Download:
pdf |
pdfUniform Data System
2025 MANUAL
Health Center Data Reporting Requirements
~
Health Center Program
For Reports Due February 15, 2026
Bureau of Primary Health Care
Uniform Data System
Reporting Requirements for
2025 Health Center Data
PUBLIC BURDEN STATEMENT
The Uniform Data System (UDS) provides consistent information about health centers including patient characteristics, services provided, clinical processes
and health outcomes, patients’ use of services, costs, and revenues. It is the source of unduplicated data for the entire scope of services included in the grant
or designation for the calendar year. An agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it
displays a currently valid Office of Management and Budget (OMB) control number. The OMB control number for this project is 0915-0193 and it is valid
until 04/30/2026. This information collection is mandatory under the Health Center Program authorized by section 330 of the Public Health Service (PHS)
Act (42 U.S.C. 254b). Public reporting burden for this collection of information is estimated to average 238 hours per response, including the time for
reviewing instructions, searching existing data sources, and completing and reviewing the collection of information. Send comments regarding this burden
estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Health Resources and Services
Administration (HRSA) Reports Clearance Officer, 5600 Fishers Lane, Room 14N136B, Rockville, Maryland, 20857 or paperwork@hrsa.gov.
DISCLAIMER
“This publication lists non-federal resources to provide additional information to consumers. Neither the U.S. Department of Health and Human Services
(HHS) nor the Health Resources and Services Administration (HRSA) has formally approved the non-federal resources in this manual. Listing these is not
an endorsement by HHS or HRSA.”
Bureau of Primary Health Care
Uniform Data System Reporting
Requirements
For Calendar Year 2025 UDS Data
For help contact: 866-837-4357 (866-UDS-HELP), BPHC Contact Form,
https://bphc.hrsa.gov/datareporting/reporting/index.html, or udshelp330@bphcdata.net
Health Resources and Services Administration
Bureau of Primary Health Care
5600 Fishers Lane, Rockville, Maryland 20857
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
2025 Uniform Data System Manual Contents
2025 Uniform Data System Manual Contents . 4
Changes and Highlights to the Reporting
Requirements ...................................................... 9
Introduction ...................................................... 10
About the UDS ............................................... 10
What This Manual Includes............................ 10
General Instructions ......................................... 11
What to Submit ............................................... 11
What Is Included............................................. 11
Calendar Year Reporting ................................ 12
Patients by ZIP Code Table ............................ 27
Instructions for Tables 3A and 3B .................. 28
Table 3A: Patients by Age and by Sex –
Instructions ....................................................... 28
Table 3B: Demographic Characteristics –
Instructions ....................................................... 29
Patients by Hispanic, Latino/a, or Spanish Ethnicity
and Race (Lines 1–8)...................................... 29
Hispanic, Latino/a, or Spanish Ethnicity .... 29
Race ............................................................ 31
In-Scope Reporting......................................... 13
Patients Best Served in a Language Other than
English (Line 12)............................................ 32
Due Dates and Revisions to Reports .............. 13
FAQ for Tables 3A and 3B ............................ 32
How and Where to Submit Data ..................... 13
Table 3A: Patients by Age and by Sex ........... 35
FAQ for the General Instructions ................... 15
Table 3B: Demographic Characteristics......... 36
Instructions for Tables That Report ............... 17
Visits, Patients, and Providers ......................... 17
Instructions for Table 4: Selected Patient
Characteristics .................................................. 38
Countable Visits ............................................. 17
Documentation ........................................... 17
Independent Professional Judgment ........... 18
Behavioral Health Group Visits ................. 18
Location of Services Provided.................... 18
Counting Multiple Visits by Category of Service
.................................................................... 19
Patient ............................................................. 19
Services and Individuals NOT Reported on the
UDS Report ................................................ 20
Provider .......................................................... 21
FAQ for the Instructions for Tables ............... 22
Instructions for Patients by ZIP Code Table . 23
Patients by ZIP Code ...................................... 23
ZIP Code of Specific Groups ..................... 23
Unknown ZIP Code .................................... 24
Ten or Fewer Patients in ZIP Code ............ 24
Instructions for Patients by Medical Insurance24
Insurance Categories .................................. 24
FAQ for Patients by ZIP Code Table ............. 25
4
2025 UDS MANUAL | Table of Contents
Income as a Percentage of Poverty Guideline, Lines
1–6 .................................................................. 38
Primary Third-Party Medical Insurance, Lines 7–12
........................................................................ 38
None/Uninsured (Line 7) ........................... 39
Medicaid (Line 8a) ..................................... 39
CHIP Medicaid (Line 8b) ........................... 40
Medicare (Line 9) ....................................... 40
Dually Eligible (Medicare and Medicaid) (Line
9a) ............................................................... 40
Other Public Insurance (Non-CHIP) (Line 10a)
.................................................................... 40
Other Public Insurance CHIP (Line 10b) ... 41
Private Insurance (Line 11) ........................ 41
Managed Care Utilization, Lines 13a–13c ..... 41
Member Months ......................................... 42
Special Medically Underserved Populations, Lines
14–26 .............................................................. 43
Total Migratory and Seasonal Agricultural
Workers and Their Family Members, Lines 14–
16 ................................................................ 43
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
Total Homeless Population, Lines 17–23 ... 44
Total School-Based Service Site Patients, Line
24 ................................................................ 46
Total Veterans, Line 25 .............................. 46
Total Residents of Public Housing, Line 26..47
Selected Diagnoses, Lines 1–20f ................... 76
Selected Diagnoses Visits and Patients, Columns
A and B ...................................................... 76
FAQ for Table 4 ............................................. 47
Selected Tests/Screenings, Lines 21–26e ....... 77
Table 4: Selected Patient Characteristics........ 51
Selected Tests/Screenings Visits and Patients,
Columns A and B ....................................... 77
Table 4: Selected Patient Characteristics
(continued)...................................................... 52
Instructions for Table 5: Staffing and Utilization
............................................................................ 53
Dental Services, Lines 27–34 ......................... 78
Dental Services Visits and Patients, Columns A
and B .......................................................... 78
Table 5: Staffing and Utilization .................... 53
Services Provided by Multiple Entities .......... 79
Personnel FTEs, Column A ............................ 53
FAQ for Table 6A .......................................... 79
Identifying Employment Type and Calculating
FTEs ........................................................... 54
Table 6A: Selected Diagnoses and Services
Rendered ........................................................ 84
Reporting FTEs on the Appropriate Line on
Table 5 ........................................................ 54
Selected Diagnoses......................................... 84
Personnel by Major Service Category ........ 55
Sources of Codes ............................................ 88
Visits, Columns B and B2 .............................. 62
Instructions for Tables 6B and 7 ..................... 89
Clinic Visits, Column B ............................. 62
Column Logic Instructions ............................. 89
Virtual Visits, Column B2 .......................... 62
Visits Purchased from Non-Personnel Providers
on a Fee-For-Service Basis ......................... 63
Visit Considerations by Personnel Line ..... 64
DO NOT Report Visits or Patients for Services
Provided by the Following: ........................ 66
Patients, Column C ......................................... 66
Selected Service Detail Addendum – Instructions
........................................................................ 67
Providers, Column A1 ................................ 68
Selected Services Rendered ........................... 86
Column A (A, 2A, or 3A): Number of Patients in
the Denominator ......................................... 89
Column B (B, 2B, or 3B): Number of Records
Reviewed .................................................... 90
Column C (C or 2C) or 3F: Number of
Charts/Records Meeting the Numerator Criteria
.................................................................... 91
And vs. Or .................................................. 91
Detailed Instructions for Clinical Quality Measures
........................................................................ 91
Clinic Visits, Column B ............................. 68
Instructions for Table 6B: Quality of Care
Measures ........................................................... 93
Virtual Visits, Column B2 .......................... 68
Table 6B: Quality of Care Measures .............. 93
Patients, Column C ..................................... 68
Sections A and B: Demographic Characteristics of
Prenatal Care Patients..................................... 94
FAQ for Table 5 and Selected Service Detail
Addendum ...................................................... 68
Table 5: Staffing and Utilization .................... 73
Table 5: Staffing and Utilization (continued) . 74
Table 5: Selected Service Detail Addendum .. 75
5
Instructions for Table 6A: Selected Diagnoses..76
and Services Rendered ..................................... 76
2025 UDS MANUAL | Table of Contents
Prenatal Care by Referral Only (check box)94
Section A: Age of Prenatal Care Patients (Lines
1–6) ............................................................ 94
Section B: Early Entry into Prenatal Care (Lines
7–9), No eCQM .......................................... 95
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
Sections C through M: Other Quality of Care
Measures ......................................................... 96
Childhood Immunization Status (Line 10),
CMS117v13................................................ 97
Cervical Cancer Screening (Line 11),
CMS124v13.............................................. 100
Breast Cancer Screening (Line 11a),
CMS125v13.............................................. 101
Section A: Deliveries and Birth Weight ....... 130
HIV-Positive Pregnant Women, Top Line (Line 0)
...................................................................... 130
Deliveries Performed by Health Center Provider
(Line 2) ......................................................... 130
Deliveries and Birth Weight Data by Race and
Hispanic, Latino/a, or Spanish Ethnicity, Columns
1a–1d ............................................................ 130
Weight Assessment and Counseling for Nutrition
and Physical Activity for Children/Adolescents
(Line 12), CMS155v13 ............................. 103
Prenatal Care Patients and Referred Prenatal
Care Patients Who Delivered During the Year
(Column 1a).............................................. 130
