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Oregon SBHC Data Requirements
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In order to be recognized as an Oregon certified School-Based Health Center (SBHC) and eligible for State funds, data reporting elements, which are determined by the SBHC State Program Office (SPO) must be submitted to the SPO.

The data requirements include:

  • Visit/encounter data;
  • Patient satisfaction surveys;
  • Billing/revenue and funding information;
  • Staffing and hours of operation;
  • Key Performance Measures (KPMs).
Reference to the data requirements can be found in the Local County Health Department contracts under Program Element 44: School-Based Health Centers and in the Oregon SBHC Standards for Certification 2014.
 
Effective September 1st 2015, all SBHCs are required to use the UB Modifier for all OHP claims.  More information can be found in the UB Modifier Memo.
 

 


 Visit/Encounter Data

Annual visit/encounter data must be collected in an electronic data system, often referred to as a “Practice Management System.” Each visit and the data elements related to that visit described further below must be collected and submitted in an electronic format that is acceptable to the SPO.

Visit/Encounter Data must be submitted to the SPO no later than July 15th for the preceding service year (July 1-June 30). In some circumstances, the SPO may request Visit/Encounter data more frequently than one time per year. he SPO requires more frequent Visit/Encounter data submissions as a means of monitoring a site’s data collection operations and to provide technical assistance if problems are noted.

Each SBHC system will submit its Visit/Encounter data via the internet by uploading their data to a SPO-assigned Secure File Transfer Protocol (SFTP) electronic folder.

The data variables must be collected in an electronic data system at each encountered visit. These variables include: 

Click here to see the data elements and their required formats

 


Student Satisfaction Survey

All SBHCs are required to administer the annual Student Satisfaction Survey to a sample of SBHC clients who are between the ages of 12 and 19. SBHCs are provided the SPO-required Client Satisfaction Survey forms and instructions for their completion. SBHCs must submit completed student satisfaction survey data no later than June 30th of each year.
 
Parental notification of SBHC Client Satisfaction Survey
Students between the ages of 12 and 19 who visit the SBHC may be asked to complete an anonymous survey after their visit. The survey asks about the student’s satisfaction and experience at the SBHC, as well as some general questions about their physical and mental health status. Students can refuse to take the survey and this will not affect their ability to get care at the SBHC. A copy of the survey is available below. If you have questions about the survey, please contact the SBHC State Program Office at sbhc.program@state.or.us.

Student Satisfaction Survey

Administration of SBHC Satisfaction Survey Instructions

 


 SBHC Annual Operating Revenue Information

The billing/revenue/funding data is collected via a web-based template. It is a retrospective data report for the previous service/school year. Some of the data collected includes revenue from registration fees, third party payors such as Medicaid and Private Insurance. The template also collects other public and private funding that is used to operate the SBHC. Submission of the SBHC Annual Operating Revenue Report must occur no later than October 1st for the preceding service year (July 1-June 30) into your sites Operational Profile.  For instructions, please reference the Operational Profile User's Guide.

 


 Key Performance Measures (KPMs)

In an effort to support and encourage high-quality, age-appropriate health care for Oregon’s school-age youth, the SPO implemented Key Performance Measures (KPMs) that each state-funded SBHC is required to complete and track.

We are currently rolling out changes to the KPMs as part of a multi-year pilot project that covers July 2015 thru June 2017.  Each certified SBHC is required to report on two Core KPMs, as well as one of five Optional KPMs. As part of the KPMs process, SBHCs are required annually to perform a random chart audit of 20% of their charts of the eligible population, with a floor of 30 charts and a ceiling of 50 charts. If the SBHC has fewer than 30 eligible charts, they should review all eligible charts. Each SBHC is also required to submit a brief description of their chart audit process as well as a chart audit tracking sheet. Submission of KPMs data must occur no later than October 1st for the preceding service year (July 1-June 30) into your site’s Operational Profile. For instructions, please reference the Operational Profile User’s Guide.

A Frequently Asked Questions document has been created to explain the KPM revisions and provides further information on the selection of the Optional Measure, chart audits and documentation. Frequently Asked Questions

In the past, KPM chart audits were only done on patients who had been seen three or more times in the SBHC, but this has changed. Currently, any visit for which the SBHC currently submits data to SPO would be eligible to be included in the chart audit, unless explicitly stated otherwise.
This includes client visits for physical, mental, and dental health, including immunization and nurse-only only visits. Client visits would also be eligible to be “counted” if the visit is not billed (e.g., to preserve confidentiality).
 
“Touch” visits, such as a brief check-in for a band-aid or cough drop, would not be eligible to be included in the chart audit.
 
Guidance documents were created to outline the definitions and requirements for each Core and Optional measure.
 

Core Measures (Required):

  1. Well-Care Visit
  2. Comprehensive Health Assessment

Optional Measures (Choose ONE):

  1. Adolescent Immunization
  2. Chlamydia Screening
  3. Depression Screening
  4. Nutrition Counseling
  5. Substance Use Screening
The SPO held a webinar in March 2016 to present the KPM chart audit process and documentation requirements. KPM Webinar Slides March 2016 We also created a chart audit results tracking spreadsheet that SBHCs can use to document and submit to the SPO by October 1st. KPM Blank Chart Audit Spreadsheet For an example of how you should complete the chart audit spreadsheet, review this KPM Sample Chart Audit Dummy Data.
  
If you have questions or comments about the KPM revisions or requirements, please contact Loretta Jenkins at Loretta.L.Jenkins@.state.or.us or 971-673-0246.