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Health Resources and Services Administration (HRSA ) Web-Based Uniform Data System (UDS) Overview

Health Resources and Services Administration (HRSA ) Web-Based Uniform Data System (UDS) Overview. Presented To: Nurse Managed Health Centers (NMHC). Agenda. Purpose and Goals Process Overview Prerequisites Getting Help EHBs Notes Getting Started Walkthrough of UDS Forms Resources.

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Health Resources and Services Administration (HRSA ) Web-Based Uniform Data System (UDS) Overview

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  1. Health Resources and Services Administration (HRSA)Web-Based Uniform Data System (UDS) Overview Presented To: Nurse Managed Health Centers (NMHC) UDS Overview

  2. Agenda • Purpose and Goals • Process Overview • Prerequisites • Getting Help • EHBs Notes • Getting Started • Walkthrough of UDS Forms • Resources UDS Overview

  3. Purpose and Goals Purpose • To provide an overview of the process for completing and submitting UDS reports. • To visually highlight key steps and procedures in the process. • To introduce the new HRSA EHBs user interface as it has been implemented for UDS. • To inform users of the available resources provided to give additional information. • To answer any questions from NMHCs regarding the process. Goals • To provide technical assistance to Nurse-Managed Health Centers. UDS Overview

  4. Purpose and Goals (Continued) Caveat • This presentation does not cover programmatic aspects of the Uniform Data Entry system. UDS Overview

  5. Process Overview • HRSA will make the UDS report available in the HRSA Electronic Handbooks (EHBs) on April 1st. • NMHCs will log in to the EHBs, navigate to the UDS report, complete, and then submit it. • Completing the UDS report is a three-step process: • Complete and validate tables; • Resolve Data Audit checks; • Review and submit report. • Once the report is submitted, the reviewing process begins. The reviewer (“Editor”) may contact the NMHC with questions. • The editor may request changes from the NMHC. If this is the case, the report will be made available in the EHBs again and must be resubmitted. UDS Overview

  6. Prerequisites (All Users) • All users who wish to work on the UDS report must register in the HRSA EHBs. • If you have registered before, you do not have to register again. Use the same username and password. • Contact the HRSA Contact Center if you do not remember your username or password. • For details, see Registration and User Accounts FAQs in the Electronic Handbooks Help and Knowledge Base for Grantees. UDS Overview

  7. Prerequisites (All Users) • Go to https://grants.hrsa.gov/webexternal/login.asp. UDS Overview

  8. Prerequisites (New Users) • Under New Users, click Create an Account. • If you need help, click Click here to get started and consult Registration and User Accounts FAQsin the Electronic Handbooks Help and Knowledge Base for Grantees … • … or contact the HRSA Contact Center at the phone number or email address under Contact Us. A B C UDS Overview

  9. Prerequisites (New Users) • All users must add the grant to their portfolio. • Project Director must grant users permission to view, edit or submit the UDS report. • For details, see Grants Access and Registration FAQs in the Electronic Handbooks Help and Knowledge Base for Grantees. UDS Overview

  10. Getting Help (All Users) A If you have questions or need more information about the prerequisites for UDS, see the Electronic Handbooks Help and Knowledge Base for Grantees. Here is how to access it: • Under New Users, click Click here to get started. UDS Overview

  11. Getting Help (All Users) • The Electronic Handbooks Help and Knowledge Base for Grantees opens in a separate window. UDS Overview

  12. Getting Help (All Users) Choose a help topic from the list. • New users should consult Registration and User Accounts FAQs. • New and existing users should consult Grants Access and Registration FAQs, if necessary. B A UDS Overview

  13. HRSA EHBs Notes • HRSA EHBs allows users to work on their report in parts, save it online, and return to complete it later. • Multiple users can work on the report at the same time. • HRSA EHBs have two views – one for data entry and one for review: • The view for “data entry” is set up for user friendly data entry; • The view for “review” appears just like the printed form. UDS Overview

  14. Logging In • Go to https://grants.hrsa.gov/webexternal/login.asp. UDS Overview

  15. Navigating to the UDS Report: Grants Tab A B The Welcome page opens. • Click the Grants tab in the Top Navigation panel. • A user returning to a report in progress can simply click the link under My Recently Accessed on the Welcome page. UDS Overview

  16. Navigating to the UDS Report: My Grant Portfolio A The My Grant Portfolio – List page opens. • Locate the appropriate grant, and then click Grant Folder under Options. UDS Overview

  17. Navigating to the UDS Report: Grant Folder Home A The Grant Home page opens. • Under Submissions, click Performance Report. UDS Overview

  18. Navigating to the UDS Report: Submissions Search A B The Submissions – All page opens, displaying Search Filters. • Enter search parameters to find your UDS report (A), and then click Search (B). UDS Overview

  19. Navigating to the UDS Report: Search Result • NMHC UDS Annual Reporting is displayed in a list on the Submissions – All page. UDS Overview