Preventive Care and Screening: Body Mass
Index (BMI) Screening and Follow-Up Plan
(Line 13), CMS69v13 ............................... 104
Birth Weight of Infants Born to Prenatal Care
Patients Who Delivered During the Year
(Columns 1b–1d) ...................................... 131
Preventive Care and Screening: Tobacco Use:
Screening and Cessation Intervention (Line 14a),
CMS138v13.............................................. 106
Statin Therapy for the Prevention and Treatment
of Cardiovascular Disease (Line 17a),
CMS347v8................................................ 107
Ischemic Vascular Disease (IVD): Use of Aspirin
or Another Antiplatelet (Line 18), CMS164v7
.................................................................. 109
Colorectal Cancer Screening (Line 19),
CMS130v13.............................................. 110
HIV Linkage to Care (Line 20), No eCQM112
Sections B and C: Other Health Outcome Measures
...................................................................... 132
Controlling High Blood Pressure (Columns 2a–
2c), CMS165v13 ...................................... 132
Diabetes: Glycemic Status Assessment Greater
Than 9% (Columns 3a–3f), CMS122v13. 134
FAQ for Table 7 ........................................... 135
Table 7: Health Outcomes ............................ 137
Instructions for Table 8A: Financial Costs .. 149
Table 8A: Financial Costs ............................ 149
Column Reporting Requirements ................. 149
HIV Screening (Line 20a), CMS349v7 .... 113
Column A: Accrued Costs........................ 149
Preventive Care and Screening: Screening for
Depression and Follow-Up Plan (Line 21),
CMS2v14.................................................. 114
Column B: Allocation of Facility Costs and NonClinical Support Service Costs ................. 149
Depression Remission at Twelve Months (Line
21a), CMS159v13..................................... 116
Dental Sealants for Children between 6–9 Years
(Line 22), CMS277v0 ............................... 118
Column C: Total Cost After Allocation of
Facility and Non-Clinical Support Services149
Cost Center Line Reporting Requirements .. 150
Medical Personnel Costs (Line 1) ............ 150
Initiation and Engagement of Substance Use
Disorder Treatment (Lines 23a and 23b),
CMS137v13.............................................. 119
Medical Lab and X-Ray Costs (Line 2) ... 150
FAQ for Table 6B......................................... 120
Other Clinical Services (Lines 5–10) ....... 151
Table 6B: Quality of Care Measures ............ 125
Dental (Line 5) ......................................... 151
Instructions for Table 7: Health Outcomes .. 129
Mental Health (Line 6) ............................. 151
Table 7: Health Outcomes Measures ............ 129
Substance Use Disorders (Line 7) ............ 151
Race and Ethnicity Reporting ....................... 129
6
2025 UDS MANUAL | Table of Contents
Other Direct Medical Costs (Line 3) ........ 151
Total Medical (Line 4) ............................. 151
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
Pharmacy (Not Including Pharmaceuticals) (Line
8a) ............................................................. 152
Column D: Adjustments ........................... 168
Pharmaceuticals (Line 8b) ........................ 152
Column F: Bad Debt Write-Off................ 169
Other Professional (Line 9) ...................... 152
Total Patient Service Revenue (Line 14) . 170
Vision (Line 9a) ........................................ 152
FAQ for Table 9D ........................................ 170
Total Other Clinical (Line 10) .................. 153
Table 9D: Patient Service Revenue .............. 172
Enabling (Lines 11a–11h, 11) .................. 153
Instructions for Table 9E: Other Revenue... 174
Total Enabling Services (Line 11) ............ 153
Table 9E: Other Revenue ............................. 174
Other Program-Related (Line 12) ............. 153
HRSA’s BPHC Grants ................................. 174
Quality Improvement (QI) (Line 12a) ...... 154
Total Enabling, Other Program-Related, and
Quality Improvement Services (Line 13) . 154
Column E: Sliding Fee Discounts ............ 169
Health Center Program Grants, Lines 1a Through
1e .............................................................. 174
Total Health Center Program (Line 1g) ... 175
Facility Costs (Line 14) ............................ 154
Capital Development Grants (Line 1k) .... 175
Non-Clinical Support Services Costs (Line 15)
.................................................................. 154
COVID-19 Supplemental Funding........... 175
Total Facility and Non-Clinical Support Services
(Line 16) ................................................... 155
Total Accrued Costs (Line 17) ................. 155
Value of Donated Facilities, Services, and
Supplies (Line 18, Column C) .................. 155
Total with Donations (Line 19) ................ 156
Column B: Facility and Non-Clinical Support
Services Allocation Instructions ................... 156
Facility ...................................................... 156
Non-Clinical Support Services ................. 157
FAQ for Table 8A ........................................ 157
Table 8A: Financial Costs ............................ 160
Total HRSA’s BPHC Grants (Line 1) ....
.... 175
Other Federal Grants .................................... 176
Ryan White Part C—HIV Early Intervention
Grants (Line 2) ......................................... 176
Other Federal Grants (Line 3) .................. 176
Promoting Interoperability Program (Line 3a)
.................................................................. 176
Total Other Federal Grants (Line 5) ......... 176
Non-Federal Grants or Contracts ................. 177
State Government Grants and Contracts (Line 6)
.................................................................. 177
State/Local Indigent Care Programs (Line 6a)
.................................................................. 177
Instructions for Table 9D: Patient Service Revenue
.......................................................................... 162
Local Government Grants and Contracts (Line 7)
.................................................................. 177
Table 9D: Patient Service Revenue .............. 162
Foundation/Private Grants and Contracts (Line 8)
.................................................................. 177
Rows: Payer Categories and Form of Payment162
Payer Categories ....................................... 163
Form of Payment ...................................... 165
Columns: Charges, Payments, and Adjustments
Related to Services Delivered ...................... 165
Other Revenue (Line 10) .......................... 178
Column A: Full Charges This Period ....... 165
FAQ for Table 9E......................................... 178
Column B: Amount Collected This Period166
Table 9E: Other Revenues............................ 180
Columns C1–C4: Retroactive Settlements,
Receipts, or Paybacks ............................... 167
7
Total Non-Federal Grants and Contracts (Line 9)
.................................................................. 177
2025 UDS MANUAL | Table of Contents
Total Other Revenue (Line 11) ................ 178
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
Appendix A: Listing of Personnel ................. 181
Appendix B: Special Multi-Table Situations..186
Relationship Between Insurance on Table 4 and
Revenue on Table 9D ................................... 199
Contracted Care ............................................ 187
Relationship Between Prenatal Care on Table 6B
and Deliveries on Table 7............................. 199
Services Provided by a Volunteer Provider .. 188
Interns and Residents.................................... 188
Women, Infants, and Children (WIC) .......... 189
In-House Pharmacy or Dispensary Services for
Health Center Patients .................................. 190
In-House Pharmacy for Community (i.e., for nonpatients) ........................................................ 191
Contract Pharmacy Dispensing to Health Center
Patients, Generally Using 340B Purchased Drugs
...................................................................... 191
Appendix C: Reduced Number of Records
Reviewed for Clinical Quality Measure Reporting
.......................................................................... 202
Appendix D: Health Center Health Information
Technology (Health IT) Capabilities ............ 203
Introduction .................................................. 203
Questions ...................................................... 203
Donated Drugs, Including Vaccines ............. 192
FAQ for Appendix D: Health Center Health IT
Capabilities Form ......................................... 208
Clinical Dispensing of Drugs ....................... 192
Appendix E: Other Data Elements ............... 210
ADHC and PACE ......................................... 193
Introduction .................................................. 210
Medi-Medi/Dually Eligible .......................... 193
Questions ...................................................... 210
Certain Grant-Supported Clinical Care Programs
...................................................................... 194
FAQ for Appendix E: Other Data Elements Form
...................................................................... 212
State or Local Indigent Care Programs......... 194
Appendix F: Workforce ................................. 213
Workers’ Compensation ............................... 194
Introduction .................................................. 213
Tricare, Trigon, and Public Employees’ Insurance
...................................................................... 195
Questions ...................................................... 213
School-based Sites ........................................ 195
The Children’s Health Insurance Program (CHIP)
...................................................................... 196
Carve-Outs.................................................... 196
Patients Served in a Carceral Facility ........... 197
Health IT/EHR Personnel and Costs ............ 197
New Start or New Access Point (NAP) ........ 198
Relationship Between Personnel on Table 5 and
Costs on Table 8A ........................................ 198
8
Relationship Between Race and Ethnicity on Tables
3B and 7 ....................................................... 200
2025 UDS MANUAL | Table of Contents
Appendix G: Health Center Resources ........ 216
UDS Production Timeline and Report Availability
...................................................................... 217
Publicly Available UDS Data ...................... 218
UDS CQMs and National Programs Crosswalk.218
Appendix H: Glossary.................................... 221
Appendix I: Acronyms ................................... 226
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
Changes and Highlights to the Reporting Requirements
Key changes from the 2024 calendar year reporting to the 2025 calendar year reporting are included at the start of
each Table and Form instruction section and highlighted in honeycomb color for ease of locating.
Note: Items highlighted in ice blue emphasize key foundational reporting guidance.
9
2025 UDS MANUAL | Changes to the Reporting Requirements
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
Introduction
This manual describes the annual Uniform Data System (UDS) reporting requirements for all health centers that
receive federal award funds (“awardees”) under the Health Center Program authorized by section 330 of the
Public Health Service (PHS) Act (42 U.S.C. 254b) (“section 330”), as amended (including sections 330(e), (g),
(h), and (i)), as well as for health centers considered Health Center Program look-alikes. Look-alikes DO NOT
receive federal funding under section 330 of the PHS Act (although they may receive funding during public health
emergencies), but they do meet the Health Center Program requirements for designation under the program (42
U.S.C. 1395x(aa)(4)(A)(ii) and 42 U.S.C. 1396d(l)(2)(B)(ii)). Certain health centers funded under HRSA’s
Bureau of Health Workforce (BHW) are also required to submit a UDS Report.
