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SBHC Data Requirements

In order to be recognized as an Oregon certified School-Based Health Center (SBHC) and eligible for State funds, data reporting elements - which are determined by the SBHC State Program Office (SPO) - must be submitted to the SPO.

The data requirements include:

  • Visit/Encounter data;
  • Student satisfaction surveys;
  • SBHC Annual Operating Revenue Information;
  • Operational Profile;
  • Key Performance Measures (KPMs).

Reference to the data requirements can be found in the Local County Health Department contracts under Program Element 44: School-Based Health Centers and in the Oregon SBHC Standards for Certification Version 4.

All SBHCs are required to use the UB Modifier for all OHP claims. More information can be found in the UB Modifier Memo.

Visit/Encounter Data

Annual visit/encounter data must be collected in an electronic data system, often referred to as a “Practice Management System.” Each visit and the data elements related to that visit described further below must be collected and submitted in an electronic format that is acceptable to the SPO.

Visit/Encounter data must be submitted via secure transmission to the SPO two times per year, no later than January 31 for the previous calendar year (July 1 – Dec 31) and no later than July 15th for the preceding service year (July 1-June 30). In some circumstances, the SPO may request Visit/Encounter data more frequently than twice per year. The SPO may require more frequent Visit/Encounter data submissions as a means of monitoring a site’s data collection operations and to provide technical assistance if problems are noted.

The data variables must be collected in an electronic data system at each encountered visit. These variables include: 

View the data elements and their required formats


Student Satisfaction Survey

All SBHCs are required to administer the annual Student Satisfaction Survey to a sample of SBHC clients who are between the ages of 12 and 19. SBHCs are provided the SPO-required Student Satisfaction Survey and instructions for their completion. SBHCs must submit completed student satisfaction survey data no later than June 30th of each year.

Parental notification of SBHC Student Satisfaction Survey

Students between the ages of 12 and 19 who visit the SBHC may be asked to complete an anonymous survey after their visit. The survey asks about the student’s satisfaction and experience at the SBHC, as well as some general questions about their physical and mental health status. Students can refuse to take the survey and this will not affect their ability to get care at the SBHC. A copy of the survey is available below. If you have questions about the survey, please contact the SBHC State Program Office at sbhc.program@dhsoha.state.or.us.

Administration of SBHC Satisfaction Survey Instructions

Satisfaction Survey 2020-2021

2020-21 iPad Survey User Manual


Operational Profile

The Operational Profile is a web-based database where SBHCs enter information that is, in part, used to demonstrate compliance with the Standards for Certification. Information collected in the database includes staffing roles and shifts, hours of operation, services provided on-site or by referral, waiver submissions for out of compliance issues, Key Performance Measures (KPM) and Financial - Annual Revenue entries for both Primary Care and Mental Health services. Each SBHC Coordinator is responsible for the managing and keeping up to date the content in their Operational Profile. The Operational Profile must be filled out before a site’s initial certification site visit, updated yearly by October 1st, as changes occur throughout the year, and prior to the verification site visit.

Access and login information is issued and maintained by the SPO. For detailed instructions, please reference the Operational Profile User's Guide.


SBHC Annual Operating Revenue Information

The billing/revenue/funding data is collected via a web-based template. It is a retrospective data report for the previous service/school year. Some of the data collected includes revenue from registration fees, third party payors such as Medicaid and Private Insurance. The template also collects other public and private funding that is used to operate the SBHC. Submission of the SBHC Annual Operating Revenue Report must occur no later than October 1st for the preceding service year (July 1-June 30) into your sites Operational Profile.  For instructions, please reference the Operational Profile User's Guide.


Key Performance Measures (KPMs)

Each certified SBHC is required to report on two Core KPMs, as well as one of eight Optional KPMs. As part of the KPMs process, SBHCs are required annually to perform a random chart audit of 20% of their charts of the eligible population, with a minimum of 30 charts and a maximum of 50 charts. If the SBHC has fewer than 30 eligible charts, they should review all eligible charts. Any physical, mental or oral health visit for which the SBHC currently submits data to SPO would be eligible to be included in the chart audit, unless explicitly stated otherwise.

Guidance documents were created to outline the definitions and requirements for each measure:

KPM Chart Audits

Each SBHC is required to submit a brief description of their chart audit process as well as a chart audit tracking sheet. The SPO created a sample tracking sheet that SBHCs may use: KPM Blank Chart Audit Spreadsheet. For an example of how the data should be entered into the chart audit spreadsheet, review this KPM Sample Chart Audit Dummy Data.

KPM Submission Timeline

Submission of KPMs data must occur no later than October 1st for the preceding service year (July 1 - June 30) into your site's Operational Profile. For instructions, please reference the  Operational Profile User's Guide.



If you have questions or comments about the SBHC data requirements, please contact Loretta Gallant at Loretta.L.Gallant@dhsoha.state.or.us.



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