School-Based Health Center Data Requirements

Visit data submission

Visit and encounter data will be collected monthly through the SFTP server referred to as Cerberus. Each visit and the data elements of that visit, described below, must be collected and included in the electronic submission of monthly visit data.

Visit data must be submitted through Cerberus on the 15th of each month for the month prior. Each file must be submitted in CSV format.

Data collected will be aggregated and presented in a Snapshot report. Snapshot calls will take place twice a year to ensure that the data collected reflects actual utilization and categorization of visit types provided by the SBHCs.

Visit the SBHC Data Set Template for more information.

Operational plans

To ensure that we have a comprehensive understanding of operations and goals at each SBHC, the completion of operational plans is mandatory.

At the beginning of each school year, the SBHC is required to submit the SBHC Information form and the Year Ahead form. The SBHC Information form covers basic information such as staffing, location, accessibility, and outreach. The Year Ahead form details Quality Improvement goals and funding sources.

After the first semester of the school year, sponsors are required to submit the Mid-Year Operational Plan form. This form covers successes and challenges relating to the chosen QI measures. SBHCs also have the opportunity to provide success stories at this point in the year.

Finally, at the end of the school year, SBHCs must submit the End of Year Operational Plan. This form covers completion, successes, and challenges regarding the chosen QI measures. SBHCs may also provide success stories for the entire school year, which may be included anonymously in the annual report.

Screening

Each site is required to administer a comprehensive risk screening to at least 75% of students seen at the SBHCs. The comprehensive screening should align with the HEADSS model and include screening for food and housing security, anxiety, depression, substance use, sexual history, family situation, school engagement, and health and exercise practices. Apex’s Just Health screening tools for Elementary and Adolescent Aged youth are available as a part of participating in the NM SBHC Data Hub project. All SBHCs should aim to screen each student at least once per year. OSAH will monitor screening rates for all sites.

Performance Measures

Each SBHC is required to choose from a list of QI measures at the beginning of each year. Throughout the year, SBHCs have the opportunity to update OSAH on the progress of their chosen QI measures. Below are Quality Improvement Plan options:

• Well-Child Check Quantity
• Weight Assessment, Nutrition, and Physical Activity Counseling
• Sexually Transmitted Infection
• Reproductive Health
• Depression Screening
• Comprehensive Risk Screening
• Substance Use

Success Story

“A parent brought in their child for their annual visit. While at the appointment, mom asked if her other child could also been seen at the SBHC the same day. We added them to the soonest available appointment. Mom was pleased she could have the siblings seen at the same clinic on the same day.” – SBHC Staff