guide for Verifying UDS Rev 1 49 Note If there are questions about how to map table elements contact HRSA CAUTION To complete Table 6A report the number of patients by appropriate categories for age and gender For reportin
32. are for the Homeless Public Housing Primary Care Grant Report Description Universal Report A report that consists of patients amp encounters across all BPHC programs Migrant Health Areport that consists of patients amp encounters in the Migrant Health program Health Care for Areport that consists of patients amp encounters in the Health Care for the the Homeless Homeless program Public Housing A report that consists of patients amp encounters in the Public Housing Primary Care Primary Care program Q HN EET ee HCN User Guide for Verifying UDS Rev 1 20 t mis Vote If there are questions about how to map table elements contact HRSA 7 Select the Report Date Range Criteria this will auto populate your start end dates Refer to the Data Range Descriptions below Report Dates Range Petiodtodate Start 07 01 2010 End 077057201 0 Range Field Description Period to Date Data from the current period month to date Quarter to Date Data from the current quarter until now Year to Date Data from the current year until now Last Period Date from the prior full period last month Last Quarter Data from the prior full quarter Last Year Data from the prior full year Data from a customized range of dates select a specific date range in the Custom Date start end fields 8 The Tables option defaults to ALL Tables This does not n
33. ate UDS to Intergy Type Y and press ENTER to produce the udsdata dme file Conversion File Y N 4 When allthe fields and options on the UDS Extract screen are filled out according to the table above press the F1 key to begin the extract and report generation process a If a system printer was first selected the UDS Summary report will print out But if a Print to File printer was selected the following prompt will display Print to File Enter File Name P printer out Replace the filename printer out with an appropriate filename and record this filename This prompt may display several times throughout the UDS extract and report generation process Each time the prompt is displayed type A or O as appropriate and press ENTER to continue P printer out already exists A ppend or O verwrite NOTE The UDS extract creates the files needed to run the UDS reports in Vitera Medical Manager The extract also creates the udsdata dme file which is stored in the meddata directory in contains information needed to import the unique patient count into the Vitera Intergy system 5 Once the UDS extract has completed contact HCN App Support and request for the udsdata dme file to be exported from the meddata directory and sent as an attachment in an email This file should be saved on the requestor s desktop or U drive that can later be retrieved HCN User Guide for Verifying UDS Rev 1 12 OP HM TECHI G Note I
34. atient s age as of June 30th Patients with a previous history of immunization outside of the practice are also counted if immunization is entered using the Record History button on the Immunization tab The immunization date has to be recorded as well as the dose Intergy assumes use of approved documentation For Line 10 c Number of chart records in compliance the count is based on the record of required vaccines in the Patient Chart Immunization tab Section D Looks at clinical pulls from lab results Pap Test only women are counted who had at least one medical visit during reporting period had their first visit prior to 65th birthday are between ages 24 through 64 The Pap test had to be performed during the measurement year or two prior years Lab results with specific LOINC codes for Pap tests 10524 7 satisfies the pap test This has to be properly mapped otherwise it will not accurately reflect in the count Hysterectomy results found are to be excluded HCN User Guide for Verifying UDS Rev 1 53 Vote If there are questions about how to map table elements contact HRSA Three clinical measures have been added to 2012 UDS Clinical Measures These measures will also be used in grant applications and the UDS e Coronary Artery Disease CAD and lipid lowering therapy e Ischemic Vascular Disease IVD and aspirin or other anti thrombotic therapy e Colorectal Cancer Screening Z TIPS The new mea
35. ation settings in the UDS Report Clinical Audit worksheet window You can then run the UDS Report Clinical Audit Worksheet again to generate outoput data based on your changes 6 Use the worksheet results You can use the resulting universe patient worksheet data to review patient chart clinical data to identify those patients from the universe whose records met the requirements for compliance for the section and can be counted as receiving the service For example you can use the worksheet results for the Tobacco Use section to review the universe patient charts to determine those patients who have ben asked about their tobacco use at their most recent visit or at a visit within 24 months of the last visit A count of the patients that meet the criteria corresponds to the UDS Report Table 6B Section G1 Tobacco Use Assessment Column c Number of Patients Assessed for Tobacco Use NOTE For official specifications and instructions for completing the UDS report refer to the Bureau of Primary Health Care s User s Manual Uniform Data System by Health Resources and Services Administration Ove iggy Heath Choice Network TN HCN User Guide for Verifying UDS Rev 1 61 TECHNOLOGY SOLUTIONS Vote If there are questions about how to map table elements contact HRSA UDS Report Clinical Audit Worksheet Updates You can now use the UDS Report Clinical Audit Worksheet for the new UDS Report Table 6B sections E F G1 G2 and H
36. birth in the month date year format For example if the patient s birthday is June 22 1968 enter 06 22 68 When the patient s sex and DOB have been properly entered in the Patient Registration window the updated information will properly display in the Patient Information window Notice how the system automatically calculates the patient s age LY Patient Information Aaron Sade C Books 17mF SSN 255 80 2633 Account 2 Patient Account Options Work Collections Reports Help Close Qi d Summay Insurance Contacts IDs Patient Sade C Aaron Books Patient 3429 4545 Harper street Chart tt 336 305 269 8714 Miami FL 33127 US SSN 255 80 2633 786 445 1212 Sex F Consent Yes Lang ENG Signed 0170772011 Marital Single Provider Kim Lisa M MD Race B Class Employer Ref Provider First Visit 1271672010 Emergency Contact Alice B Aaron Ref Source ast Visit NANA 721111 Parent l enal Guardian Alice R Aaron 8 Rerunthe Age and Gender Analysis Report to verify that the data now looks correct OD ua A INNOV JE HE H a HCN User Guide for Verifying UDS Rev 1 29 ECHNOLOGY SOLUTIONS Note If there are questions about how to map table elements contact HRSA Table 3B UDS Patients by Hispanic Latino Identity Race and Language Report f TIP Patients by Zip Code Tables 3A age and gender 3B race and Hispanic Identity and 4 income and insurance
37. charge record is counted Not counted if a provider or supervisor for mid level provider is excluded When a mid level provider is assigned a Supervising Provider in Intergy the Supervising Provider not the Rendering will get credit for the clinical encounter The numbers reported in Column C are calculated based on HRSA guidelines for counting clinical visits If numbers reported in Column B are attributed to a type of staff that is employed at the center this is a setup issue Update the provider classification Intergy POMIS gt Setup gt Individuals and Companies gt Providers gt Provider Class NOTE For more detailed information on this report refer to the HRSA UDS Manual For information on UDS setup refer to the Intergy UDS Setup Guide GR HCN User Guide for Verifying UDS Rev 1 40 TECHNOLOGY SOLUTIONS Note If there are questions about how to map table elements contact HRSA To run the UDS Staffing and Util Analysis Detail Report 1 From Vitera Intergy gt Reports run the UDS Table 5 Staffing and Util Analysis Report EA EH E Select Report hE ene Reports Favorites iig Financial HL7 Imaging Insurance Maintenance Managed Care OmniDoc All Reports 9 4 Name contains UDS Report Name UDS Report UDS Report Clinical Audit Worksheet UDS Table
38. describe the same patients and the totals must be equal If you submit grant tables the total number of patients reported on the grant table must be less than or equal to the corresponding number on the universal table for each cell In other words you cannot report more homeless patients who are white than total patients who are white Tables 3B and 7 both report patients by race and Hispanic Latino identity It is important that the data sources for identifying race and ethnicity for the two tables are the same For example you cannot report more Asian patients with hypertension on table 7 than total Asian patients on 3B Be sure that the patient designates this data and that it is not assigned by clinic staff Patient registration forms should be updated to ensure this information is properly captured A patient is counted in this report if he she had at least one visit during the reporting period factoring out the exclusions Table 3B Patients By Hispanic or Latino Identity Race Language pulls ethnicity race and language data from Patient Information i and includes that patient in the count Patient Race and Hispanic or Latino Identity is found in Patient Information i For UDS reporting the system only counts a patient if his her race is designated as Hispanic or Not Hispanic Patient ethnicity is found in Patient Information i For UDS reporting the system only counts a patient if his her race is designated as Hispanic or Not
