In 2003 CFHC began to evaluate opportunities to improve the way that Delegate Agencies collect and report family planning patient data. “We were looking for a system that would help us to streamline and improve the quality of the data being collected and submitted, so that there are fewer errors and the information can be validated. And it was important that any new system be less burdensome for the clinics in terms of the amount of staff time spent on reporting,” says Tanya Parker, Project Manager at CFHC. After careful evaluation and research, CFHC chose to implement the Centralized Data System (CDS).

Improving Data Collection

CDS is a data warehouse that collects information directly from practice management systems at the clinics, while maintaining compliance with HIPAA. The system is able to accept data from whatever program the Agency uses. Once the information is collected, it is cleaned and stored in a central database, where it can then be analyzed. The program has increased data analysis and reporting capability to both CFHC and Delegate Agency staff. At present more than 75% of the Delegate Agencies submit data electronically to the CDS monthly. In 2008 all Delegate Agencies will submit their data electronically.

In choosing the Centralized Data System, CFHC joined a growing number of Title X grantees who are also collecting data in this way. Although change is never easy, many of the Delegate Agencies have found that they appreciate how quickly the Centralized Data System can clean data and generate reports. “The reporting is much more accurate using the Centralized Data System, because the various tables are directly populated with the data entry from our system,” says Vanessa Morrison of JWCH Institute, Inc. “We have been using the CDS for over a year and I can truly say that it has been such a help.  With my heavy workload, I appreciate the fact that it literally takes only minutes to upload the files and the report is done.”

Writing Successful Grant Proposals

Several Agencies have found that the CDS not only fulfills their Title X reporting obligations, but also has helped them to write effective grant proposals. Earlier this year when the Northeast Valley Health Corporation prepared a grant application, they were required to submit data as part of the application. They soon realized that the information they needed had already been submitted to the Centralized Data System as part of their FPAR data. After working with CFHC Program Manager Christy Ngo, the clinic received a table outlining all of the information needed for their grant. “I found CFHC’s services to be professional and highly efficient,” reports Jose Paredes of NVHC, “The data Christy provided me were incorporated into a competing grant, and I believe this strengthened our application.”

Beginning later this month, Delegate Agencies will have the ability to perform their own queries and generate their own reports. In addition to using the reports for grant applications, agencies could also use the system to generate and track their own performance measures. “We are very excited to offer this feature to Delegate Agencies,” says Tanya Parker, Project Manager. “We have been working hard to provide reports back to Agencies that they can use for their own purposes.”

Expanding Capacities Through CDS

CFHC has its own hopes for expanding the use of CDS. Eventually the system may be used by other programs within CFHC, like the Chlamydia Project, to track disease patterns and trends for the whole state. In addition, as a member of the Family Planning Councils of America, CFHC has proposed that the Centralized Data System be used to capture performance measures across all 20 family planning councils nationwide. The Family Planning Councils of America began a project whereby 15 core measures regarding contraception and pregnancy, STI and HIV screening, cancer screening, and services to adolescents are collected from Title X-funded clinics. Ms. Parker feels that the Centralized Data System will be an excellent means of collecting some of the information. Since much of the information that will be needed to track performance measures has already been uploaded to CDS, Ms. Parker believes that the transition to reporting performance measures should be smooth.

“Now that the system is established, we’re looking at ways to utilize CDS for data collection and analysis without creating a burden for the Delegate Agencies,” says Ms. Parker.

Want to Learn More About the Centralized Data System?

Questions or requests for more information about the Centralized Data System can be directed to Tanya Parker at (800) 440-3238 ext. 4546 or via email at parkert@cfhc.org.

[ Return to Summer 2007 ]