Unless otherwise noted, for the rest of this manual the term “health center” will refer to all the entities listed
above that are required to submit a UDS Report.
ABOUT THE UDS
The UDS is a standard data set that is reported annually by each health center and, thus, provides consistent
information about health centers. This core set of information for the calendar year includes patient
characteristics, services provided, clinical processes and health outcomes, patients’ use of services, staffing, costs,
and revenues. It is the source of unduplicated data for the entire scope of services included in the grant or
designation for the calendar year 2025.
•
If the health center brings services into its approved scope of project at any time during the calendar year, the
health center must include data for those services in its UDS Report for the full calendar year.
•
If the health center brings service delivery sites into its approved scope of project during the calendar year, the
health center must include data for the new service delivery sites in its UDS Report for the period beginning
on the date of the scope change or the New Access Point (NAP) site implementation date.
HRSA routinely reports these data and related analyses, making them available to health centers in HRSA’s
Electronic Handbooks (EHBs) and to the public through HRSA’s data.HRSA.gov website.1 Please refer to
Appendix G: Health Center Resources for resources that may be helpful for completing the UDS Report.
WHAT THIS MANUAL INCLUDES
This manual includes reporting requirements and resources to help with completion of the calendar year 2025
UDS Report due February 15, 2026.
Reporting requirements include the
approved UDS changes for the
calendar year. The 2025 Program
Assistance Letter (PAL) provides an
overview of key changes.
A list of personnel by service
category and by job title who may be
eligible to produce countable “visits”
for the UDS is shown in Appendix A.
Issues that affect multiple tables are
addressed in Appendix B.
Reduced denominator
considerations for clinical quality
measure (CQM) reporting are
provided in Appendix C.
Resources and supports to assist health
centers, including links to electronic
clinical quality measures (eCQMs), are
provided in Appendix G.
A glossary of key terms is available
in Appendix H.
1
Acronyms used throughout the UDS
Manual are defined in Appendix I.
In accordance with the Freedom of Information Act (Exemption 4), HRSA’s BPHC does not publicly share proprietary business information at the health
center level.
10
2025 UDS MANUAL | Introduction
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
General Instructions
WHAT TO SUBMIT
The UDS includes two parts that health centers are required to submit through the Electronic Handbooks (EHBs):
1) All health centers use the Universal Report, which consists of the UDS tables, the Health Information
Technology (Health IT) Form, the Other Data Elements Form, and the Workforce Form.
The Universal Report is an unduplicated count of all patients served by the health center regardless of funding
source; the Grant Report is a subset of the patients reported on the Universal Report who are served under a
special medically underserved population funding authority. Thus, no cell in a Grant Report may have a
number larger than the same cell in the Universal Report.
2) Health Center Program awardees that receive section 330 grants under multiple funding authorities
(Community Health Center [CHC] [330(e)] funding, Migratory and Seasonal Agricultural Workers [MSAW]
[330(g)] funding, Homeless Population [HP] [330(h)] funding, and/or Residents of Public Housing [RPH]
[330(i)] funding) also complete separate Grant Reports.
•
The Grant Reports provide data comparable to the Universal Report for Tables 3A, 3B, 4, 6A, and part of
Table 5.
•
Grant Reports are only completed for the portion of the program that falls within the scope of a project funded
under a particular funding authority.
•
The vast majority of health centers have a CHC (330(e)) grant, and to report a separate grant report would add
burden to health centers, since these activities make up a large portion of the Universal Report. Therefore,
awardees with grants from multiple 330 funding streams DO NOT submit a separate Grant Report for the
scope of project supported by CHC (330(e)) funding.
Report all the data for any patient who receives services under sections 330(g), (h), or (i) in the proper Grant
Report. Include all services provided to these patients regardless of the funding source.
The EHBs reporting system automatically identifies and provides forms for all the reports needed to meet the
reporting requirements. Please contact Health Center Program Support through the BPHC Contact Form or at
877-464-4772 if there appear to be errors.
WHAT IS INCLUDED
The UDS includes 11 tables and 3 forms that provide demographic, clinical, operational, and financial data.
Health centers must complete the following:
Table
Data Reported
Service Area
Service Area
Patients by ZIP Code Table:
Patients by ZIP Code
Patients served reported by ZIP code and by primary
third-party medical insurance source, if any
Patient Profile
Patient Profile
Table 3A: Patients by Age and by
Sex
Table 3B: Demographic
Characteristics
11
Universal
Report
Service Area
Grant
Reports
Service
Area
X
Not included in grant reports
Patient Profile
Patient
Profile
Patients by age and by sex
X
X
Patients by race, ethnicity, and language preference
X
X
2025 UDS MANUAL | General Instructions
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
Table
Data Reported
Patients by income (as measured by percentage of the
federal poverty guidelines [FPG]) and primary thirdparty medical insurance; the number of “special
medically underserved population” patients receiving
services; and managed care enrollment, if any
Staffing and Utilization
The annualized full-time equivalent (FTE) of program
personnel by position, in-person and virtual visits by
provider type, and patients by service type
Mental health services provided by medical providers;
substance use disorder (SUD) services provided by
medical and mental health providers
Clinical
Visits and patients for selected medical, mental health,
SUD, vision, and dental diagnoses and services
Table 4: Selected Patient
Characteristics
Staffing and Utilization
Table 5: Staffing and Utilization
Table 5 Addendum: Selected
Service Detail Addendum
Clinical
Table 6A: Selected Diagnoses and
Services Rendered
Table 6B: Quality of Care
Measures
Table 7: Health Outcomes
Financial
Table 8A: Financial Costs
Table 9D: Patient Service
Revenue
Table 9E: Other Revenue
Other
Appendix D: Health Information
Technology (Health IT)
Capabilities Form
Clinical quality of care measures
Universal
Report
Grant
Reports
X
X
Staffing and Utilization
Staffing and Utilization
X
Partial
(excludes
FTE)
X
Not included in grant reports
Clinical
Clinical
X
X
X
Not included in grant reports
Health outcome measures
X
Financial
Direct and indirect expenses by cost categories
X
Full charges, collections, and adjustments by payer type;
X
sliding fee discounts; and patient bad debt write-offs
Other, non–patient service revenue
X
Other Form
Health IT capabilities, including the use of electronic
health record (EHR) information, and health-related
X
needs
Medications for opioid use disorder (MOUD), telehealth,
Appendix E: Other Data Elements
outreach and enrollment assistance, and voluntary family
X
Form
planning
Health center workforce training and use of satisfaction
Appendix F: Workforce Form
X
surveys for provider and other personnel
Note: Grant reports are NOT completed for tables and forms that are grayed out in the last column of this table.
Financial
Other Form
Not included in grant reports
Financial
Not included in grant reports
Not included in grant reports
Not included in grant reports
Other Form
Not included in grant reports
Not included in grant reports
Not included in grant reports
The UDS Support Center is available to provide training, technical assistance, and resources about the UDS data
and reporting requirements. Contact the Support Center at 1-866-UDS-HELP, udshelp330@bphcdata.net, or
BPHC Contact Form.
CALENDAR YEAR REPORTING
Who Reports UDS
• All health centers funded
or designated, in whole
or in part, before
October 1, 2025,
including New Access
Point (NAP) awardee
recipients, mergers, or
acquisitions.
12
What Is Reported
How to Report
• Approved in-scope
activities from January
1 through December
31, 2025.
• Through the Electronic
Handbooks (EHBs)
starting January 1,
2026.
• Report even if no grant
funds were drawn down
for some or all funding
streams during the
calendar year.
• Preliminary Reporting
Environment (PRE) and
offline tools are available
in Fall 2025.
2025 UDS MANUAL | Instructions for Tables
When to Report
• January 1 through
February 15, 2026.
UDS Reports are to be
submitted by February
15, 2026.
• UDS Report reviews are
conducted and necessary
revisions are made from
February 15 through
March 31, 2026.
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
The UDS is a calendar year report. Health centers—including all those whose designation or funding begins,
either in whole or in part, on or after January 1—must report in-scope activities for the entire calendar year.
Similarly, health centers with a fiscal year or grant period other than January 1 to December 31 will still report on
the calendar year, NOT on their fiscal or grant year.
If an entire look-alike program became funded and converted to a 330 awardee before October 1, 2025, report
only an awardee UDS Report for the year.
Health centers whose designation or funding ends during the year are still obligated to fulfill reporting
requirements for the calendar year. Health centers are to contact Health Center Program Support via the BPHC
Contact Form or at 877-464-4772 to clarify their reporting requirements.
No UDS Report is filed if the health center was funded or designated for the first time on or after October 1 of
the calendar year.
IN-SCOPE REPORTING
All health centers must submit data that reflects all activities in the HRSA health center scope of project, as
defined in approved applications and reflected in the official Notice of Award/Designation.
For organizations that operate programs and/or service delivery sites that are out of scope, limit the reporting to
the approved scope of project only.
DUE DATES AND REVISIONS TO REPORTS
The period for submission of complete and accurate UDS Reports through EHBs is January 1 through February
15, 2026, 11:59 p.m. local time.