39. dical Officer 30a3 Chief Financial Officer 30a4 N e 2 20a2 wn S MIS Us N N oz Chief Information Officer OD iu at INNOVATIVE HEALTH HCN User Guide for Verifying UDS Rev 1 46 TECHNOLOGY SOLUTIONS Vote If there are questions about how to map table elements contact HRSA Table 6A UDS Diagnoses and Services Analysis 7 TIPS This report pulls the primary diagnosis on the charge record The count pulls from billing Information reported from charges entered in POMIS for a qualified encounter Visits and patients reported in any cell of the grant Tables cannot exceed the number reported on the universal Table Tables 6A and 7 Number of patients with hypertension or diabetes diagnosis on Table 6A is NOT the same as on Table 7 Table 6A reports patients with a primary diagnosis only Table 7 reports patients with two or more medical visits and a history of HTN or DM If multiple procedures are performed on the same day then count from procedure with highest priority otherwise the system uses the first procedure encountered If E amp M Charges are setup with billing classes the system will count the highest priority procedure based on billing class If there are questions on which code is being used refer to the visit code posted in billing If the patient is seen by providers in two different categories on the same day the patient s visit will be counted in separate categorie
40. e data may be questionable when There is a high number of missing data There is a high number for a category of patients that you do not service Before updating any data in Intergy POMIS run the Patient Report and filter by Race and Language Reports gt Patient Report gt filter by Race and Language This will help to quickly identify patients whose demographic data needs to be updated HCN User Guide for Verifying UDS Rev 1 31 Note If there are questions about how to map table elements contact HRSA To properly update a patient s race and language 4 Access Patient Information i and use the Patient Report to locate patients whose race and language data needs to be updated IITTTTTETI XN NN iis i Patient Demographics Quick Register Use Existing Account r Personal i SSN j Sex Employment Status i First mH DOB pow Employer lel 1 Middle Marital Status Last Race Ethnicity B o x i 1 Suffix I Language ENG Employee ID i Address ji 1 City Madison Email pr 5 Rerunthe Race Ethnicity and Language report to complete Table 3B P lt INNOVATIVE HEALTH HCN User Guide for Verifying UDS Rev 1 32 ECHNOLOGY SOLUTIONS Note If there are questions about how to map table elements contact HRSA Table 4 UDS Poverty Level Analysis Report f TIP Patients by Zip Code Tables 3A age and gender 3B race and Hispanic Identity
41. e elements contact HRSA Using the UDS Report Clinical Audit Worksheet for Table 6B Reporting You can use the UDS Report Clinical Audit Worksheet to create a list of qualifying universe patients for UDS Table 6B Sections E F G1 G2 and H for UDS reporting The worksheet results provide you with a list of universe total number patients for each relevant UDS section For example if you run the UDS Clinical Audit Worksheet for the Tobacco Use section the worksheet will generate a list of patients aged 18 years and over during the measurement year who had at least one medical visit during the reporting period at least two medical visits ever and he last visit with the grantee after the patient s 18th birthday The worksheet results for the Tobacco Use section of the UDS Clinical Audit Worksheet corresponds to the UDS Report Table 6B Section G1 Tobacco Use Assessment Column a Total Patients 18 and Over The resulting list of universe patients can be used as a worksheet to manually audit clinical records of the qualifying patients listed compile UDS reporting submission values Refer to the following steps when working with the UDS Report Clinical Audit Worksheet 1 Verify the UDS Report Maintenance Clinical Audit Page settings From the UDS Report Maintenance Clinical Audit page you can edit items that will be used by the UDS Report Clinical worksheet such as th diagnoses associated with pregnancy and tobacco use The definitions
42. e race Race Unreported Refused to report g HIV mem mem Women NO PRENATAL CARE PROVIDED CHECK HERE O SECTION A DELIVERIES AND BIRTH WEIGHT BY RACE AND HISPANIC LATINO IDENTITY v JM OP cn INNOVATIVE HEALTH TECH HCN User Guide for Verifying UDS Rev 1 80 NOLOGY SOLUTIONS Note If there are questions about how to map table elements contact HRSA i Native Hawaiian b1 Pacific Islander 52 Race Unreported Refused to Report g Native Hawaiian b1 Pacific Islander b2 Black African American c American Indian Alaska Native d lack African American c American Indian Alaska Native d SECTION B HYPERTENSION BY RACE AND HISPANICILATINO IDENTITY Patients 18 to 85 diagnosed with hypertension whose last blood pressure was less than 140 80 SECTION C DIABETES BY RACE AND HISPANIC LATINO IDENTITY Patients 18 to 75 diagnosed with Type I or Type Il diabetes Most recent test results LE TN Patients wih o OR No test during ye OD i INNOVATIVE HEALTH TECH HCN User Guide for Verifying UDS Rev 1 81 NOLOGY SOLUTIONS Note If there are questions about how to map table elements contact HRSA Sample Table 9D UDS Patient Revenue Analysis Report fa Medicaid Non Managed Care Medicaid Managed Care capitated fee for service Totar Menxap Lines 1 24428 nd Totar MeDIcare Lines
43. ecent UDS My Reports ECHC Report Name FE Clinical UDS Report Custom UDS Report Clinical Audit Worksheet E Financial UDS Table 34 Age and Gender Analysis Report HL7 UDS Table 3B Race and Ethnicity Analysis Report Imaging UDS Table 4 3rd Party Ins Source Analysis Report E UDS Table 4 Poverty Level Analysis Report fact Iaintanaznca om mise 25 qu oo m s 2 Usethe report to fill in Table 4 3 Party Ins Source Analysis Report eb HCN OD n INNOVATI HCN User Guide for Verifying UDS Rev 1 35 TECHNOLOGY SOLUTIONS Note If there are questions about how to map table elements contact HRSA Reviewing the 3 Party Insurance Report 3 Access Patient Information i Click Personal and select the Insurance tab Eq Patient Information Aaron Sade C Books 17mF SSN 255 80 2633 Account 2 Patient Account Options Work Collections Reports Help Close Q a da Summary Insurance Contacts IDs Extended Info Questionnaires Personal Privacy i Siding Fee NG 2 ES 7I Financial 1 MCAID MCDMC2 62 Aaron Alice B Clinical 2 MCARE MEDG T 00 01 Aaron Alice B Ins Card Scheduling Encounters SN s m n TEME Patient s Ax Benefit CYS Caremark Prescribing Guide Open defaulted from MEDG Set Ax Benefit Other 4 Ifcertain plans such as Chip insurance numbers are low verify that the insurance is properly mapped 5 First access Insurance Carrier Maintenance Intergy gt Setup gt
44. eed to be changed if running the report for all tables 9 Only click the Tables button when selecting a subset of UDS Table data to include in the UDS Report generation 10 The Select UDS Report Tables window displays 11 Highlight the desired Table s to include in the report 12 Click on the Select option or Double Click on the table 13 To make Multiple Table selections hold down the CTRL Key and select the individual tables to include on the report 14 Click the Select option INNOVATIVE HEALTH TECHNOLOGY SOLUTIONS HCN User Guide for Verifying UDS Rev 1 21 Note If there are questions about how to map table elements contact HRSA Select UDS Report Tables Selected UDS Report Tables Code Description Hemove Socioeconomic Characteristics Staffing and Utilization Selected Diagnoses and Services Renderec Quality of Care Indicators Heath Outcomes and Disparities Patient Related Revenue AIL UDS Report Tables Selected UDS Report Tables Descriplic Code Descnption lt Patients by Zip Code Patients by Zip Code Patients by Age Paherts by Age Patients by Race Patients by Race Socioeconomic Characteristics Patient Related Revenue Staffing and Utilization Selected Diagnoses and Services Renderec t Quality of Care Indicators Heath Outcomes and Disparities nthe ony ann selected click OK 16 Click OK to save your changes 17 The Departments option defaults to ALL Departments T
45. ely an OB location but has high number of male patients and children the age and gender data will need to be updated Refer to Reviewing Age and Gender Data For more detailed information on this report refer to the HRSA UDS Manual For information on setting up and updating the table within Intergy refer to the Intergy UDS Setup Guide HCN User Guide for Verifying UDS Rev 1 27 TECHNOLO eo HCN Note If there are questions about how to map table elements contact HRSA To run the UDS Age and Gender Analysis Detail Report 1 From Vitera POMIS gt Reports run the Age and Gender Analysis Report EJ Select Report JT lol xj All Reports Name contains UDS Report Name UDS Report UDS Report Clinical Audit Worksheet UDS Table 34 Age and Gender Analysis Report UDS Table 3B Race and Ethnicity Analysis Report HDS Tahle 4 Ard Partu Ins Snurre Analusis Rennrt 2 Use the report to complete Table 3A 3 If applicable after running the UDS Age and Gender Analysis report for the current year verify the information against the previous year s report 4 If Age and Gender data seems incorrect for example if there is no data being reported or if there is a high number of pediatrics when you don t serve a lot of pediatric patients refer to Reviewing Age and Gender Data Reviewing Age and Gender Data After running the UDS Age and Gender Analysis report
