OVC Change Memo Form

DATE: July 19, 2023

TO: Daniel Cline, OMB Clearance Officer

FROM: Samantha Miller, Acting HRSA Information Collection Desk Officer

______________________________________________________________________________

Request: The Health Resources and Services Administration (HRSA) Bureau of Primary Health Care (BPHC) Optimizing Virtual Care (OVC) program requests approval for changes to the Biannual Measures Report Template (OMB 0906-0075 expiration date 04/31/2026)

Purpose: The purpose of this request is to make changes to the Biannual Measures Report Templates based on feedback from grant recipients and subject matter experts, including clarifying reporting instructions. The overall scope of change to each of the instruments is minimal and will provide more accurate data reporting on several key measures, including the innovative telehealth and virtual care measures being tested by the program. Having more complete and accurate data will allow HRSA to better track and understand differences in program implementation across grant recipients and better assess the feasibility of the pilot measures for telehealth and virtual care approaches that are included in both templates. This memo explains the changes and supporting rationale.

Changes: Table A explains the changes to the OVC Biannual Measures Report Template version 6.0, including the relevant section of the instrument where the proposed changes occurred, a description of the proposed change, and the rationale for the change. The revisions are reflected in the OVC Biannual Measures Report Template version 7.0 (attached). The proposed changes do not substantially change the estimated reporting burden for grant recipients.

Time Sensitivity: The data collection changes must be completed in a timely manner to ensure that the data collection schedule will not experience significant delay. Approval of these changes is requested by 31 of July 2023, to implement the changes in the data collection instruments and to distribute the updated templates to OVC grant recipients.

Table A: Non-Substantive Changes Implemented to the OVC Biannual Measures Report Template

Instrument	Instrument Section	Change Implemented	Rationale
OVC Biannual Progress Report Template version 6.0	Access Table 9, row g.	Revised reporting instructions from “Ages older than 65” to “Ages 65 and older”.	This revision allows HRSA to capture data on patients aged 65 in Table 9. The updated instructions will improve the quality and completeness of data collected by HRSA through the OVC Biannual Progress Report Template version 7.0.
OVC Biannual Progress Report Template version 6.0	Care Coordination table 15	Updated table description to reflect that the purpose of the table is to collect data on staff virtual care training availability and topics versus training format.	The updated description clarifies the purpose of the data being collected through the OVC Monthly Biannual Progress Report Template version 7.0.
OVC Biannual Progress Report Template version 6.0	Care Coordination Tables 17 and 18	Updated instructions for column B in Care Coordination Tables 17 and 18 to clarify guidance and lookback period for reporting the number of claims reimbursed. Revised "B. Number of claims reimbursed during the six months prior to the current reporting period (For example: During Reporting Period 2, share data from Reporting Period 1)” to “Number of submitted virtual care claims (reported in Column A) that were reimbursed by the last day of the current reporting period (Example: In Reporting Period 2, report number of claims reimbursed by the last day of Reporting Period 2 - 2/28/2023”. For both tables, removed note stating that reporting is optional for Reporting Period 1.	The updated instructions will improve the quality and completeness of data collected by HRSA through the OVC Biannual Progress Report Template version 7.0.
OVC Biannual Progress Report Template version 6.0	Care Coordination Table 17	Removed ‘In-person’ from the virtual care type description and removed the corresponding ‘Face-to-Face (in-person) visits’ reporting row. The purpose of this table is to collect data on virtual care claims reimbursement.	The updated instructions will improve the quality and completeness of data collected by HRSA through the OVC Biannual Progress Report Template version 7.0.