From February 15 through March 31, 2026, a Health Center Program UDS Reviewer will review your report and,
as needed, help you in ensuring that reported data adheres to reporting requirements. The UDS Reviewer sends
communications and data change requests through EHBs via a non-HRSA.gov email address to the health center
contact listed in the EHBs. Communicate directly with the assigned UDS Reviewer during this time to address
questions they have raised. It is critical to address questions raised by your UDS Reviewer within the timeframe
assigned in order to meet the final submission timeline. Final, corrected submissions are due no later than March
31, 2026.
HRSA may grant a reporting exemption under extraordinary circumstances, such as the physical destruction of a
health center. Health centers must request such exemptions directly from HRSA’s BPHC via the BPHC Contact
Form or at 877-464-4772.
HOW AND WHERE TO SUBMIT DATA
All health centers are to submit a full UDS Report within EHBs by February 15, 2026. This will be the official
submission of record for 2025 reporting. To log in to the EHBs, use your Login.gov account and two-factor
authentication. Visit the EHBs Help and Knowledge Base for more information on Login.gov.
13
2025 UDS MANUAL | Instructions for Tables
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
Health center personnel need a username and password to log into the EHBs, which are then used to access,
complete, and submit the health center’s UDS Report. The EHBs supports standard web browsers2 and provides
electronic forms necessary to complete the UDS Report. The PRE provides early access to the EHBs and is
available in the fall. This allows health centers to:
•
enter available UDS data,
•
identify potential data reporting problems, and
•
make use of additional preparation time to compile UDS data.
Note: Data present in the PRE on December 31 are automatically transferred to the annual UDS reporting
environment, which opens January 1.
To facilitate a team-based approach, there are also offline reporting templates available within the EHBs. For
more information on these tools, visit the UDS Training and Technical Assistance Reporting Guidance webpage.
Health centers are required to appoint one person as the UDS contact. The UDS contact receives all
communications about the UDS Report. This person ensures that the report is submitted according to set
deadlines, corrections to the report are made, and explanations of accurate data reported on the UDS tables are
clear. Be sure the UDS contact information in the EHBs is current to ensure receipt of important UDSrelated communications.
Health centers grant individual personnel “view” or “edit” privileges in the EHBs. These privileges apply to the
whole report, not just specific tables or forms. Health centers may give edit privileges to several people, each
using separate, individualized login credentials. Health center personnel with EHBs access can work on the tables
and forms in sections, saving interim or partial versions online as they work and returning to complete them later.
The EHBs saves user progress as the health center completes all tables and runs system checks on the data until
the health center makes a formal submission. To verify accuracy, the EHBs checks for potential inconsistencies or
questionable data. The system provides a summary of which tables are complete and a list of audit questions.
Health center personnel must address each of the data audit findings, even if the audit question does not appear to
apply to their health center’s unique circumstances. If personnel believe the data are correct as reported, they
should clearly explain any unique circumstances with the yearly UDS submission in table comments. The chief
executive officer (CEO) or project director usually submits, but they may delegate the authority to someone else
by designating an alternate in the EHBs. At the time of submission, the UDS requires the submitter to
acknowledge that the health center reviewed and verified the accuracy and validity of the data. Submit only
complete and accurate reports into the EHBs.
2
While most web browsers should work with the EHBs, it is certified to work with the browsers mentioned in the EHBs’ recommended settings, which are
available on the EHBs website.
14
2025 UDS MANUAL | Instructions for Tables
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
Failure to submit a timely, accurate, and complete UDS Report by February 15, 2026, 11:59 p.m. (local
time) may result in a condition being placed on your grant award. Additional restrictions, including the
requirement that all drawdowns of Health Center Program grant award funds from the Payment Management
System (PMS) have the prior approval of the HRSA Division of Grants Management Operations (DGMO) and/or
limits on future funding (e.g., base adjustments), may also be placed on your grant award.
Note: Retain health center UDS reporting backup documentation and files for a minimum of 1 year or through a
later date determined by the health center.
Please refer to Appendix G: Health Center Resources for resources that may be helpful for completing the UDS
Report.
FAQ FOR THE GENERAL INSTRUCTIONS
1. Do we report only the services provided to patients using HP, MSAW, or RPH grant funds on the
Grant Report?
No. Include activity for all patients described in the approved HP, MSAW, or RPH grant scope of project,
regardless of the funding source. For example, if patients experiencing homelessness receive medical services
in the 330(h)-supported homeless medical van, report this activity on the Homeless Population Grant Report
tables. If patients experiencing homelessness receive dental services at the clinic, where 330(h) funds are not
used, this activity would also be reported on the Homeless Population Grant Report tables regardless of the
dental funding source.
2. When do we complete a Universal Report and when do we complete a Grant Report?
In summary, health centers that receive funds under only one of HRSA’s BPHC Health Center Program
awards complete the Universal Report and no Grant Reports (CHC only, HP only, MSAW only, or RPH
only). Additionally, look-alikes and certain health centers funded by BHW complete the Universal Report and
no Grant Reports. Health centers funded through multiple of HRSA’s BPHC funding authorities complete a
Universal Report for the combined projects and a separate Grant Report for activity covered by their MSAW,
HP, and/or RPH funding grant(s), but not their CHC funding grant.
Examples include the following:
•
A CHC awardee that also has HP funding completes a Universal Report for all in-scope activity and a
Grant Report for activity under the HP funding, but it does NOT complete a Grant Report for the CHC
funding.
•
A CHC awardee that also has MSAW and HP funding completes a Universal Report, a Grant Report for
the HP funding, and a Grant Report for the MSAW funding.
•
An HP awardee that also receives RPH funding completes a Universal Report and two Grant Reports—
one for the HP funding and one for the RPH funding.
•
An HP awardee that receives no other Health Center Program funding will file a Universal Report and
will NOT file a Grant Report.
3. We had a service delivery site that closed and services that were removed during the calendar year, and
they are no longer in-scope. Do we report data from the service delivery site or services that were
removed from the scope of project on the UDS Report?
Yes. If services or service delivery sites are removed from your scope of project during the calendar year,
report on all activities (patients, services, visits, clinical care, personnel, revenue, and costs) up until the date
HRSA acknowledged their removal from your approved scope of project.
15
2025 UDS MANUAL | Instructions for Tables
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
4. We added a new service delivery site to our scope of project. What should we do to report the activity
of this new service delivery site on the UDS Report?
Health centers must submit data for all approved in-scope activities, as reflected in the Notice of
Award/Designation when a new service delivery site is added, as listed on Form 5B: Service Sites. If your
health center added a new service delivery site, either through a change in scope (CIS) request or through an
NAP award, you will be required to submit data for approved in-scope activities based on your CIS approval
date and/or NAP site implementation date.
5. Is activity at a non-approved service delivery site included on the UDS Report?
No. Only report services provided at your health center’s approved service delivery sites (e.g., clinics,
schools, homeless shelters), as listed on Form 5B, or in other locations that DO NOT meet HRSA’s site
criteria but are included in the health center’s approved scope of project (e.g., hospitals, nursing homes,
extended care facilities, patient’s home), as shown on Form 5C: Other Activities/Locations.
6. What should we do if a data breach impacts our ability to complete an accurate UDS Report by
February 15?
Health centers are still required to complete the UDS Report to the best of their ability with the data they
have. Contact Health Center Program Support via the BPHC Contact Form, udshelp330@bphcdata.net, or at
877-464-4772 to discuss the circumstances of the breach. Additionally, clearly explain missing data and its
impact on any affected tables using the EHBs UDS Report Comment field.
16
2025 UDS MANUAL | Instructions for Tables
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
Instructions for Tables That Report
Visits, Patients, and Providers
Health centers serve many individuals in different ways. NOT all individuals and their encounters are reported in
the UDS Report, and not all health center personnel count as providers. The following section defines countable
visits, patients, and providers for the UDS.
COUNTABLE VISITS
Visits determine who to count as a patient on the Patients by ZIP Code Table and Tables 3A, 3B, 4, 5, 6A, 6B,
and 7, and in the corresponding activity reported throughout the UDS Report. Report visits by type of provider on
Table 5 and for selected diagnoses and selected services on Table 6A.
Countable visits are encounters between a patient and a licensed or credentialed provider who exercises
independent professional judgment in providing services that are:
•
documented,
•
individualized,3
•
in-person or virtual.4
Count only visits that meet all these criteria.
Services must be provided by an individual classified as a “provider” for purposes of counting visits. Not all
health center personnel who interact with patients qualify as a provider, and not all services by a provider are
countable visits. See Services and Individuals NOT Reported on the UDS Report. Appendix A provides a list of
various health center personnel and the status of each as a provider or non-provider for UDS reporting purposes.
In addition to visits provided by health center providers, visits provided by contractors who are paid for by or
billed through the health center are counted in the UDS if they meet all visit criteria. These include outpatient
or inpatient specialty care associated with a managed care contract. In these instances, if the visit is not fully
documented in the patient’s health record, a summary of the visit must appear in the patient’s health record,
including all appropriate documentation and coding. Generally, at a minimum, this will include procedure and
diagnostic codes.
Below are definitions and criteria for reporting visits. Table 5 provides further clarifications. See Clinic Visits,
Column B.
Documentation
Health centers must record the service and associated patient information, in print or electronic form, in a system
that permits ready retrieval of current data for the patient. The patient health record does not have to be complete
with all details of the service to meet this standard, but it should generally include service code(s), setting of
3
An exception is allowed for behavioral health visits, which may be conducted in a group setting.