46. er to pull charts and complete Table 7 Tables 4 lines 7 12 and Table 9D Reporting ofcharges and collections by payor on Table 9D relates to insurance enrollment on Table 4 Table 4 lines 13a b and Table 9D Reporting of capitated managed care revenues on Table 9D divided by capitated member months on Tables 4 should approximate PMPM Table 5 and Table 9D Billable visits on Table 5 should relate to charges on 9D charge per visit Table 9D Reimbursable costs should relate to gross charges if fee schedule is designed to cover costs Table 9D line 13 col e and Table 9E line 6a col a If indigent care funds on Table 9E reimburse for services delivered to uninsured patients in the current year they should not exceed sliding fee discount on Table 9D The center must be using OB chart in order to report on OB data Table 6B and 7 Number of prenatal patients should exceed number of women delivering because not all prenatal patients deliver in reporting year Also number of live births is not necessarily equal to deliveries since still births are not reported and multiple births are Tables 3A 3B 5 and 7 Reporting of the universe of patients for HTN and DM on Table 7 must be consistent with total patients by age on Table 3A race and Latino Identity on Table 3B and the percentage of patients who are medical patients on Table 5 Dates are NOT driven by the patient s age as of June 30th Look at last year s UDS report and compare to t
47. ers on program accomplishments HRSA reviews and evaluates performance and for reporting on annual trends both at the state and national levels Data analysis allows HRSA to determine whether certain programs should be expanded and whether the needs to its service population are being met Help Completing UDS Tables Technical Assistance UDS Help Desk For All UDS Content Questions e Phone 1 866 UDS HELP 866 837 4357 e E mail udshelp330 bphcdata net BPHC Help Line For All UDS Electronic Reporting Questions e Phone 1 877 974 BPHC e E mail bphchelpline hrsa gov UDS Website http bphc hrsa gov healthcenterdatastatistics index html Program Assistance Letters PALs PAL 2012 03 Approved UDS Changes for 2012 e http bphc hrsa gov policiesregulations policies pdfs pal201203 pdf e http bphc hrsa gov policiesregulations policies index html EN OP uw J Heal ice Netwoi TECHNOLO OLUTIONS HCN User Guide for Verifying UDS Rev 1 7 Note If there are questions about how to map table elements contact HRSA Description of Tables The UDS report is comprised of 11 tables Each table captures different functional and operational data which can be collected and compared with state and national data and trended over time A brief description of each table appears below CAUTION The Intergy extract provides data on all tables except for Table 9E Table Report the following Patient Origi
48. f there are questions about how to map table elements contact HRSA 6 Runallthe UDS reports the same way you would in a non conversion reporting year including the UDS Patients by Zip Code Summary and Details reports Be sure to print each report or save the files for reference NOTE Later you will combine the data in these reports with the corresponding data in Vitera Intergy UDS reports to calculate the totals required for submission to the Bureau of Primary Health Care BPHC 7 You have completed the portion of the UDS conversion year reporting that is performed in the Vitera Medical Manager Continue to the section Importing the UDS Export File er UN ai work org twork INNOVAT Dions HCN User Guide for Verifying UDS Rev 1 13 TL Note If there are questions about how to map table elements contact HRSA Importing the UDS Export File After generating the UDS export file on your previous practice management system and copying the file to a destination that is accessible in your Vitera Intergy session you are ready to import the udsdata dme file into Vitera Intergy The udsdata dme file must be imported prior to generating the UDS reports in the Vitera Intergy system When you run the UDS reports in Vitera Intergy the patient encounters listed in the udsdata dme files are excluded from reporting This provides accurate counts of the unduplicated patients in UDS reporting for the conversion year To Import the
49. for the worksheet are used to qualify patients for the relevant clinical section of the UDS Report 2 Runthe UDS Report Clinical Audit Worksheet The UDS Report Clinical Audit Worksheet presents a list of patients for each section that qualify for the universe of each corresponding section of the UDS Report 3 Review the output of the UDS Report Clinical Audit Worksheet Verify that the reported patient data is correct in order to submit the values for Table 6B and Table 7 of the annual UDS Reoprt In the Weight Audit section and the Asthma Pharm Therapy section patients who have specific conditions should be excluded from the universe patients according to the federal requirements for UDS reporting NOTE In the Asthma Pharm Therapy section you may need to review your patient charts to determine patients who should be included 4 Patients who have the following conditions should be excluded from the universe patients e Allergic reaction to asthma medications HCN User Guide for Verifying UDS Rev 1 60 Vote If there are questions about how to map table elements contact HRSA e Adiagnosis of asthma who are discovered upon review to have intermittent mild asthma not persistent asthma 5 View and change setup values and the settings for running the worksheet if necessary If your output patient is not correct you may need to change setup values in the UDS Report Maintenance Clinical Audit page and worksheet gener
50. g purposes use the individual s age on June 30th of the reporting period Note that on Tables 6B and 7 age is essentially defined as age on December 31st This provides a cross check on the selection of the universe The numbers on Table 3A will not be the same as those on Tables 6B and 7 however they will be reasonably close NOTE For more detailed information on this report refer to the HRSA UDS Manual For information on UDS setup refer to the Intergy UDS Setup Guide To run the UDS Diagnosis and Services Analysis Report 1 From Vitera POMIS gt Reports run the UDS Table 6A Diagnoses and Services Analysis Report MEE All Reports All Reports Favorites Name contains Most Recent UDS My Reports 3j CHC Report Name Clinical UDS Report Custom UDS Report Clinical Audit Worksheet Financial UDS Table 34 Age and Gender Analysis Report HL7 UDS Table 3B Race and Ethnicity Analysis Report Imaging UDS Table 4 3rd Party Ins Source Analysis Report Insurance UDS Table 4 Poverty Level Analysis Report Maintenance UDS Table 4 Special Populations Analysis Report i Managed Care UDS Table 5 Staffing and Util Analysis Report T OmniDoc UDS Table 64 Diagnoses and Services Analysis T RNE UDS Table 6B Quality of Care Indicators Analysis LING Tahla 7 Health Nuteamas and Nienaritias Analusic
51. he 2012 UDS the following changes have been made to Visits Counted All diagnoses at a medical visit will be reported on Table 6A When patients are seen the provider and only the provider identifies not only a primary diagnosis but as many as eight other secondary and lower level diagnoses Only for those diagnoses on lines 1 through 20d Does not include diagnoses on the problem list which are not addressed during the visit Some common clinical examples include Patient is seen for hypertension and diabetes Both are counted as visits in column a Hypertensive diabetic patient is also overweight and smokes but neither is addressed in the visit Only hypertension and diabetes visits are counted Hypertensive patient comes in because of an asthma attack and asthma and smoking are addressed Asthma and smoking are counted hypertension is not Patients When reporting patients in Column b each patient is counted once and only once on each line for which they have had a diagnoses Since all diagnoses will now be reported on table 6A patients are now counted in column b if they were ever diagnosed even with a secondary or other diagnosis HCN User Guide for Verifying UDS Rev 1 48 Note If there are questions about how to map table elements contact HRSA Based only on the visit described some common clinical examples include Patient is seen for hypertension
