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HRSA Reporting AND FILINGS (Ehb)
Federally Qualified Health Centers (FQHCs) that receive HRSA Section 330 grants must navigate a comprehensive array of reporting requirements to ensure compliance, transparency, and effective use of funds. These reports are crucial for maintaining funding, demonstrating program effectiveness, and fulfilling federal regulations.
FQHC Consultants plays a pivotal role in assisting health centers with these reporting requirements by providing expertise, guidance, and support throughout the reporting process. Here is a detailed narrative of the important HRSA Section 330 reports and how FQHC Consultants can help health centers manage them effectively.
1. Federal Financial Report (FFR)
The Federal Financial Report (FFR), submitted using Form SF-425, is a critical component of grant management. It provides a snapshot of the financial status of the grant, including expenditures, obligations, and balances. This report is essential for demonstrating how grant funds are utilized and ensuring that expenditures align with the approved budget.
FQHC Consultants can assist health centers by helping them set up and maintain an accurate accounting system to track grant expenditures. We can provide guidance on completing the FFR accurately, ensuring that all financial data is correctly reported and reconciled. FQHC Consultants can also help prepare for any potential discrepancies or issues that may arise during the reporting process and assist in the timely submission of the FFR.
2. Program Progress Reports
The Program Progress Report provides an update on the health center’s achievements and challenges in meeting the objectives outlined in the grant proposal. This report includes details on program activities, accomplishments, and strategies for addressing any difficulties encountered. These include the Budget Period Reports (BPRs) and various reports for supplemental or other grants from HRSA.
FQHC Consultants can help health centers compile comprehensive and compelling progress reports by gathering and analyzing data on program outcomes and activities. We can assist in drafting the report to ensure that it accurately reflects the center's achievements and aligns with HRSA's expectations. FQHC Consultants can also help identify key performance indicators and track progress to highlight in the report.
3. Uniform Data System (UDS) Report
The Uniform Data System (UDS) Report is an annual submission that includes detailed information on patient demographics, services provided, health outcomes, and financial performance. It is used by HRSA to assess the performance and impact of health centers. In 2025, the submission is vastly different than what you have been used to.
For the 2024 UDS+ (Unified Data System Plus) reporting year, several new requirements have been introduced to enhance the comprehensiveness and accuracy of the data collected by health centers. The changes include:
a. Enhanced Data Collection on Social Determinants of Health (SDOH): Health centers are now required to provide more detailed information on social determinants of health, such as economic stability, education, social and community context, health care access, and neighborhood and built environment.
b. Expanded Patient Health Information: Reporting requirements now include more detailed data on patient health outcomes and management of chronic conditions. This includes specific metrics for tracking the effectiveness of interventions and care coordination efforts.
c. Improved Demographic Data Reporting: There are more granular requirements for demographic data, including additional categories for race, ethnicity, and gender identity, to better capture patient diversity and address health disparities.
d. Patient Experience and Satisfaction Metrics: New requirements include collecting and reporting data on patient satisfaction and experience, providing insights into the quality of care and areas for improvement.
e. Data Integration and Accuracy: The UDS+ reporting format has been updated to improve integration with electronic health records (EHRs) and other health information systems, aiming to enhance data accuracy and reduce redundancy.
The UDS+ report for the 2024 reporting year is due on April 30, 2025. (The legacy report is due as normal on February 15, 2025). This extended submission date for the UDS+ reporting provides health centers with time to gather and verify the updated data before the deadline.
FQHC Consultants can aid in the preparation of UDS reports by ensuring accurate data entry and analysis. We can provide support in understanding and meeting UDS requirements, help with data verification, and ensure that the report is submitted accurately and on time. FQHC Consultants can also offer insights on how to improve data collection processes and use UDS data for performance improvement.
4. Annual Budget and Budget Justification
The Annual Budget and Budget Justification details how grant funds are allocated and spent. This report is crucial for ensuring that expenditures are reasonable and necessary and that they align with the grant's objectives. The accompanies the health center's BPR or the SAC, depending on which is due for the following years' funding.
FQHC Consultants can assist in developing a detailed and compliant budget and budget justification. We can help health centers draft justifications that clearly explain the need for each budget item and ensure that all costs are allowable under federal regulations. FQHC Consultants can also review and revise budgets to reflect any changes in funding or project scope.
5. Compliance Reports
Compliance reports demonstrate adherence to federal regulations, including cost principles, procurement standards, and human resources guidelines. These reports are essential for ensuring that the health center’s operations are in line with federal requirements. These reports may be requested by any grantor or the health center's management and board of directors.
FQHC Consultants can conduct internal audits and reviews to ensure compliance with federal regulations. We can provide guidance on implementing and maintaining effective internal controls and help health centers prepare the necessary documentation for compliance reporting. FQHC Consultants can also offer training for staff on compliance-related topics.
Site Visit Reports (Both mock OSVs and official OSV reports)
Site visit reports result from HRSA’s assessments of health center operations, compliance, and program effectiveness. These reports provide valuable feedback and recommendations for improvement. Responses to these reports must be done within 14 days of receipt of the preliminary report to avoid becoming grant conditions.
FQHC Consultants can assist health centers in preparing for HRSA site visits by conducting mock visits, identifying potential areas of concern, and helping address any issues before the actual visit. FQHC Consultants can also help interpret site visit findings and develop action plans to implement recommendations and address any identified deficiencies.
7. Audit Reports
Single Audit Reports, required under the Single Audit Act, assess the financial operations and compliance of the health center. These audits ensure that federal funds are used appropriately and that financial statements are accurate.
FQHC Consultants can help health centers prepare for and manage the audit process by ensuring that financial records are complete and accurate. We can assist in coordinating with auditors, addressing audit findings, and implementing any necessary changes to improve financial management practices. FQHC Consultants can help draft the critical management reponse letter to audit findings and set the health center on a road to compliance to avoid future findings.
8. Closeout Reports
Closeout Reports summarize the final status of grant expenditures, project outcomes, and any remaining balances at the end of the grant period. These reports are critical for the final reconciliation of grant funds.
FQHC Consultants can assist in preparing Closeout Reports by ensuring that all financial and programmatic data is accurately compiled and reported. They can help health centers finalize their financial accounts, address any outstanding issues, and submit the final report to HRSA for capital grants, other additional grants, and when the health center is winding down operations.
9. Grant Continuation Applications
Grant Continuation Applications are required to request continued funding and include updates on progress, revised budgets, and future plans. These applications are essential for securing ongoing support.
FQHC Consultants can assist in preparing grant continuation applications by helping to update progress reports, revise budgets, and outline future plans. They can ensure that applications meet HRSA’s requirements and deadlines and improve the chances of receiving continued funding.
In summary, HRSA Section 330 reporting requirements are comprehensive and require careful attention to detail. FQHC consultants play a crucial role in supporting health centers by providing expertise in financial management, compliance, data analysis, and report preparation. Their assistance helps ensure accurate, timely, and compliant reporting, ultimately contributing to the successful administration of HRSA grants and the effective operation of health centers.