Only interactive, synchronous audio and/or video telecommunication systems that permit real-time communication between a distant provider and a
patient may be considered and coded as telemedicine services. The term “telehealth” includes telemedicine services but encompasses a broader scope of
remote health care services. Telemedicine is specific to remote clinical services, whereas telehealth may include remote non-clinical services, such as
provider training, administrative meetings, and continuing medical education, in addition to clinical services.
4
17
2025 UDS MANUAL | Instructions for Tables
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
service, decision making of necessity and appropriateness, examination or assessment, and time spent on the date
of visit.
Independent Professional Judgment
Providers must be acting on their own, not assisting another provider, when serving the patient.
Independent professional judgment is the use of the professional skills gained through formal training and
experience and unique to that provider or other similarly or more intensively trained providers.
Behavioral Health Group Visits
Behavioral health (mental health or substance use disorder [SUD]) visits are the only type of visit that may be
counted when conducted in a group setting. A health center may count visits by a behavioral health provider who
provides service(s) to a group of patients simultaneously only if the service(s) is/are documented in each patient’s
health record.
Examples of “group visits” include family therapy or counseling sessions, group mental health counseling, and
group SUD counseling where several people receive services that are documented in each patient’s health record.
Other considerations:
•
The health center normally records applicable charges for each patient, even if another grant or contract
covers the costs.
•
If only one patient is billed (for example, when a family member who is not the patient takes part in a
patient’s counseling session), count the visit for only that one patient.
•
DO NOT count group medical or health education visits.
Location of Services Provided
A visit must take place in health centers’ approved service delivery sites (e.g., clinics, schools, homeless shelters,
transitional care in carceral setting locations as listed on Form 5B) or in other locations that DO NOT meet
HRSA’s site criteria but are included in the health center’s scope of project (e.g., hospitals, nursing homes,
extended care facilities, patient’s home), as referenced on Form 5C. In addition, virtual visits may occur from
other locations. See instructions for Virtual Visits.
Inpatient visit considerations:
•
Count only one inpatient visit per patient per service category per day, regardless of how many clinic
providers see the patient or how often they do so.
•
Visits include encounters with an existing patient who has been hospitalized, when health center medical
personnel “follow” the patient during the hospital stay as the provider of record or when they provide care to
the patient on behalf of the provider of record. This applies only when the health center pays their medical
personnel who “follow” patients (or insurance) for the specific service.
•
When a patient’s first encounter is in a hospital, in respite care, or in a similar facility that is not specifically
approved in Form 5B as a service delivery site under the health center’s approved scope of project, neither
the patient nor any of the services at the facility for that patient are counted in the UDS.
18
2025 UDS MANUAL | Instructions for Tables
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
Counting Multiple Visits by Category of Service
Multiple visits may occur when a patient has more than one visit with the health center in a day (in-person and/or
virtual).
Count only one visit per patient per service category per provider per location in a single day, regardless of the
types or number of services provided or where they occur, as described in the table that follows.
Other considerations:
•
If multiple medical providers in a single category deliver multiple services to a patient on a single day at the
same service delivery site, count only one visit, even if third-party payers may recognize these as separate
billable services. This is typically credited to the provider performing the highest level of or most care,
although the health center needs to make this determination for itself.
•
Count two visits in a scenario in which services are provided to a patient on the same day by two different
providers of the same service category type who are located at two different service delivery sites.
•
o
This lets patients who are in challenging environments to receive services outside the health center from a
licensed or credentialed health center provider and receive services again on the same day at the health
center from a different licensed or credentialed provider.
o
This also lets patients seen at a health center service delivery site by one provider be seen on the same day
at the hospital by another health center provider.
A virtual visit may count as a separate visit when a patient has another visit on the same day, but only if the
providers are different and the assigned service delivery location of each provider is different.
Maximum Number of Visits per Patient per Day per Service Category at the Same Service Delivery Site
# of Visits
Service Category
1
Medical
1
Dental
1
Mental health
1
1 for each provider type
1
1 for each provider type
Substance use disorder
Other professional
Vision
Enabling
Provider Examples
physician, nurse practitioner, physician assistant, certified
nurse midwife, nurse
dentist, dental hygienist, dental therapist
psychiatrist, licensed clinical psychologist, licensed clinical
social worker, board-certified psychiatric nurse practitioner,
other licensed or unlicensed mental health providers
alcohol and SUD specialist, psychologist, social worker
nutritionist, podiatrist, speech therapist, acupuncturist
ophthalmologist, optometrist
case manager, health educator
PATIENT
Patients are people who have at least one countable visit during the calendar year. The term “patient” applies
to everyone who receives clinic (in-person) or virtual visits in any of the seven service categories, NOT just those
who receive medical services. When patients are included in the UDS Report, they are to be reported in
corresponding sections only once, as described below.
The Universal Report includes all patients who had at least one visit during the calendar year within the scope of
project supported by the health center grant or designation.
•
19
On the Patients by ZIP Code Table, on Tables 3A and 3B, and in each section of Table 4, report each patient
once and only once. This applies even if they received more than one service (e.g., medical, dental, enabling)
2025 UDS MANUAL | Instructions for Tables
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
or received services supported by more than one funding stream authority (i.e., section 330(g), section 330(h),
section 330(i)).
•
Report these patients and their visits on Tables 5 and 6A for each type of service (e.g., medical, dental,
enabling) received during the calendar year.
•
Also report these patients, as applicable, for each of the clinical quality measures (CQMs) on Tables 6B and
7.
For each Grant Report, patients reported are those who had at least one countable visit during the calendar year
within the scope of project activities supported by the specific section 330 funding stream authority, even if the
specific service is not paid for by the grant. The number of patients reported in any cell on the Universal Report
includes all patients reported in the same cell in the Grant Report. Therefore, no cell on the Grant Report may
show a greater number than the number in the same cell on the Universal Report.
Services and Individuals NOT Reported on the UDS Report
Some services DO NOT count as a visit for UDS reporting, even though they are critical to the overall provision
of care to an individual or a community.
Someone who receives only the services described in the table below is NOT a patient for purposes of UDS
reporting, and the activity is not counted as a UDS countable visit.
If an individual receives additional services that fully meet the countable visit definition (i.e., the services require
independent professional judgment from a health center provider and those services are documented), they should
be considered a patient of the health center.
The following situations are NOT countable as visits:
Health
screenings or
outreach services
Group visits
Tests and
other ancillary
services
Dispensing or
administering
medications
20
• Do not count screenings (e.g., COVID-19, blood pressure, diabetes) or outreach as countable
visits, including:
o Information sessions for prospective patients.
o Health presentations to community groups.
o Information presentations about available health services at the center.
o Services conducted at health fairs or schools.
o Immunization drives.
o Services provided to groups, such as dental varnishes or sealants provided at schools.
o Hypertension or diabetes testing.
o Similar public health efforts that frequently occur as part of community activities that involve
conducting outreach or group education.
• Do not count visits conducted in a group setting, except for behavioral health group visits.
o The most common non-behavioral health group visits are patient education or health
education classes (e.g., people with diabetes learning about nutrition).
• Do not count services required to perform such tests, such as drawing blood or collecting urine,
and other ancillary services, including:
o Laboratory tests (e.g., COVID-19, purified protein derivatives [PPDs], pregnancy, or
Hemoglobin A1c [HbA1c]).
o Measuring and imaging (e.g., blood pressure, height, weight, sonography, radiology,
mammography, retinography, or computerized axial tomography).
• Do not count dispensing medications, including dispensing from a pharmacy or administering
medications (e.g., buprenorphine, warfarin).
• Do not count giving any injection (e.g., immunizations, vaccines, COVID-19, flu, allergy shots, or
contraceptives), regardless of education provided at the same time.
2025 UDS MANUAL | Instructions for Tables
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
Health status
checks
Services under
the Women,
Infants, and
Children (WIC)
program
• Do not count providing narcotic agonists or antagonists or mixes of these, regardless of whether
the patient is assessed at the time of the dispensing and regardless of whether these medications
are dispensed regularly.
• Do not count follow-up tests or checks (e.g., patients returning for glycemic status tests or blood
pressure checks).
• Do not count wound care (which is follow-up to the original primary care visit).
• Do not count taking health histories.
• Do not count making referrals for or following up on external referrals.
• Do not count a person whose only contact with a health center is to receive services (including
nutrition) under a WIC program.
Note: Although the services reflected in the table do not qualify as UDS countable visits, data regarding these
services may be required in reporting for certain CQMs.
PROVIDER
A provider exercises independent professional judgment in the provision of services rendered to the patient,
assumes primary responsibility for assessing and/or treating the patient for the care provided at the visit, and
documents services in the patient’s health record.
•
Except for physicians and dentists, allocate personnel (as full-time equivalent [FTE]) by function on Table 5
among the major service categories based on time dedicated to each position.
•
Providers may be employees of the health center, contracted personnel, or volunteers.
•
Contracted providers who are paid for their time by the health center with grant funds or program income and
who are part of the scope of project, serve center patients, and document their services in the health center’s
records count as providers; report their FTE.
•
Contracted providers who are paid for specific visits or services with grant funds or program income and
report patient visits to the direct recipient of a HRSA’s BPHC or BHW grant or designation are providers, but
if such providers do not have a time basis for their services, do not report an FTE for them. In these situations,
the health center—the direct recipient of the HRSA’s BPHC or BHW grant or designation— must report
these providers’ activities (patients, visits, revenue).
•
Providers who volunteer to serve patients at the health center’s service delivery sites under the supervision of
the health center’s personnel and document their services and time in the health center’s records count as
providers; report their FTE.
•
DO NOT count visits by providers who see patients under a formal unpaid referral agreement or contract
with the health center, unless they are working at an approved health center service delivery site under the
supervision of the appropriate health center personnel and are credentialed by the health center. These
providers are generally providing services noted in Column III of the grant scope of project application Form
5A.