52. his option does not need to be changed if you are running the report for all Departments 18 To include a specific Department and not all departments in the UDS Report select the Departments option The Select Department Codes window displays Service Centers All Service Centers Finance Centers All Finance Centers 19 Highlight the desired Department and click on the Select France Centers option or Double Click on the Department R INNOVATIVE HEALTH TECHNOLOGY SOLUTIONS HCN User Guide for Verifying UDS Rev 1 22 Note If there are questions about how to map table elements contact HRSA 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 To select Multiple Departments hold down the CTRL Key and select the individual departments to include in the report Click the Select option The individual Departments selected will now display in the Selected Departments Column Click OK to save your changes The Service Centers option defaults to ALL Service Centers This option does not need to be changed if you are running the report for all service centers To include a specific Service Center in the UDS Report select the Service Center option The Select Service Center window displays Highlight the desired Service Center amp click on the Select option or Double Click on the center To select Multiple Service Centers hold down the CTRL Key and select the
53. his year s data including data reported on Table 6A for diabetic and hypertensive numbers The numbers won t be the same but if there is a big discrepancy the numbers for this year s report may be incorrect The denominator comes from problem list and numerator pulls from vitals For Section B Hypertension the system compares last blood pressure reading in Vitals to UDS standard a patient is counted if Patient has Race and Hispanic or Latino Identity properly identified in patient demographics Hass had two medical encounters in reporting period The patient is between the ages 18 to 85 Is defined as Hypertensive in Patient Problem list with a diagnosis code of 401 xx Problem was added prior to June 30 of the reporting year HCN User Guide for Verifying UDS Rev 1 65 Vote If there are questions about how to map table elements contact HRSA Diagnosis is listed as Hypertension controlled BP is less than 140 90 Section C Diabetes by Race Compares a patients most recent lab results as recorded in the Vitera Intergy Labs Subsystems Across reference is required to associate a component ID for each Lab with the LOINC Code Defined in Lab Setup Section C pulls from the problem list and LOINC A patient is counted if Patient had two medical encounters in reporting period The patient Is between age 18 to 75 Patient has Race and Hispanic or Latino Identity properly identified in patient demographics Ha
54. ications Ischemic Vascular Disease IVD and aspirin therapy NQF 0074 If clinicians ensure that patients with established ischemic vascular disease IVD use aspirin or another antithrombotic drug then the likelihood of the myocardial infractions and other vascular events can be reduced SECTION J ISCHEMIC VASCULAR DISEASE ASPIRIN OR ANTITHROMBOTIC THERAPY TOTAL PATIENTS 18 CHARTS SAMPLED NUMBER OF AND OLDER WITH OR EHR TOTAL PATIENTS WITH ASPIRIN OR ANTITHROMBOTIC IVD DIAGNOSIS OR b ASPIRIN OR THERAPY ii een ANTITHROMBOTIC a THERAPY lt c Patients aged 18 and older with a diagnosis of IVD or 18 AMLCABG or PTCA procedure with aspirin or another antithrombotic therapy The Measure includes percentage of patients in universe with aspirin or other antithrombotic therapy Requires documentation of the prescription of medications or The dispensing of medications or evidence of the use of medications Medications Specific medications other than aspirin are not described but a long list of potential medications are available The Universe is all adults aged 18 and diagnosed with ischemic vascular disease IVD including over who in the current or prior myocardial infarction or measurement year were discharged after cardiovascular surgery CABG or PTCA and were seen as a medical patient during the year Documentation of Compliance Documentation in chart or as
55. icial submittal Patient totals will not report duplication of patients from the Legacy System To calculate submission values sum unduplicated counts reported by the Legacy System and Integy UDS Reports NO Legacy data will not be used Patient totals will reflect Intergy UDS encounters post conversion only CANCEL Stop the report Choose Cancel if you wish to adjust the Report Dates range ove v Lee 9 Click the Yes button to include data from the udsdata dme import file in the UDS report generated by Vitera Intergy NOTE Choosing Yes prevents the system from counting a patient twice once from the encounter in the previous practice management system and once from the encounter in the Vitera Intergy system Selecting No button includes all Sage Intergy system patients regardless of whether the patients were initially counted in the previous practice management system 10 When the UDS Report is generated you can display print or save the report file After generating the UDS Report in Vitera Intergy continue with the instruction in the section OP LM INNOVATIVE HEALTH HNOLOGY SOLUTIONS HCN User Guide for Verifying UDS Rev 1 17 Note If there are questions about how to map table elements contact HRSA 11 Calculating UDS Values for Submission HCN User Guide for Verifying UDS Rev 1 18 Note If there are questions about how to map table elements contact HRSA Calculating UDS Values for Submissio
56. individual centers to include in the report amp click the Select option The individual Services Centers selected will now display in the Selected Service Centers Column Click OK to save your changes The Finance Centers option defaults to ALL Finance Centers This option does not need to be changed if you are running the report for all finance centers To include a specific Finance Center in the UDS Report select the Finance Center option The Select Finance Center window displays Highlight the desired Finance Center amp click on the Select option or Double Click on the center To select Multiple Finance Centers hold down the CTRL Key and select the individual centers to include in the report amp click the Select option The individual Finance Centers selected will now display in the Selected Finance Centers Column Click OK to save your changes and select Run Select your Output destination NOTE The UDS Report will generate Information based on the criteria you have selected It will include the date and time generated Report Title organizations name the Table and Table Title Z TIPS If you view the report do not forget to select the next page option or F7 to view each page Each page will be numbered in the right hand corner HCN User Guide for Verifying UDS Rev 1 23 EN OP HM A Heal ice Netwoi TECHNOLO OLUTIONS Note If there are questions about how to map table elements contact HRSA UDS Zip C
57. ion Table 6A Selected Diagnoses and Services Table 6B Quality of Care Indicators Table 7 Health Outcomes and Disparities Create UDS To Intergy Conversion File Y N Y Enter From Date 3 Enter the following values on the UDS Extract screen HCN User Guide for Verifying UDS Rev 1 11 Note If there are questions about how to map table elements contact HRSA Field Value and Description Select Date Range From Type the first day of the UDS reporting year For example for the 2011 reporting year type 01012011 and press ENTER Thru Type the conversion cutoff date This is the last date your practice used in Vitera Medical Manager for data entry after the system was converted from Vitera Medical Manager to Vitera Intergy If your practice did not use Vitera Medical Manager for data entry after the conversion then enter the conversion date in the Thru field For example if your system was converted to Vitera Intergy on May 11 2011 type 05112011 and press ENTER A Il or Sjelective Locations Type A and press ENTER This setting ensures that data is reported for all locations in the practice Grand Totals Only Type Y and press ENTER Selecting Y es ensures that patients are counted only once throughout all locations and that UDS reports will not separate patients by location A II or Sjelective Reports Type A and press ENTER to perform the data extract for all UDS reports Cre
58. isplay Help Close r Account General 06 22 2011 z Q Account 291 Felipe Arauz Allocate Payment Payment Post Account Balance 275 00 Amount Auta Allac Receipt Guarantor Resp 275 00 Unallocated dero Bess Total Unapplied Credit 0 00 No Payment selected Reset r Charges All Patient begins L F M Patient C Plan C Provider Service Date Allow multiple selections Pan St Provider Sonico Pecedae Chege Ades Recs Balanoe Flage _Alooste s IH 12 15 10 99205 150 00 000 50 00 110 00g IH 12 18 10 99201 0 00 000 96 00 Arauz Felipe E 06 30 11 33213 38 00 69 00 0 00f 6900 E Totals 394 00 59 00 50 00 275 00 0 00 m Action to Perform Charge Details Action Statement Comment Edit Charge I Visit Copay 0 00 Procedure Copay 0 00 8 Click the Edit Charge button to update for example the diagnosis code or charge amount ne Se H HCN User Guide for Verifying UDS Rev 1 51 TECHNOLOGY SOLUTIONS Note If there are questions about how to map table elements contact HRSA Eq Edit Charge g None 09 89 2011 9 Click Save and repost the charge Then rerun the UDS report to input correct data HR HCN User Guide for Verifying UDS Rev 1 Note If there are questions about how to map table elements contact HRSA Table 6B UDS Quality of Care Indicators Analysis 7 TIPS This report pul
