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Oregon SBHC Data Requirements

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;
  • Current 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.

Find out more about the Proposed Key Performance Measures (KPMs) Revisions below.

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.

Click here to see the data elements and their required formats

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 instructions for setting-up access to your SBHC System’s SFTP folder

Student Satisfaction Survey


The annual Student Satisfaction Survey is administered to SBHCs that see clients in grades six through twelve. This includes SBHCs that are in middle schools, high schools, combined-grade campuses, and SBHCs that see a significant number of clients in the selected grade range.

SBHCs are provided the SPO-required Student Satisfaction Survey forms and instructions for their completion. Selected SBHCs must submit completed annual student satisfaction survey data no later than June 1st.

Click here to see a copy of the most recent survey

Click here to see a copy of the instructions used to complete the survey

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).

Current 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 identified three Key Performance Measures (KPMs) that each state-funded SBHC is required to complete and track. For every student that is seen three or more times in the SBHC during any given school year, the SBHC must (1) either complete or obtain a copy of, a Comprehensive Physical Examination; (2) complete a comprehensive Health Assessment; and (3) calculate and record the student’s BMI. As part of the KPMs process, the SBHCs are required annually to perform a random chart audit of either 20% of all 5-21 year-old students seen three or more times in a service year or 30 charts, whichever number is larger. Submission of KPMs data must occur no later than October 1st for the preceding service year (July 1-June 30).

 Click here to see the most recent copy of the Key Performance Measures requirements

Proposed Key Performance Measures (KPMs) Revisions


In Fall 2014, the SBHC State Program Office (SPO) convened a stakeholders workgroup with the goal to reexamine the current KPMs to understand (1) if any of the current KPMs should be modified or eliminated; and (2) if new KPMs should be added and, if so, which ones. Workgroup participants included representatives from local SBHCs, the Oregon School-Based Health Alliance, Oregon Pediatric Improvement Partnership and the SPO. Please see below for agendas and summary notes from the four workgroup meetings.

Meeting 1: October 22, 2014

Meeting Summary Notes

Meeting 3: December 10, 2014

Meeting Summary Notes

Meeting 2: November 12, 2014

Meeting Summary Notes

Meeting 4: February 3, 2015

Meeting Summary Notes

Proposed KPMs Revisions

Each certified SBHC would be required to report on two “Core” KPMs, as well as one of five “Optional” KPMs. The workgroup developed draft guidance documents outlining the definitions and requirements for each of these new measures.  See the Summary Memo for more detail.

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 is currently soliciting feedback from SBHC partners on proposed changes to the KPMs structure. If you have questions or comments about the KPMs revisions, please contact Kate O’Donnell at or 971.673.1054.

The final KPMs guidelines will be presented in April 2015. Changes to the current KPMs structure will be initially implemented in two “pilot years” during the 2015-2016 and 2016-2017 school years. SBHC must still report on current KPMs in October 2015.​​​​