•
Report physicians according to the specialty in which they are board certified. If a physician has multiple
board certifications, report the physician under the specialty in which they are functioning. FTE and visits for
physicians with multiple board certifications should be allocated and reported according to the specialty they
are practicing.
•
Appendix A provides a listing of personnel. Only personnel designated as a “provider” can generate countable
visits for purposes of UDS reporting.
21
2025 UDS MANUAL | Instructions for Tables
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
•
Only one provider receives credit for a visit, even when two or more providers are present and participate in
the visit (see Counting Multiple Visits by Category of Service).
•
In cases where a preceptor (or attending physician) is following and supervising a licensed resident, only the
licensed resident or fellow receives credit for countable visits. (See Appendix B for further instruction on
counting interns and residents.)
•
When health center personnel are following a patient in the hospital, the primary health center personnel in
attendance during the visit is the provider who receives credit for the visit, even if other personnel are present.
•
Table 5 provides further clarifications to these definitions. See Instructions for Table 5: Staffing and
Utilization.
FAQ FOR THE INSTRUCTIONS FOR TABLES
1. What level of documentation is required for emergency, hospital, or respite services? Can we count the
visit if the record is incomplete?
A patient receiving documented emergency services counts even if some portions of the patient health record
are incomplete. Providers who see their established patients at a hospital or respite care facility and make a
note in the institutional file can satisfy this criterion by including a summary discharge or interim note
showing activities for each of the visit dates.
2. Do we credit a visit to the nurse assisting a physician?
No. For example, a nurse assisting a physician during a physical examination by taking vital signs, recording
a history, or drawing a blood sample does NOT receive credit as a separate visit. Visits that the nurse provides
independently, and that fully meet countable visit criteria, may be credited to the nurse. Countable medical
visits usually involve one of the “Evaluation and Management” billing codes (99202–99205 or 99211–99215)
or one of the health maintenance codes (99381–99387, 99391–99397).
3. Two different medical providers treated the patient at the health center on the same day. Can we count
both?
No. Only count one visit per service category when care is provided at the same location. For example, only
count one medical visit if an obstetrician/gynecologist (OB/GYN) provides prenatal care to a patient at the
health center and a nurse practitioner treats that same patient’s hypertension at the same location on the same
day. Other examples may include: a family physician and a pediatrician who both see a child or a dental
hygienist and a dentist who both see a patient on the same day.
22
2025 UDS MANUAL | Instructions for Tables
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
Instructions for Patients by ZIP Code Table
The Patients by ZIP Code Table collects data on patients’ geographic residence by ZIP code5 and by primary
medical insurance.
The text directly below indicates changes from 2024 calendar year reporting to 2025 calendar year reporting:
There are no key changes to this table.
This marks the conclusion of changes from 2024 calendar year reporting to 2025 calendar year reporting.
PATIENTS BY ZIP CODE
•
All health centers must report the number of patients served by ZIP code and primary medical insurance.
•
This information enables HRSA’s BPHC to better identify areas served by health centers, service area
overlaps, and possible areas of unmet need.
•
Patients may be mobile during the calendar year; report patients’ most recent ZIP code on file.
•
ZIP code information for each patient is to be updated each calendar year.
ZIP Code of Specific Groups
For health centers serving patients without residence information, such as individuals from transient groups,
follow the instructions below:
• Report the service location ZIP code as a proxy when a residence ZIP code location is
unavailable. If the patient is staying at a shelter or otherwise has an address, use the ZIP code of
that location.
Homeless
population
• If the patient receives services in a mobile health center van and has no other ZIP code, report the
ZIP code of the van’s location on the day of that visit.
• If the patient is living in permanent supportive housing or doubled up, report that location as the
ZIP code.
• Although it is appropriate from a clinical and service delivery perspective to collect the address of
a contact person to facilitate communication with the patient; DO NOT use the contact person’s
address as the patient’s address.
Patients who are
migratory and
seasonal
agricultural
workers
Patients who are
foreign nationals
• Report the ZIP code of where the patient lived when they received care from the health center.
Migratory agricultural workers (as opposed to seasonal agricultural workers) may have both a
temporary address, where they live when working, and a permanent or “downstream” address.
• Report the ZIP code for the location (fixed service delivery site or mobile camp) where patients
received services, for those whose ZIP code is unavailable (e.g., living in cars or on the land).
• Report the current ZIP codes for people from other countries who reside in the United States
either permanently or temporarily.
• Report “Other ZIP Code” in cases where patients have a permanent residence outside the country,
if they have no temporary address in the United States.
5
The geographic residence of patients served during the calendar year is generally the same as the health center service area and should generally align with
the ZIP codes recorded in the health center scope of project.
23
2025 UDS MANUAL | Instructions for ZIP Codes
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
Unknown ZIP Code
In rare instances, for patients whose residence is not known or for whom a proxy ZIP code is not available, report
residence in the “Unknown” category.
Ten or Fewer Patients in ZIP Code
To ease the burden of reporting, combine and report patients from ZIP codes that have 10 or fewer patients in the
“Other ZIP Codes” category.
INSTRUCTIONS FOR PATIENTS BY MEDICAL INSURANCE
•
Report the patient’s primary medical insurance covering medical care, if any, as of their last visit during
the calendar year.
•
Report primary medical insurance for all patients, regardless of the services they receive. This applies to
patients who did not receive medical care, such as dental-only or behavioral health-only patients, as well as
patients whose medical insurance did not cover the service.
•
Report patients’ ZIP code by their primary medical insurance.
•
DO NOT report children as Uninsured unless they are receiving minor consent services or their family is
uninsured.
•
DO NOT report patients as Uninsured simply because they are receiving a service that is not covered by
health insurance.
Insurance Categories
Primary medical insurance is the insurance plan that the health center would typically bill first for medical
services, even if that insurance pays for none or only a portion of the visit. Specific rules guide reporting:
•
The categories for this table are slightly different from those on Table 4; they combine Medicaid, Children’s
Health Insurance Program (CHIP), and Other Public into one category.
•
Report patients who have both Medicare and Medicaid (dually eligible) as Medicare patients, because
Medicare is billed before Medicaid. The exception to the Medicare-first rule is the Medicare-enrolled patient
who is still working and insured by both an employer-based plan and Medicare. In this case, the primary
health insurance is the employer-based plan, which is billed first.
•
Report Medicare administered by a private insurance company as Medicare.
•
Report Medicaid and CHIP patients enrolled in a managed care plan administered by a private insurance
company as Medicaid/CHIP/Other Public.
•
Report the patient by their medical insurance, even if for some reason the health center does not bill the
specified insurance.
•
Report only third-party insurance that patients carry. Section 330 grant awards used to serve special medically
underserved populations (e.g., MSAW, HP, RPH) are NOT a form of medical insurance.
•
Report justice-involved patients as Uninsured (whether they were seen in the correctional facility or at the
health center), unless Medicaid or other insurance covers them, and at the ZIP code of the carceral facility.
•
In instances where patients reside in residential drug programs, college dorms, or military barracks, report the
patient as living at the ZIP code of the residential program, dorm, or barrack and by their primary medical
insurance, NOT as Uninsured.
24
2025 UDS MANUAL | Instructions for ZIP Codes
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
•
Report patients whose care is paid for by state or local government indigent care programs as Uninsured.
•
Report patients who received insurance through the Health Insurance Marketplace as Private.
FAQ FOR PATIENTS BY ZIP CODE TABLE
1. Do we need to collect information and report on the ZIP code of all our patients?
Yes. Although health centers report residence by ZIP code for all patients, some centers may draw patients
from multiple ZIP codes outside of their normal service area. To ease the burden of reporting, combine ZIP
codes with 10 or fewer patients in the “Other” category.
2. Do we need to collect information and report on the primary medical insurance of all our patients?
Yes. Although the ZIP code of a patient may be Unknown, medical insurance information must be obtained
for every individual counted as a patient.
3. If a patient did not receive medical care, do we still need their medical insurance information? What
about dental patients?
Yes. This information is about patients’ primary medical insurance resources, not billing. Obtain medical
insurance information for all patients, even dental-only patients. For example, if a patient received only
mental health services, still determine whether they have primary medical insurance and report it.
4. How do we report patients by insurance when we DO NOT bill that form of insurance?
All patients must be asked for their primary medical insurance, generally through the patient registration
process, although it may be explained to them that this is required for planning purposes and that their
insurance will not be billed. Report the patient by their primary medical insurance, even in those instances
that the health center does not or cannot bill to that insurance. For example, report patients enrolled in
managed care Medicaid but assigned to another primary care provider as Medicaid, and report patients with
private insurance for which the health center’s providers have not been credentialed as Private.
5. How do we report patients by insurance who have their care subsidized by an indigent care program?
Report patients as Uninsured when their care is subsidized by a state or local government indigent care
program. Examples include New Jersey’s Uncompensated Care Program, New York’s Public Goods Pool
Funding, and Colorado’s Indigent Care Program.
6. We see children at local schools. Do we include the patients seen in the report?
Report children served in school-based service sites only if they have completed clinic intake forms that show
insurance status and family/household income and the patient had a countable visit. If the patient had a
countable visit, report the patient by ZIP code of residence by primary medical insurance.
7. Does the number of patients reported by ZIP code need to equal the total number of unduplicated
patients reported on Tables 3A, 3B, and 4?