59. it EMC Claim Format INTERGY4E Assign Ww def Deactivate Paper Claim Format EMST500NPI Medigap N P Deductible 0 00 Claim Batch JINTERGY4E Network Services 4E _Now Class pa Cancel 7 After verifying that the insurance is properly mapped rerun the report and enter the data in Table 4 3 Party Ins Source OD i gt lt INNOVATIVE HEALTH HCN User Guide for Verifying UDS Rev 1 37 TECHNOLOGY SOLUTIONS Note If there are questions about how to map table elements contact HRSA Table 4 UDS Special Populations Analysis Report 7 TIPS Special population categories can be added to the patient registration form They should be self reported not assigned by center staff Centers that are part of school based health centers report on line 24 If additional sites are added this should be listed and reported as other The system default is to report homeless as blank If you are a homeless site and you want to accurately report number of homeless patients served be sure that this field is not listed as blank or unknown Total Veterans should be self reported NOTE For more detailed information on this report refer to the HRSA UDS Manual For information on UDS setup refer to the Intergy UDS Setup Guide To run the UDS Special Populations Analysis Report 1 From Vitera Intergy gt Reports run the UDS Table 4 Special Populations Analysis Report Sa RH
60. ld not be included in the UDS reporting for Section F Adult Weight Screening and Follow up section This provides you with the ability to generate a worksheet of the correct patients for the section AH Niro LE HCN User Guide for Verifying UDS Rev 1 62 Note If there are questions about how to map table elements contact HRSA The Diagnoses button in the Tobacco Use section enables you to specify diagnoses that identify patients who have been diagnosed as being dependent on tobacco The selected diagnoses are applied when the UDS Report Clinical Audit Worksheet is run for the Tobacco Cessation section The patients who have a recorded diagnosis that has been specified for tobacco dependence will be included in the UDS reporting for Section G2 Tobacco Cessation Intervention This provides you with the ability to generate a worksheet of the correct patients for the section OB n HCN jg health choice network HCN User Guide for Verifying UDS Rev 1 63 TECHNOLOGY SOLUTIONS Note If there are questions about how to map table elements contact HRSA UDS Clinical Audit Worksheet Window The Section Type section of the UDS Report Clinical Audit Worksheet window has been modified This allows you to generate a worksheet for each of the new UDS Report Table 6B sections The following new Section type options are now available e Weight Child e Weight Adult e Tobacco Use e Tob
61. le 6A UDS Diagnoses and Services Analysis Report 76 Sample Table 6B UDS Quality Care Indicators Analysis Report 79 Sample Table 7 UDS Health Outcomes and Disparities Analysis Report 80 Sample Table 9D UDS Patient Revenue Analysis Report ssss 82 HCN User Guide for Verifying UDS Rev 1 3 Vote If there are questions about how to map table elements contact HRSA Overview This guide contains information about how CHCs can successfully run UDS reports from Intergy Purpose The purpose of this document is to inform users about how to input data in Intergy in order to properly generate the UDS report from their POMIS For information on how to setup the Intergy system for UDS reporting refer to the Vitera Intergy UDS Setup Guide Who Should Use this Document Technical Support Practice Managers and other individuals who are responsible for UDS reporting should use this document as a reference guide for understanding UDS reporting Additional Resources This document does not address information on setting up quarterly CHC reports Some of the setup information contained within this document is based on third party information which is current at the time the guide is written To obtain the most accurate and up to date information about UDS setup refer to the HRSA website http bphc hrsa gov healthcenterdatastatistics reporting index html Document
62. ls demographic data from Intergy and clinical data from EHR Table 6B Sections A and B Total prenatal patients line 6 must equal total prenatal patients by trimester of entry lines 7 9 col a and b Tables 3A 5 and 6B Reporting of the universe of patients for childhood immunizations and pap tests must be reasonable given total patients by age on 3A and or the percentage of patients who are medical patients on Table 5 Table 6B and 7 Number of prenatal patients should exceed number of women delivering because not all prenatal patients deliver in reporting year You will only be able to pull this report if your EHR system has been in place and you have been actively using it for more than 3 years If your EHR system is less than3 years old then you need to pull 70 charts and use the UDS randomizer For CHCs whose EHR is less than 3 years old refer to the section The HRSA Randomizer to pull charts and complete Table 6B In order to get OB data the center must be using Intergy OB Chart There are now 14 childhood immunizations Section A Pulls age from demographics in Intergy Section B Pulls from OB Chart Section C Pulls from immunization data in EHR ForSection C Childhood Immunization a child is counted if he she has a second birthday during the reporting period has had a least one medical visit during the reporting period and has his her first visit prior to a second birthday Immunization dates are driven by the p
63. n For the conversion year data required for UDS reporting exists on two different practice management systems the previous system and the Vitera Intergy system As a result you must run the UDS reports in both practice management systems When you are ready to submit UDS data to the Bureau of Primary Health Care BPHC you need to add the UDS report values from the previous practice management system to the corresponding UDS report values in the Vitera Intergy The reports must be manually combined cell by cell to calculate the correct values for submission For example in Section A Table 6B Quality of Care Indicators the Line 1 age group is Less than 15 Years In the UDS report from your previous practice management system the number of patients reported for Line 1 is 1 In the UDS report from Vitera Intergy the number of patients reported for Line 1 is 2 Adding the value 1 from the previous system to the value 2 from the Vitera Intergy system equals a sum total of 3 for the number of patients reported on Line 1 The value of 3 is the count for Table 6B Line 1 that can be submitted to the BPHC for your UDS reporting NOTE For information about submitting UDS reports refer to the Health Resources and Services Administration HRSA EN hb HCN HCN User Guide for Verifying UDS Rev 1 19 SE Note If there are questions about how to map table elements contact HRSA Generating
64. n Form Zip codes for patients served Table 3A Patient profile by age and gender Table 3B Patient profile of patients by race ethnicity and language Each pateint by race and Hispanc Latino identity if applicable Table 4 Patient profile by poverty level Patient profile by third party insurance The number of special population patients receiving services Revenue expenses and other information for managed care Table 5 Staffing full time equivalents Encounters and patients by provider type and service type Table SA Clinical and non clinical professionals that make up the key health center workforce Table 6A Primary diagnoses for medical visits Selected services provided Table 6B Quality of care indicator including Profile of patients receiving prenatal services Birth outcomes by race and ethnicity Other perinatal care information Table 7 Patients with the following health conditions HIV positive pregnant women Deliveries and low birth weight Hypertension Diabetes Note Data for each condition is subtotaled according to race and Hispanic Latino or non Hispanic Latino identity Table 9D Full charges collections and allowances by payer as well as sliding discounts and patient bad debt b HCN TECHI HCN User Guide for Verifying UDS Rev 1 8 Note If there are questions about how to map table elements contact HRSA Completing
65. nager perform all of the normal setup procedures required for the annual UDS reporting This includes specifying the UDS Reporting Options and setting up the translation tables and exclusions according to the requirements for the current reporting year For complete information about setting up the UDS Reporting in Vitera Medical Manager refer to the Vitera Medical Manager CHC UDS Reporting User s Guide for the current reporting year Running the UDS Extract The UDS extract gathers the data required to generate the UDS reports in Vitera Medical Manager The extract process also creates a data file udsdata dme which you will import into Vitera Intergy Importing the udsdata dme file ensures that unique patient counts do not include duplicate patient encounters across multiple practice management systems 1 In Vitera Medical Manager type UDS at the command prompt The UDS Reporting Menu is displayed 2 To select option 1 2010 UDS Extract type 1 and press ENTER Note that the year listed as part of the UDS Extract menu option varies for each reporting year The UDS Extract screen is displayed uds extract dmc 4 00 Ext Run 10727711 Select Date Range From 01012011 Thru 0771772011 AJ11 or SJelective Locations Grand Totals Only YJes or N o AJ11 or SJelective Reports A Table 3A Patients By Age and Gender Table 3B Patients By Race Ethnicity Language Table 4 Socioeconomic Characteristics Table 5 Staffing and Utilizat