  20. Submissions Page: Expanded View A • Click the Expand button to expand (or contract) the NMHC UDS Annual Reporting report record to display additional detail. UDS Overview

  21. Submission Status A • For the UDS report, the Submission Status indicates where the report is in its lifecycle. Submission Statuses are described in the table on the next slide. UDS Overview

  22. Submission Statuses UDS Overview

  23. Program Specific Status A • Program Specific Status describes the status of the UDS report while it is being prepared, reviewed, or revised, either originally or in response to a request for changes. Program Specific Statuses are described in the table on the next slide. UDS Overview

  24. Program Specific Statuses UDS Overview

  25. Submissions Page: Options B A • The default action for the UDS Submission is displayed under Options. • You can click the down arrow under Options to display additional actions. UDS Overview

  26. Submissions Page: Context Menu A The Context menu lists actions that can be taken and resources to be viewed. • Click Start (or Edit, if the report is in progress) to open the report. UDS Overview

  27. UDS Report Window • The UDS report opens in a separate window. • The report opens to the Status Overview page. UDS Overview

  28. Status Overview Page • The Status Overview page is the “Home” page for the UDS report. UDS Overview

  29. Status Overview Page: Notes • Notes appear at the top of the Status Overview page and can appear at the top of any page. • Pay careful attention to notes; they contain useful information and helpful hints. A UDS Overview

  30. Status Overview Page: Page Header and Resources • The page header (A) and Resources (B) sections appear on every page. • You can expand or collapse the page header and/or Resources sections. • Under Resources, find links to useful materials. • All links under Resources open in separate windows. A B UDS Overview

  31. Status Overview Page: Report Navigation • Use the Left Navigation panel to navigate the sections of the report. • The Left Navigation panel lists all sections in the report. • An icon next to the section name indicates the completion status of that section. UDS Overview

  32. Status Overview Page: Left Navigation Panel • The Left Navigation panel is displayed by default on the Status Overview Page. • It is available from all pages, even when it is not displayed. • To show (or hide) the Left Navigation panel, click the arrow button. A UDS Overview

  33. Status Overview Page: Top Navigation Panel A • In the same way, you can click the Contract/Expand button to show (or hide) the Top Navigation panel. UDS Overview

  34. Status Overview Page: UDS Report Status Table • The UDS Report Status table on the Status Overview page shows all sections of the report and the completion status of each section. UDS Overview

  35. UDS Report Status Table: Completion Statuses UDS Overview

  36. UDS Report Status Table: Updating Sections • Click Update under Options to open a section for editing. • You can update any section, even those marked as “Complete” or “Validated.” (Doing so may cause the status to revert to “In Progress.”) UDS Overview

  37. Contact Information: Navigation • We have opened the Contact Information page. • Remember, in all report sections, you can click the Left Navigation button (A) to show (or hide) the Left Navigation panel. • You can use the Left Navigation panel to navigate to any section of the report, or to return to the Status Overview page. A UDS Overview

  38. Contact Information This is the Contact Information form. • You must provide a UDS Contact. This is the person to whom the reviewer will turn if there are questions about the data. • Project Director information is pre-populated from user account information in the EHBs. A B UDS Overview

  39. Contact Information: Add or Update Contacts A • Click Addto enter information for contacts, or click Update to update existing contact information. UDS Overview

  40. Contact Information: Marking a Page as Complete A B • Enter comments, if desired. • Choose Mark As Complete from the Select menu, and then click Go. UDS Overview

  41. Patients by ZIP Code A This is the Patients by ZIP Code form. • To add ZIP Codes and enter patient data manually, click Add ZIP Codes. UDS Overview

  42. Patients by ZIP Code: Add New ZIP Codes A • Enter ZIP Code and patient data. You can enter up to five sets of ZIP Code and patient data at a time. UDS Overview

  43. Patients by ZIP Code: Add New ZIP Codes A • Click Add More Rows to add ten additional rows. Repeat as many times as necessary. UDS Overview

  44. Patients by ZIP Code: Add New ZIP Codes B A • Click Save to save the data. • Zip codes that have been entered appear under List of Existing ZIP Codes. Check to ensure there are no duplicates. UDS Overview

  45. Patients by ZIP Code: Add New ZIP Codes A • When finished, click Save and Continue to return to the main page. UDS Overview

  46. Patients by ZIP Code: Import ZIP Codes • After the first year of reporting, you will be able to import ZIP Codes from prior year data. Since this is the first year of reporting, this feature is not currently available. A UDS Overview

  47. Patients by ZIP Code: Update Patient Information A B B • For ZIP Codes you imported (if any), click Update under Options to enter patient information. • To update multiple ZIP Codes, check boxes to select them, and then click the Update button. UDS Overview

  48. Other ZIP Codes and Unknown Residence A • Enter patient numbers under Other ZIP Codes and Unknown Residence, if applicable. UDS Overview

  49. Data Entry Errors A • When data entry produces errors, an advisory appears at the top of the page. A summary of system messages is given on the next slide. UDS Overview

  50. Errors/System Messages UDS Overview

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