Yes. Several tables and sections must match:
•
25
The total number of patients reported by ZIP code (including Unknown and Other) on the Patients by ZIP
Code Table must equal the number of total unduplicated patients reported on Table 3A, the race and
ethnicity section totals of Table 3B, and the income and insurance section totals of Table 4.
2025 UDS MANUAL | Instructions for ZIP Codes
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
•
26
The insurance totals reported on the Patients by ZIP Code Table must equal insurance reported on Table
4. Specifically:
o
The total for Patients by ZIP Code Table Column B (Uninsured) must equal Table 4, Line 7, Columns
A + B.
o
The total for Patients by ZIP Code Table Column C (Medicaid/CHIP/Other Public) must equal the
sum of Table 4, Line 8, Columns A + B and Line 10, Columns A + B.
o
The total for Patients by ZIP Code Table Column D (Medicare) must equal Table 4, Line 9, Columns
A + B.
o
The total for Patients by ZIP Code Table Column E (Private) must equal Table 4, Line 11, Columns
A + B.
2025 UDS MANUAL | Instructions for ZIP Codes
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
PATIENTS BY ZIP CODE TABLE
Calendar Year: January 1, 2025, through December 31, 2025
None/
Uninsured
(b)
ZIP Code
(a)
Medicaid/
CHIP/Other Public
(c)
Medicare
(d)
Private
(e)
Total
Patients (f)
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
[Blank for demonstration]
Other ZIP Codes
Unknown Residence
Total
Note: The actual output from the EHBs will display ZIP codes entered by the health center in Column A.
Patients by ZIP Code Table Cross-Table Considerations:
•
Patients by ZIP Code Table and Tables 3A, 3B, and 4 describe the same patients and the totals must be equal.
•
The number of patients by insurance source reported on the Patients by ZIP Code Table must be consistent
with the number of patients by insurance category reported on Table 4.
27
2025 UDS MANUAL | Instructions for ZIP Codes
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
Instructions for Tables 3A and 3B
Tables 3A and 3B collect demographic data (age, sex, race, ethnicity, and language) for patients who accessed
services during the calendar year. This information must be collected from patients initially as part of the patient
registration or intake process and updated or confirmed annually thereafter.
Table 3A: Patients by Age and by Sex – Instructions
Table 3A provides an unduplicated count of each patient’s age and sex.
The text directly below indicates changes from 2024 calendar year reporting to 2025 calendar year reporting:
There are no key changes to this table.
This marks the conclusion of changes from 2024 calendar year reporting to 2025 calendar year reporting.
•
Report the number of patients by appropriate categories for age and sex.
•
Use the individual’s age on December 31, 2025.
•
Report the date of birth and sex6 listed on the birth certificate for all patients. There is no “Unknown” or
“Other” category on this table.
Note: On the non-prenatal portions of Tables 6B and 7, age is defined differently by measure. Thus, the numbers
on Table 3A may not be the same as those on Tables 6B and 7 (though they will usually be similar).
6
“Sex” refers to an individual’s immutable biological classification as either male or female.
28
2025 UDS MANUAL | Instructions for Tables 3A and 3B
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
Table 3B: Demographic Characteristics – Instructions
Table 3B provides an unduplicated count of patients by demographic characteristics.
The text directly below indicates changes from 2024 calendar year reporting to 2025 calendar year reporting:
A key change has been made to Table 3B, as outlined below:
•
The previous Table 3B, Lines 13-26, are no longer to be reported.
This marks the conclusion of changes from 2024 calendar year reporting to 2025 calendar year reporting.
Report the number of patients by their self-identified race, ethnicity, and language preference.
PATIENTS BY HISPANIC, LATINO/A, OR SPANISH ETHNICITY AND RACE (LINES 1–8)
Table 3B displays the race and ethnicity of the patient population in a matrix format. This allows for reporting on
the racial and ethnic identification of all patients.
Hispanic, Latino/a, or Spanish Ethnicity
Table 3B collects information on whether or not patients consider themselves to be of Hispanic, Latino/a, or
Spanish ethnicity, regardless of their race.
29
2025 UDS MANUAL | Instructions for Tables 3A and 3B
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
Columns A1–A5
–
(Hispanic, Latino/a, or Spanish
Origin)
• Report the number of patients of
Mexican, including Mexican
American and Chicano/a (Column
A1), Puerto Rican (Column A2),
Cuban (Column A3), another
Spanish culture or origin (Column
A4), or Hispanic, Latino/a, or
Spanish origin combined (Column
A5), broken out by their racial
identification. Include in this count
Hispanic, Latino/a, or Spanish
origin patients born in the United
States or another country.
Column B
(Not Hispanic, Latino/a, or Spanish
Origin)
• Report the number of patients who
indicate that they are NOT of
Hispanic, Latino/a, or Spanish
origin.
• If a patient self-reported a race but
has not made a selection for the
Hispanic/Not Hispanic, Latino/a, or
Spanish origin question, presume
that the patient is NOT of Hispanic,
Latino/a, or Spanish origin.
• Report patients who are of
Hispanic, Latino/a, or Spanish
origin but for whom granularity of
ethnicity is not known, as well as
patients who select more than one
ethnicity, in Column A5 (e.g.,
Mexican and Puerto Rican).
• Report patients who self-report as
being of Hispanic, Latino/a, or
Spanish ethnicity but DO NOT
separately select a race on Line 7,
as “Unreported/Chose not to
disclose race.” Health centers
should not default these patients to
any other category.
• DO NOT include patients from
Portugal, Brazil, or Haiti whose
ethnicity is not otherwise tied to the
Spanish language, unless they selfidentify as being of Hispanic,
Latino/a, or Spanish origin.
30
2025 UDS MANUAL | Instructions for Tables 3A and 3B
Column C
(Unreported/Chose Not to Disclose
Ethnicity)
• Report on Line 7 only those
patients who left the entire race and
Hispanic, Latino/a, or Spanish
ethnicity part of the intake form
blank or those who indicated that
they choose not to disclose these
data. Only one cell is available in
this column.
Note: Column C is grayed out on
all race lines except for the
“Unreported/Chose not to disclose
race” line.
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
Race
All patients must be classified in one of the racial categories.
•
•
Report patients in one of 16 race categories:
o
Line 1, Asian, as Asian Indian (Line 1a), Chinese (Line 1b), Filipino (Line 1c), Japanese (Line 1d),
Korean (Line 1e), Vietnamese (Line 1f), or Other Asian (Line 1g)
o
Line 2, Native Hawaiian/Other Pacific Islander, as Native Hawaiian (Line 2a), Other Pacific Islander
(Line 2b), Guamanian or Chamorro (Line 2c), or Samoan (Line 2d)
o
Line 3, Black or African American
o
Line 4, American Indian/Alaska Native
o
Line 5, White
o
Line 6, More than one race
o
Line 7, Unreported/Chose not to disclose race
Patients categorized as “Asian/Asian American/Pacific Islander” in other systems are reported on the UDS in
one of five distinct categories:
o
Line 1, Asian: Patients having ancestry in any of the original peoples of Asia, Southeast Asia, or the
Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan,
the Philippine Islands, Indonesia, Thailand, or Vietnam.
▪
Include in the Other Asian category patients who are Asian, but for whom the granularity of their race
is not known, as well as patients who select more than one of the Asian subcategories listed (e.g.,
Chinese and Filipino).
o
Line 2a, Native Hawaiian: Patients having ancestry in any of the original peoples of Hawai’i.
o
Line 2b, Other Pacific Islander: Patients having ancestry in any of the original peoples of Tonga, Palau,
Chuuk, Yap, Kosrae, Ebeye, Pohnpei, or other Pacific Islands in Melanesia or Oceana.
▪
Include in the Other Pacific Islander category patients who are of other Pacific islands not reported on
Lines 2a, 2c, or 2d, as well as patients who are of other Pacific islands for whom the granularity of
their race is not known.
o
Line 2c, Guamanian or Chamorro: Patients having ancestry in any of the original peoples of the
Northern Mariana Islands, Guam, Saipan, Tinian, Rota, or other Mariana Islands in Micronesia.
o
Line 2d, Samoan: Patients having ancestry in any of the original peoples of the Samoan Islands, Savai’i,
Manono, Upolu, Tutuila, Pola Island, Aunu’u, or other Samoan Islands in American Samoa or Polynesia.
▪
Include in the Other Pacific Islander category patients who are Other Pacific Islander but for whom
the granularity of their race is not known, as well as patients who select more than one of the Other
Pacific Islander subcategories (e.g., Guamanian and Samoan).
•
Report patients who trace their ancestry to any of the original peoples of North, South, and Central America
and who maintain tribal affiliation or community attachment on Line 4, American Indian/Alaska Native.
•
Report patients who trace their ancestry to any of the original peoples of Europe, the Middle East, or North
Africa on Line 5, White.
•
Line 6, More than one race: Use this line only if your system captures multiple races and the patient has
chosen two or more races (but not a race and an ethnicity). This is usually done with an intake form that lists
31
2025 UDS MANUAL | Instructions for Tables 3A and 3B
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
the races and tells the patient to “check one or more” or “check all that apply.” “More than one race” must
NOT appear as a selection option on your intake form.
o
o
Report patients who select multiple races within the Asian or Native Hawaiian/Other Pacific Islander race
categories on the “other” race line for that category. DO NOT report these patients on Line 6, More than
one race.
▪
Report patients who select multiple Asian races (Lines 1a–1f) as Other Asian (Line 1g).
▪
Report patients who select multiple Native Hawaiian/Other Pacific Islander races (Lines 2a–2c) as
Other Pacific Islander (Line 2d).
DO NOT use “More than one race” for Hispanic, Latino/a, or Spanish people who DO NOT select a race.