66. ode Analysis Report The Intergy UDS Zip Code Analysis Report can be used to obtain the number of patients served by zip code data that should be reported on the Patient Origin Form 7 TIPS Patients by Zip Code Tables 3A 3B and 4 describe the SAME PATIENTS and must be equal Zip code data pulls directly from the zip code listed in the patient demographics file in Intergy gt Patient Information i gt Personal page gt Summary tab gt Zip Code Only the first five positions of the zip code field will be included in the count If a patient does not have a recorded zip code then Intergy will check to see if he she is homeless If the patient is homeless the report will use the zip code of the service center with the most recent procedure If a single zip code has less then ten patients then the aggregate count for that zip code will be included in the Other Zip Codes category NOTE For more detailed information on this report refer to the HRSA UDS Manual For information on setting up and updating the table within Intergy refer to the Intergy UDS Setup Guide To run the UDS Zip Code Analysis Report 1 From Vitera Intergy gt Reports run the UDS Zip Code Analysis Report EJ Select Report F 2 8 FE All Reports Favorites Most Recent My Reports CHC Clinical Custom Financial HL7 7 TIP Be sure to include All zip codes Unknown zip codes and the option for Le
67. om the effective date If income data lists a bogus number such as 999 999 00 then your data will be incorrect Unknown and Over 200 count should not be high If numbers are high then consider validating This information may not be reported properly in the patient s demographic file If unknown is high use details report and review the following Look at documented status and effective date for the patient If the sliding fee has expired the patient will be counted in Unknown If documentation is set to pending this patient will also be counted as unknown NOTE For more detailed information on this report refer to the HRSA UDS Manual For information on setting up and updating the table within Intergy refer to the Intergy UDS Setup Guide HCN User Guide for Verifying UDS Rev 1 33 EN eo HEN eg Note If there are questions about how to map table elements contact HRSA To run the UDS Poverty Level Analysis Detail Report 1 From Vitera PE Reports run the UDS Table 4 DEVI Level Analysis Report BIET m All Reports Name contains UDS Report Name UDS Report UDS Report Clinical Audit Worksheet UDS Table 34 Age and Gender Analysis Report UDS Table 3B Race and Ethnicity Analysis Report Imaging UDS Table 4 3rd Party Ins Source Analysis Report H Insurance UDS Table 4 Poverty Level Analysis Report l Maintenance UDS Table 4
68. ork org Network LUTIONS HCN User Guide for Verifying UDS Rev 1 6 TER Note If there are questions about how to map table elements contact HRSA Before You Begin Read Me First The document assumes that UDS parameters have been properly entered and captured in Intergy Before beginning to read this document it is important to understand that this is NOT a UDS setup document This document assumes that the UDS setup has been completed and that you are ready to verify your UDS reporting data This document provides suggestions about how to verify that UDS data is properly captured and how to update any data that may be faulty If you are new to UDS reporting and are trying to learn more information about what it is refer to the HRSA UDS Manual For detailed information on what is required for each report refer to the HRSA UDS Manual What is UDS HRSA supported health centers provide comprehensive culturally competent quality primary health care services to medically underserved communities and vulnerable populations The Uniform Data System UDS is an integrated reporting system used by all BPHC grantees It is required reporting for health centers receiving federal grants that are supported by the Health Resources and Services Administration HRSA How is the UDS used HRSA uses the UDS Report to obtain core data on its programs to ensure compliance with legislative mandates and to report to Congress OMB and other policy mak
69. panic Latino Identity Race and Language Analysis Report PATIENTS BY HISPANIC OR NOT HISPANIC PATIENTS BY RACE LATINO a HISPANIC LATINO b Native Hawaiian SUM LINES 2A 2B 5 More than one race report Pe a 1 2 3T07 PATIENTS BY LANGUAGE NUMBER OF PATIENTS PATIENTS BEST SERVED IN A LANGUAGE OTHER THAN ENGLISH American Indian Alaska Native OP no ate INNOVATIVE HEALTH TECHNOLOGY SOLUTIONS HCN User Guide for Verifying UDS Rev 1 72 Note If there are questions about how to map table elements contact HRSA Sample Table 4 UDS Poverty Level Analysis Report INCOME AS PERCENT OF POVERTY LEVEL 1 100 and below 101 150 Po 151 200 4 Over 200 nel EE REEmssssmas e TOTAL SUM LINES 1 5 Sample Table 4 UDS Third Party Insurance Analysis Report Lo 8a Regular Medicaid Title XX O 8b CHIP Medicaid o R a TOTAL MEDICAID LINE 8A 88 e MEDICARE T ITLE aiu Other Public Insurance CHIP TOTAL PUBLIC INSURANCE LINE 10a 10b PRIVATE INSURANCE 1 Cid TOTAL SUMLINES7 8 9 10 11 O Z O O o MANAGED CARE UTILIZATION OTHER PUBLIC MEDICAID MEDICARE INCLUDING NON PRIVATE TOTAL Payor Category a b MEDICAID CHIP d e c fepe 07 AB M 1 p A exce wewee ewe d 021 LL 51 dd 13c TOTAL MEMBER MONTHS 13a 13b OP HEN er M
70. re questions about how to map table elements contact HRSA Table 9D UDS Patient Revenue Analysis Report CAUTION Data needed for completing UDS Table 9E is not pulled from Intergy This information comes from Practice Analytics This section includes instructions for running and validating data listed in UDS Table 6A Diags and Svc Analysis Report NOTE You will only be able to pull this report if your POMIS system has been in place and you have been actively using it for billing and recording financial data in it For more detailed information on this report refer to the HRSA UDS Manual For information on UDS setup refer to the Intergy UDS Setup Guide To run the UDS Health Patient Revenue Analysis Report 1 From Vitera POMIS gt pe run the UDS Table 9D Patient Revenue Analysis Report J Select repot eg m All Reports Name contains UDS CHC Report Name Clinical UDS Report Custom UDS Report Clinical Audit Worksheet Financial UDS Table 34 Age and Gender Analysis Report HL UDS Table 3B Race and Ethnicity Analysis Report Imaging UDS Table 4 3rd Party Ins Source Analysis Report E Insurance UDS Table 4 Poverty Level Analysis Report H Maintenance UDS Table 4 Special Populations Analysis Report H Managed Care UDS Table 5 Staffing and Util Analysis Report ia OmniDoc UDS Table 64 Diagnoses and Services Analysis t ERR UDS Table BB Quality of Care Indicators
71. rk a ame INNOVATIVE HEALTH HCN User Guide for Verifying UDS Rev 1 26 TECHNOLOGY SOLUTIONS Note If there are questions about how to map table elements contact HRSA Table 3A UDS Age and Gender Analysis Report 7 TIPS Patients by Zip Code Tables 3A age and gender 3B race and Hispanic Identity and 4 income and insurance describe the same patients and the totals must be equal If you submit grant tables the total number of patients reported on the grant table must be less than or equal to the corresponding number on the universal table for each and every cell For example you cannot report more migrant farm workers who are age 30 34 than you report total patients age 30 34 Gender Uses sex data reported in Patient Information i If sex is missing the patient is excluded from all tables Reported Age as of June 30th of reporting year Uses date of birth in Patient Information i f DOB is missing patient is excluded from all tables calculated based on age Table 3A Analysis Report Error Option Use this filter option to locate patients whose accounts are missing gender or DOB If a patient has had at least one visit during the reporting period factoring out the exclusions Table 3A Patient by Age and Gender the system pulls the date of birth and gender data from Patient Information i and includes that patient in the count If Age and Gender data being listed in the report is incorrect for example the clinic is sol
72. rnnnvnrnvnrnvnrnerrnenrnvrrnennnennner 15 Generate the Conversion Year UDS Report in Vitera Intergy 15 Calculating UDS Values for Submission rrnrnrnvnrnvnrnvnrnerrnenrnerrnerrnenrnerrnersne 19 Generating the UDS Report eeeecceceeeeee cece eee ee eter teen eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenees 20 UDS Zip Code Analysis Report numsssdsssienssesssspessessanmmedendevkdesdunanenudkekankse 24 Reviewing the Zip Code Analysis Data sssssssse 25 Table 3A UDS Age and Gender Analysis Report rrrnnnnnnnrvennnnnnrrennnnnrvennnnnnsnenr 27 Reviewing Age and Gender Data rrnnnnnnnnnnnnnvrnnernnernnernnernnernnsrnnsrnnsennsernsennr 28 Table 3B UDS Patients by Hispanic Latino Identity Race and Language Report 30 Reviewing Race and Language Data srnnnnnnonnnnnnnvrnnernnernnernnernnernnsrnnsesnsennr 31 Table 4 UDS Poverty Level Analysis Report ccccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeees 33 Reviewing Poverty Level ssssssssssssese eme mee mene nennen nnne 34 Table 4 UDS 3rd Party Insurance Source Analysis Report 35 Reviewing the 3 Party Insurance Report rarnnnnnnnvnnurnnnnnnvnnnvnnnennnvnnnennnennner 36 Table 4 UDS Special Populations Analysis Report eeeseeeeeee 38 Reviewing Special Populations Data ssssssssssse 39 Table 5 UDS Staffing and Utili
