Oregon Standards for Certification

SECTION F: DATA COLLECTION/REPORTING

Data Collection and Reporting

F.1   Data Collection Requirements:

  1. Center must maintain an electronic data collection system that is compatible with the state collection system and has the capacity to collect the required variables listed below. Compatibility means the system can export required variables along with dictionary files in a useable format.

F.2   Data Variable Requirements:

  1. Certain data variables shall be collected at each encountered visit including:
    • Unique patient identifier (not name)
    • Date of birth
    • Gender
    • Race (as defined by state TAO)
    • Grade (grade & student status codes as defined)
    • Insurance status (as defined by state TAO, but to include at a minimum the following categories: public, private, none, unknown)
    • Date of visit
    • Location of visit (site identification)
    • Provider type (as defined by state TAO)
    • CPT visit code(s)
    • Visit time units
    • Diagnostic code(s) (ICD-9 or 10, DSM IV)
    • Selected risk factor status (see guidance, F.4.a)

F.3   Data Reporting Requirements:

  1. Data shall be reported to the state TAO on an annual basis. A mid-year preliminary report may be requested by the state as a means of monitoring sites' data collection operations and to provide technical assistance if problems are noted.

F.4   Risk Factor Guidance:

  1. Information about the following selected risk factors may be required at least annually on each patient: tobacco, alcohol, sexual activity, and immunization status. For patients with an identified risk factor, additional data elements may be collected at each encountered visit.1

1Implementation anticipated in service year '00-'01. Further guidance to follow at a later date.

SECTION G: QUALITY ASSURANCE

Quality Assurance

G.1   Quality Assurance Requirements:

  1. Center shall have a defined quality assurance (QA)/continuous quality improvement (CQI) process in place with a designated QA coordinator.

  2. Center shall complete a current version of the state's Continuous Quality Improvement and Review Tool (CQIRT) or an equivalent tool on an annual basis and shall develop program goals and work plans to bring the program into compliance with the tool's recommendations.

  3. Center shall have at least one technical assistance visit annually to the individual SBHC or to the certified system from a state TAO staff member to discuss QA issues.

SECTION H: TERMINOLOGY

Terminology

H.1   Definitions:

  1. Referral (D.5.a, E.1.a) means that there is an identified resource for that service. A contract for services, memorandum of understanding or statutory access must facilitate those services. Protocols and necessary information in order to execute a referral must be documented and available within the centers.

H.2   Acronyms/ Abbreviations:

  1. ADA - Americans with Disabilities Act
  2. AOD - Alcohol and Other Drugs
  3. CLIA - Clinical Laboratory Improvement Amendments
  4. CQI - Continuous Quality Improvement
  5. CQIRT - Continuous Quality Improvement Review Tool
  6. CPT - Current Procedural Terminology
  7. DO - Doctor of Osteopathy
  8. DSM IV - Diagnostic and Statistical Manual of Mental Disorders, Fourth Edition
  9. EPSDT - Early and Periodic Screening, Diagnosis, and Treatment Program
  10. FTE - Full-time equivalent
  11. GC - Gonorrhea
  12. Hgb/Hct - Hemoglobin/ Hematocrit
  13. HIV/ AIDS - Human Immunodeficiency Virus/ Acquired Immune Deficiency Syndrome
  14. ICD-9 or 10 - International Classification of Disease- Version 9 or 10
  15. IUD - Intrauterine device (contraceptive)
  16. KOH - Potassium Hydroxide Preparation (fungal smear)
  17. LPN - Licensed Practical Nurse
  18. MD - Doctor of Medicine
  19. NP - Nurse Practitioner
  20. OAR - Oregon Administrative Rules
  21. OHD - Oregon Health Division
  22. OMAP - Oregon Medical Assistance Program (Medicaid)
  23. ORS - Oregon Revised Statutes
  24. OSHA - Occupational Safety and Health Association
  25. OTC - Over-the-counter medication (nonprescription)
  26. PA - Physician Assistant
  27. PAP - Papanicolaou smear (cervical screening test)
  28. PPD - Intradermal tuberculosis screening test
  29. QA - Quality Assurance
  30. QMHP - Qualified Mental Health Professional
  31. RN - Registered Nurse
  32. SBHC - School-Based Health Center
  33. STD/ STI - Sexually Transmitted Disease/Sexually Transmitted Infection
  34. TAO - Technical Assistance Office
  35. UHCG - Urine Human Chorionic Gonadotropin (qualitative pregnancy test)

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