Report these patients on Line 7 (Unreported/Chose not to disclose), as noted above.
•
Report patients who did not provide their race, including when information was sought but not found or asked
but unknown, on Line 7, Unreported/Chose not to disclose race.
•
Report patients who self-report their race but DO NOT indicate if they are Hispanic, Latino/a, or Spanish
origin in Column B as not of Hispanic, Latino/a, or Spanish origin on the appropriate race line.
PATIENTS BEST SERVED IN A LANGUAGE OTHER THAN ENGLISH (LINE 12)
This section of Table 3B identifies the patients who may have linguistic barriers to care.
•
Report on Line 12 the number of patients who are best served in a language other than English, including
those who are best served in sign language. This line does not discern between written and spoken preference;
it could be either or both.
•
Include those patients who were served in a second language by a bilingual provider, a third-party interpreter,
and those who may have brought their own interpreter.
•
Include patients who are best served in a language other than English, even when the health center is in an
area where a language other than English is the dominant language, such as Puerto Rico or the Pacific Islands.
FAQ FOR TABLES 3A AND 3B
1. Our health center collects different race and ethnicity data than required by the UDS. Why are the
data collected at this level?
The UDS classifications are consistent with the guidance issued by the Office of Management and Budget
(OMB) prior to 2025 titled “U.S. Department of Health and Human Services Implementation Guidance on
Data Collection Standards for Race, Ethnicity, Sex, Primary Language, and Disability Status.” These
standards govern the categories used to collect and present federal data on race and ethnicity. Prior to 2025
and before implementation of OMB’s Statistical Policy Directive No. 15 (SPD 15), OMB required a
minimum of five categories (White, Black or African American, American Indian or Alaska Native, Asian,
and Native Hawaiian or Other Pacific Islander) for race. While SPD 15 requirements are effective as of
March 28, 2024, U.S. Department of Health and Human Services (HHS) agencies have until March 28, 2029,
to come into full compliance. HRSA is currently working with health centers and health information
technology vendors supporting health centers to meet the additional reporting requirements. For now, HRSA
remains aligned with the previous requirements. HHS data standards that were in place prior to 2025 and used
for the reporting of race and ethnicity for Table 3B are based on the disaggregation of the OMB standard.
32
2025 UDS MANUAL | Instructions for Tables 3A and 3B
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
2. Do we have to report the race and ethnicity of all our patients?
Yes. Health centers whose data systems DO NOT support such reporting must enhance their systems to
permit the required level of reporting, rather than using the “Unreported/Chose not to disclose” categories. If
a patient self-identifies as of Hispanic, Latino/a, or Spanish origin with no distinction within the sub
categories listed (Mexican, Mexican American, Chicano/a, Puerto Rican, Cuban, another Spanish origin),
report the patient in Column A5. Also report patients who report more than one ethnicity (e.g., Hispanic and
other Spanish origin) in Column A5.
3. How are patients of Hispanic, Latino/a, or Spanish ethnicity reported?
Race and ethnicity data appear in a matrix on Table 3B. Patients who in other systems might be reported as
Hispanic or Latino/a independent of race are reported in Column A (in one of the detail columns, A1–A4) of
Table 3B of the UDS as of Hispanic, Latino/a, or Spanish origin and reported on Lines 1–7 based on their
race. If Hispanic, Latino/a, or Spanish ethnicity is the only identification recorded in the center’s patient files,
report these patients in Column A on Line 7 as having an “unreported” racial identification, and update your
data system to permit the collection of both race and ethnicity for future reporting.
4. Can we have a choice on our registration form of “more than one race”?
No. To count patients as being of “more than one race,” they must have the option of checking two or more
boxes under race and must have indeed checked more than one. Do not include “more than one race” as an
option on registration forms.
5. How are patients who receive different types of services or use more than one of our health center’s
service delivery sites reported? For example, how do we report a patient who receives both medical and
dental services or a patient who receives primary care from one service delivery site but gets prenatal
care at another?
The Patients by ZIP Code Table and Tables 3A, 3B, and 4 each provide an unduplicated patient count. Count
each individual who has at least one visit reported on Table 5 only once on the Patients by ZIP Code Table
and Tables 3A, 3B, and 4, regardless of the type or number of services they receive or where they receive
them. We define visits in detail in the Instructions for Tables that Report Visits, Patients, and Providers
section. Note the following:
DO NOT count individuals who:
•
receive Women, Infants, and Children (WIC) services and no other services at the health center as
patients on Table 3A or 3B (or anywhere in the UDS).
•
only receive imaging or lab services or whose only service was an immunization or screening test as
patients on Table 3A or 3B (or anywhere in the UDS).
•
only receive health status checks and health screenings as patients on Table 3A or 3B (or anywhere in the
UDS).
6. Do we exclude from the UDS Report a patient who died during the calendar year?
No. If a patient was seen before their death during the calendar year, include the patient and their visits in all
applicable areas of the UDS Report, including their demographics, services, and clinical care details.
33
2025 UDS MANUAL | Instructions for Tables 3A and 3B
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
7. Should the totals on Tables 3A and 3B be equal to UDS totals reported on other tables or sections?
Yes.
The sum of Table 3A, Line 39, Columns A and B (total patients by age and by sex) must equal:
•
Patients by ZIP Code Table total;
•
Table 3B, Line 8, Column D (total patients by Hispanic, Latino/a, or Spanish ethnicity and race);
•
Table 4, Line 6 (total patients by income); and
•
Table 4, Line 12, Columns A and B (total patients by insurance status).
The sum of Table 3A, Lines 1–18, Columns A and B (total patients age 0–17 years) must equal:
•
Table 4, Line 12, Column A (total patients age 0–17 years).
The sum of Table 3A, Lines 19–38, Columns A and B (total patients age 18 and older) must equal:
•
Table 4, Line 12, Column B (total patients age 18 and older).
8. I have multiple, separate data systems. How do I include their data on these tables?
It is the health center’s responsibility to make sure there is no duplication of data. Count patients only once,
regardless of the number of different types of services they receive. This may require the downloading and
merging of data from each system to eliminate duplicates or checking them manually. This can be a timeconsuming and potentially expensive process and should start as soon as the year ends to ensure sufficient
time for completion before the submission due date.
34
2025 UDS MANUAL | Instructions for Tables 3A and 3B
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
TABLE 3A: PATIENTS BY AGE AND BY SEX
Calendar Year: January 1, 2025, through December 31, 2025
Line
Age Groups
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
Under age 1
Age 1
Age 2
Age 3
Age 4
Age 5
Age 6
Age 7
Age 8
Age 9
Age 10
Age 11
Age 12
Age 13
Age 14
Age 15
Age 16
Age 17
Age 18
Age 19
Age 20
Age 21
Age 22
Age 23
Age 24
Ages 25–29
Ages 30–34
Ages 35–39
Ages 40–44
Ages 45–49
Ages 50–54
Ages 55–59
Ages 60–64
Ages 65–69
Ages 70–74
Ages 75–79
Ages 80–84
Age 85 and over
Male Patients
(a)
Total Patients
(Sum of Lines 1–38)
Female Patients
(b)
Table 3A Cross-Table Considerations:
•
Table 3A, Line 39 = Table 3B, Line 8, Column D = total patients on the Patients by ZIP Code Table = Table
4, Lines 6 and 12.
•
If you submit Grant Reports, the total number of patients reported on each grant table must be less than or
equal to the corresponding number on the Universal Report for each cell.
35
2025 UDS MANUAL | Instructions for Tables 3A and 3B
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
TABLE 3B: DEMOGRAPHIC CHARACTERISTICS
Calendar Year: January 1, 2025, through December 31, 2025
blank
Patients by Race and
Hispanic, Latino/a, or
Spanish Ethnicity
Line
Patients by Race
1a
1b
1c
1d
1e
1f
1g
Asian Indian
Chinese
Filipino
Japanese
Korean
Vietnamese
Other Asian
Total Asian (Sum Lines
1a+1b+1c+1d+1e+1f+1g)
Native Hawaiian
Other Pacific Islander
Guamanian or Chamorro
Samoan
Total Native
Hawaiian/Other Pacific
Islander
(Sum Lines 2a+2b+2c+2d)
Black or African American
American Indian/Alaska
Native
White
More than one race
Unreported/Chose not to
disclose race
Total Patients
(Sum of Lines 1 + 2 + 3 to
7)
1
2a
2b
2c
2d
2
3
4
5
6
7
8
36
blank
Yes,
Mexican,
Mexican
American,
Chicano/a
(a1)
blank
blank
blank
Unreported
/ Chose Not
to Disclose
Ethnicity
(c)
Total
(d)
(Sum
Columns
a+b+c)
Yes,
Puerto
Rican
(a2)
Yes,
Cuban
(a3)
Yes,
Another
Hispanic,
Latino/a, or
Spanish
Origin
(a4)
Yes,
Hispanic,
Latino/a,
Spanish
Origin,
Combined
(a5)
Total Hispanic,
Latino/a, or
Spanish Origin
(a) (Sum
Columns a1 +
a2 + a3 + a4 +
a5)
Not
Hispanic,
Latino/a,
or
Spanish
Origin
(b)
2025 UDS MANUAL | Instructions for Tables 3A and 3B
|
UDS SUPPORT CENTER, 866-UDS-HELP, UDSHELP330@BPHCDATA.NET, BPHC CONTACT FORM
Line
Patients Best Served in a Language Other than English
12
Patients Best Served in a Language Other than English
Number
(a)
| | | | | | | | | | | | | | | | |