73. s for example medical and dental So it is possible for a patient to be counted twice just in different categories Be sure to accurately add dummy codes so that they will be properly counted as valid visit codes If the data reported on this list does not appear to be accurate run the Procedure Analysis Report and the Diagnosis Analysis Report to determine which information reported information is incorrect You would then have to correct the posted charges repost the corrected charges and then rerun the UDS Diagnoses and Services Report Primary diagnosis is no longer seen as a critical bench mark for health centers It s thought to under state the morbidity of center patients with multiple diagnoses HCN User Guide for Verifying UDS Rev 1 47 Vote If there are questions about how to map table elements contact HRSA Certain important diagnoses are thought to be seriously understated because they do not appear as primary Dx are Affected sections Include Mental health Table 6A includes diagnostic data as well as data Behavioral health including overeating Diva vice rendered Oe uaic panels The first 26 lines with line numbers from 1 to 20d and changes made over time deal with diagnoses Substance use including tobacco and alcohol The next 22 lines lines 21 through 34 report on services rendered Only the diagnostic lines through line 20d are being altered Starting with t
74. s CEO Deputy Director is not a reported position After downsizing a new CEO of a small agency is hired 5 15 10 to fill the role of CIO and CFO as well as CEO and is so reported in their application Count 32 months as CEO 32 months as CFO and 32 months as CIO HCN User Guide for Verifying UDS Rev 1 OP oc p Vag Health Choice Network um 44 ECHNO Note If there are questions about how to map table elements contact HRSA Data Elements Column C D Locum On Call etc Health centers make use of a wide variety of clinical and non clinical personnel under arrangements other than full or part time staff Some of these individuals are in place for an extended period of time while others may be present for very limited or intermittent times Eligible individuals are reported in Columns C and D Common arrangements include e Locum tenens Individuals who are hired through an agency and generally not an employee of the center agency pays salary and benefits e On call providers Individuals who are hired by the Center on an as needed basis may or may not receive benefits e Volunteers Unpaid clinical or non clinical persons e Residents interns trainees Individuals in a training program may or may not be paid e Count only if they have a license all medical residents some mental health trainees e Administrative consultants used when a full time person is not available or cannot be afforded especi
75. s Type or Type Il Diabetes in the Patient Problem List Identified by diagnosis codes 250 xx 357 2 362 366 41 648 0 775 1 790 2 f HBA1C LOINC has been defined as 4548 4 ab HCN letwork org p Health Choice Network HCN User Guide for Verifying UDS Rev 1 66 DS Note If there are questions about how to map table elements contact HRSA To run the UDS Health Outcomes and Disparities Analysis Report 1 From Vitera Intergy gt Reports dropdown menu then click Select run UDS Table 7 Health Outcomes and Disparities Analysis Report All Reports Name contains UDS Report Name UDS Report UDS Repart Clinical Audit Worksheet UDS Table 34 Age and Gender Analysis Report UDS Table 3B Race and Ethnicity Analysis Report UDS Table 4 3rd Party Ins Source Analysis Report UDS Table 4 Poverty Level Analysis Report UDS Table 4 Special Populations Analysis Report UDS Table 5 Staffing and Util Analysis Report UDS Table 64 Diagnoses and Services Analysis UDS Table 6B Quality of Care Indicators Analysis UDS Table 7 Health Outcomes and Disparities Analysis UDS Table 9D Patient Revenue Analysis Report UDS Zip Code Analysis Report Add to Favorites 2 Use the report to fill in Table 7 3 Compare this year s report to the previous year s report 4 Ifthe data is correct use the table to complete the UDS report
76. select the Departments departments you want to include in the report Service Centers Click the Service Centers button and then select the Service Centers service centers you want to include in the report Finance Centers Click the Finance Centers button and then select the Finance Center finance centers you want to include in the report 7 Inthe Reporting Unverified Stated Income section specify how patients whose household income is not verified will be reported HCN User Guide for Verifying UDS Rev 1 16 Note If there are questions about how to map table elements contact HRSA a Specify whether patients whose documentation for their household income is pending for verification will be reported in the Unknown category or in a Percent of Poverty category by selecting the corresponding radio button b Specify whether patients whose household income is not documented will be reported in the Unknown category or in a Percent of Poverty category by selecting the corresponding radio button 8 Click the Run button The Question dialog box is displayed Note that the Question dialog box only appears when you have correctly specified a date range that includes dates from the udsdata dme export file Question ox R Data conversion occurred during this reporting year Do you wish to use the legacy data A YES Legacy data will be used Choose Yes if you want to produce the report for off
77. sociated files in pharmacy etc of Prescription for anti thrombotic medication or Dispensing of anti thrombotic drugs or GR HCN User Guide for Verifying UDS Rev 1 56 TECHNOLOGY SOLUTIONS Note If there are questions about how to map table elements contact HRSA Use by patient of anti thrombotic drugs To complete UDS Line 18 Column A Number of patients aged 18 or over with ischemic vascular disease Column B Will be 70 unless a comprehensive EHR is present in which case Column B will be equal to Column A Column C Number of those reported in Column B who have evidence of aspirin or other anti thrombotic therapy Colorectal Cancer Screening NOF 0034 If patients 50 to 75 years old receive appropriate colorectal screening then early intervention is possible and premature death can be averted SECTION K COLORECTAL CANCER SCREENING NUMBER OF PATIENTS CHARTS WITH APPROPRIATE COLORECTAL CANCER SCREENING TOTAL PATIENTS 51 TO SAMPLED OR SCREENING FOR 75 YEARS OLD EHR TOTAL COLORECTAL CANCER a b c Patients age 51 to 75 years with appropriate screening for colorectal cancer The Measure includes the percent of patients in universe who received appropriate screening for colorectal cancer Requires documentation of test performed by grantee or by another care giver The Universe is all adults who were age 51 through age 74 during the measurement year seen in
78. ss Than 10 Patients IOl xl All Reports Name contains Report Name Patient Zip Code Analysis Report UDS Zip Code Analysis Report Zip Code Report 2 Usethe report to enter data in the Patients by Zip Code report EN HCN User Guide for Verifying UDS Rev 1 24 TECHNOLOGY SOLUTIONS Note If there are questions about how to map table elements contact HRSA CAUTION The total number of patients reported by zip code on the Grantee Profile must equal the number of total unduplicated patients reported on Tables 3A 3B and 4 If for some reason zip code information is missing for some patients report the patient in the Unknown count 7 TIP If Zip Code data being listed in the report is incorrect for example if the zip code is an invalid number such as 00001 the zip code data is incomplete and needs to be updated Refer to Reviewing Zip Code Data Reviewing the Zip Code Analysis Data After running the UDS Zip Code Analysis report for the current year verify the information against the previous year s report lt For all explicitly say this is the detailed report gt Save to file gt f TIPS If the zip code is not blank but city and state data is available refer to the United States Postal Service www usps org to obtain correct zip code information You can enter zip code data in Setup gt Codes gt Zip Codes Zip code data may be questionable when There is a high number of
79. sures will be included on Table 6B as quality of care measures consistent with the manner in which BPHC has been reviewing Primary Prevention measures in the past These measures are all process measures If patients receive timely routine and preventive care then we can expect improved health status Data to document performance on these three new measures are being collected during CY 2012 No new data over and above that needed for rigorous charting should be necessary Electronic Health Records EHRs may be used Chart reviews may still be used as appropriate Use of CPT Category II codes may simplify process No new clinical activities should be necessary to report the clinical measures Data will be submitted in the 2012 UDS All Clinical Measures have ICD 9 diagnostic codes and all qualify under Meaningful Use rules Measures are National Quality Forum NQF measures Focus on Quality The new Clinical Measures continue BPHC s focus on the quality of patient care using an enhanced set of measures which are part of the CMS Meaningful Use data set They focus on preventive health care and chronic health care for adults and seniors Focus on Comparability The new clinical measures are being adopted by a wide range of non 330 organizations This permits BPHC to demonstrate the quality and value of care provided at health centers It also enables health centers to obtain comparable information in their states and
80. the UDS Report The following is the CBO Best Practice for Generating the UDS Report The UDS Report option gives users the flexibility to generate a UDS Report for all UDS Tables or just a subset of the Table To Generate the UDS Report for All Tables or a Subset of Table s 1 From POMIS click the Reports menu J 2 Click Select The JE x Select Report Ei All Reports CHC gt UDS Reports Favortes window displays Most Recent 3 From the left panel menu select CHC gt UDS 4 Select highlight UDS UDS Repcet Clinical Audt Worksheet UDS Table 34 Age and Gender Analysis Report UDS Table 38 Race and Ethnicity Analysis Report gt Cinical Financial UDS Table 4 d Party Ins Source Analysis Report Report HL UDS Table 4 Poverty Level Analysis Report Imagng UDS T able 4 Special Populations Analysis Report 5 ClickSelect The H vred UDS Table 5 Staffing and Util Analysis Report UDS Report window T spaces UDS T able 64 Diagnoses and Services Analysis displays F si UDS Table 68 Quality of Care Indicators Analysis UDS Table 7 Health Outcomes and Disparities Analysis Support 5 aant Revenue Ana 6 From the Grant Report Group use the radio button to select the type of grant report to generate Refer to the Grant Report Descriptions below Grant Reports Universal Report Migrant Health Health C
81. the UDS Tables Instructions for completing each table follows For information on UDS setup refer to the Intergy UDS Setup guide CAUTION Patients are to be reported only once in each filed report However if the same patient is served in more than one program they will be listed on every report for the program under which they were served Entering Useful Data The following sections discuss best practices for ensuring that complete data is entered into Intergy so that accurate data can be pulled from UDS reporting Completing UDS Fields Z TIPS Intergy can be setup so that front desk registration employees are prompted to capture certain demographic data fields which are required for UDS reporting date of birth DOB language race and sex These data parameters must be set by a practice administrator in Intergy POMIS gt System Administration gt System Configuration gt General gt Pat Reg Fields Within Intergy some Patient Data fields which are required for UDS reporting can be made mandatory when entering patient demographic data For each required UDS data field DOB language race and sex set both the Patient Registration and Quick Registration Parameter values to R for Required HCN User Guide for Verifying UDS Rev 1 9 EN OG HM 1 Heal ice Netwoi TECHNOLO OLUTIONS Note If there are questions about how to map table elements contact HRSA EZ Practice Configuration
82. tient Reported s Unknown Percent of Poverty e HCN User Guide for Verifying UDS Rev 1 15 Note If there are questions about how to map table elements contact HRSA 4 Inthe Grant Reports section select the type of grant report to generate by using the radio buttons I want a Grant Report that includes Click the Radio Button Labeled Patients and encounters across all BPHC Programs Universal Report Patients and encounters in the Migrant Health Program Migrant Health Patients and encounters in the Health Care for the Health Care for the Homeless Homeless Program Patients and encounters in the Public Housing Primary Care Program Public Housing Primary Care 5 Inthe Report Dates section enter the dates for the entire reporting year For example 01 01 2011 through 12 31 2011 NOTE To use the UDS data that was imported from your previous practice management system the range of dates specified for the UDS Report in Vitera Intergy must include the date range used to generate the udsdata dme 6 In the UDS Report Include Table and View sections select the items you want to include in the UDS report The following options are available Click this Button When I want to select specific UDS report tables Click the Tables button and then select the tables you Tables want to include in the report Departments Click the Departments button and then
83. time physician who started July 10 1 One part time physician working entire year 1 One contract physician working on site 1 One physician working full time until 12 25 0 One off site referral physician paid by visit 0 e One NHSC assignee starting 9 1 1 e One CMO ObGyn 1 on each line Data Elements Column B Full and Part Time Staff To complete Column B Report the following Use these examples as guidelines when reporting Total months worked in this position Count from the first day of month of hire CEO was hired 9 25 10 Count 27 months 9 10 12 12 Tenure begins with most recent hiring Doctor X was a Loan Repayor from 1 1 02 to 12 31 05 left for a position out of state but came back to the center on 7 1 09 Count 42 months 7 09 12 12 Count only time in the current position by line number Employee starts work 4 22 93 earns an LVN license and is promoted from medical assistant to LVN 6 15 98 Count 171 months 6 98 12 12 If employee works in two positions simultaneously report time in each using start date for each Pediatrician is hired 8 1 2002 and promoted to CMO on 9 15 2010 Count 125 months as pediatrician 8 02 12 12 and 28 months as CMO 9 10 12 12 Chief Operations Officer is hired 11 10 88 Promoted to Deputy Director 7 12 97 and then promoted to CEO 6 22 12 retaining the obligations of the Deputy Director Count 7 months a
84. to map table elements contact HRSA Table 4 UDS 3rd Party Insurance Source Analysis Report 7 TIPS Third party insurance data pulls from insurance information listed in Patient Information i When a patient gives insurance information during intake this should be properly documented in the patient s file Third party insurance is counted for the UDS 3rd Party Report when the insurance is attached to an encounter that has a valid provider procedure code for an office visit such as 99213 ntergy assumes private insurance setup unless otherwise listed Private insurance numbers should not be very high To update the table refer to the Intergy UDS Setup Guide Medicaid CHIP Medicaid Medicare Other Public Chip Other Public Non CHIP get reported separately everything else goes to Private Insurance If receiving capitation report Private for Table 9 If need to map for Table 9 then leave blank in Table 4 Capitation will default to Private if not already mapped This may be a reason why Private insurance is high For more detailed information on this report refer to the HRSA UDS Manual For information on UDS setup refer to the Intergy UDS Setup Guide To run the UDS 3 Party Insurance Source Analysis Report 1 From Vitera Intergy Reports run the UDS Table 4 3 Party Ins Source Analysis Report EJ select Report F All Reports m All Reports Favorites Name contains Most R
85. ty Level Analysis Report 2 Usethe report to complete Table 3B 3 Rerunthe report and filter for Language Complete the language fields for Table 3B Reviewing Race and Language Data After running the Race and Language Analysis report for the current year verify the information against the previous year s report CAUTION Race and ethnicity have to be self reported by the patient NOT designated by CHC staff Be sure that the registration sheet properly includes choices L for Latino O for Other N for Not Reported Refused so that patient can self report Z TIP These are codes that get reported on UDS and must be properly during UDS setup Refer to the sections Editing a UDS Race Translation and Editing a UDS Ethnicity Translation of the UDS Intergy Setup Guide For more detailed information generate the detailed UDS report More races can be added to the system but must be mapped to O for Other For example if adding a patient identifies themselves as Black Haitian the race is B for Black in race and ethnicity is O for Other If ethnicity is not self identified as L for Latino it should be reported as O for Other If the ethnicity is blank or refused it should be reported as N for Not Reported Refused The Ethnicity field is used ONLY for UDS reporting purposes UDS only counts whether an individual is Hispanic or not Hispanic regardless of the patient s race Race and Languag
86. zation Analysis Report 40 Table 5A Tenure for Key Slalr 2 centran neue orbe roo tE cnp spe I Do ker duba E Ee eseUUs Es pREUdS 42 Data Elements Key Clinical and Non Clinical Staff rrrnnnrrnnornnvrnnvrnnennnr 42 Data Elements Rows Key Clinical and Non Clinical Staff sssuuss 43 Data Elements Column A Full and Part Time Staff rarnnnonnnonnnrnnnvrnnvnnnvnnnr 44 HCN User Guide for Verifying UDS Rev 1 2 Vote If there are questions about how to map table elements contact HRSA Data Elements Column B Full and Part Time Staff rranananunannnnnnnnnrnvanennnenr 44 Data Elements Column C D Locum On Call etc r rrrnrrnrnnrnnrrnnrnnrnnrnnrnnrnnr 45 Table 6A UDS Diagnoses and Services Analysis sese 47 Reviewing Diagnosis and Services Data ssssssssse 50 Table 6B UDS Quality of Care Indicators Analysis see 53 Focus een 54 Focus on Comparabillty oett octets beet EP REL ee ie RA 54 Focus on Integration ccccccecc eee eee cece eee ec eee eee eeaeeceece esse en ne nn nnne 54 Focus on Meaningful USse r rrnnnnnnnnrnnrnnrrnrrn cence eee eeceece e eene nnne 55 Coronary Artery Disease CAD and Lipid Lowering Therapy NQF 0074 55 Ischemic Vascular Disease IVD and aspirin therapy

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