Any CHC - Sample Multi-year TREND REPORT Access and Financial Measures Budget Access to Primary Care Number of Patients/Users - PM#1 Measures Access to Health Care The number of patients utilizing services is a significant indicator of a health center’s effort to meet the health care needs of its community, as well as an important indicator of the health center’s market penetration. Any CHC Number of Unduplicated Patients 20,000 18,870 18,020 18,000 17,638 16,000 15,126 14,000 15,009 12,000 2003 2004 2005 Total Patients 2006 2007 Any CHC Patients - Gender Breakdown 70% 65% 63% 62% 62% 60% 55% 59% 59% 41% 41% 50% 45% 40% 35% 38% 38% 2004 2005 37% 30% 2003 Males 2006 Females 2007 Any CHC Patients - Age Breakdown 100% 77% 80% 60% 72% 74% 74% 26% 26% 2004 2005 77% 40% 28% 23% 23% 20% 0% 2003 2006 Children 19 Years of Age and Under Adults Over 19 Years of Age 2007 Any CHC Patients - Ethnicity Breakdown 60% 48% 50% 46% 40% 38% 40% 37% 40% 29% 34% 30% 30% 20% 21% 25% 20% 12% 10% 0% 4% 0.5% 14% 13% 2003 0.1% 0.1% 2004 Asian/Pacific Islander N - 4% U - 4% Am Indian/Alaska Native N - 1% U - 1% Hispanic or Latino N - 36% U - 39% 16% 16% 15% 0.5% 0.5% 0.1% 16% 2005 0.4% 0.4% 0.1% 2006 0.1% 2007 Black/African American N - 23% U - 31% White N - 37% U - 24% Ethnicity Not Reported Any CHC Patients - Medical Service 20,000 18,743 18,000 17,638 17,257 16,000 15,126 15,009 14,000 12,000 2003 2004 2005 Total Medical Patients 2006 2007 Any CHC Patients - Other Service Types 2000 1,503 1500 1,418 1,223 1,104 1000 983 746 870 611 501 500 424 269 91 47 239 15 0 2003 2004 Total Dental Patients Total Enabling Services Patients 2005 2006 Total Mental Health Patients 2007 Average Number of Visits Per User Measures Practice Quality, Comprehensive Care, and Acuity Calculation: Total Provider Medical Encounters (physicians and mid-levels only) - divided by Total Medical Users (Patients) The Measure is Calculated in the Same Manner for Each Type of Service Provided by a Health Center Any CHC - Average Number of Visits Per User 4.5 4.23 4.0 3.60 3.5 3.26 3.23 3.22 3.0 2.87 2.5 2.0 2.41 3.24 3.00 3.02 2.84 2.97 2.33 2.40 2.13 1.89 1.70 1.89 1.5 1.47 1.30 1.0 2003 2004 2005 2006 Medical - N - 3.18 U - 3.14 Dental - N - 2.41 U - 2.41 Mental Health - N - 4.93 U - 4.90 Enabling Services - N - 2.80 U - 2.98 2007 Any CHC - Patient Mix by Payer Type 60.0% 50.5% 50.0% 40.0% 45.4% 51.6% 46.3% 45.1% 30.5% 30.0% 28.2% 23.6% 20.0% 16.8% 14.5% 23.9% 15.0% 9.9% 10.0% 0.0% 15.6% 23.1% 14.6% 11.0% 14.0% 11.4% 0.0% 9.2% 0.0% 0.0% 0.0% 0.0% 2003 2004 2005 2006 2007 Uninsured Users N - 39% U - 41% Medicaid Users N - 35% U - 39% Medicare Users N - 8% U - 6% Other Public Users N - 2% U - 3% Private Insurance Users N - 16% U - 11% Any CHC - Patient Mix by Payer Type 10,000 9,530 9,304 8,171 8,000 6,864 6,774 6,000 4,608 4,000 2,000 0 4,976 4,513 4,155 3,538 2,528 2,169 2,266 2,750 1,741 2,755 2,515 2,046 2,072 0 1,388 0 0 0 0 2003 2004 2005 2006 2007 Uninsured Users N - 39% U - 41% Medicaid Users N - 35% U - 39% Medicare Users N - 8% U - 6% Other Public Users N - 2% U - 3% Private Insurance Users N - 16% U - 11% Any CHC Patient Income Level 60% 54.4% 50% 47.4% 49.1% 40% 34.3% 35.0% 46.4% 37.0% 42.3% 39.2% 30% 27.7% 20% 14.5% 10% 13.4% 3.0% 0% 13.9% 2.5% 1.2% 2003 13.8% 0.9% 2004 2.1% 0.6% 2005 13.4% 2.4% 3.2% 1.4% 0.9% 2006 Percent with Income: 100% and Below FPL Percent with Income: 101% to 150% of FPL Percent with Income: 151% to 200% of FPL Percent with Income: Over 200% of FPL Percent with Income: Unkonwn 2007 Any CHC - Number of Patients Contributing Factors: CF1: CF2: CF3: CF4: CF5: CF6: Any CHC - Number of Patients Restricting Factors: RF1: RF2: RF3: RF4: RF5: RF6: Next Steps Any CHC - Number of Patients Performance Improvement Options: PIO1 PIO2 PIO3 PIO4 PIO5 Current Ratio Measures Financial Liquidity Minimum of 1.0 - with 2.0 preferred Calculation: Current Assets / Current Liabilities Source: Month End and Year End Balance Sheet - One of the Routine Financial Statements. The Balance Sheet is a snapshot of the financial position of the organization at the point in time (date) of the Financial Statement. All activities of the health center (What people do) impacts the Current Ratio: Increased Encounters = Increased Revenue = Improved Profitability = Increase in the Current Ratio Current Assets Cash or Readily Converted to Cash Cash Net Patient Services Accounts Receivable Grants and Contracts Receivable Prepaid Expenses (rent, insurance, etc.) Current Liabilities Expenses /Obligations Due in One Year Time Accounts Payable Accrued Expenses (payroll taxes/withholdings, uncompensated absences, etc.) Capital Leases - Current Portion Lines of Credit Notes/Mortgage Payable - Current Portion Any CHC Current Ratio 3.5 3.00 3.0 2.5 2.27 2.0 1.5 1.69 1.86 1.42 1.0 0.5 0.0 2004 2005 Current Ratio 2006 BPHC Minimum 2007 2008 BPHC Preferred Any CHC Balance Sheet Data Description Cash Patient Accounts Receivable - Net Grants and Contracts Receivable Accounts Receivable - Other Other Current Assets Total Current Assets Accounts Payable Accrued Payroll and Related Expenses Deferred Revenue Other Accrued Liabilities Line of Credit & Short-term Notes Current Portion - Long-term Debt & Cap Leases Total Current Liabilities Current Ratio (CA/CL) Working Capital (CA-CL) Prior Year Audit Jan 31, 2004 $ 182,980 $ 736,069 $ 34,897 $ 143,439 $ 202,297 $ 1,299,682 $ 105,072 $ 337,021 $ 59,303 $ 47,009 $ $ 219,260 $ 767,665 1.69 $ 532,017 Prior Year Audit Jan 31, 2005 $ 284,891 $ 1,237,990 $ $ 143,300 $ 215,841 $ 1,882,022 $ 120,309 $ 304,145 $ 60,167 $ 19,633 $ $ 123,708 $ 627,962 3.00 $ 1,254,060 Prior Year Audit Jan 31, 2006 $ 333,982 $ 1,341,604 $ 57,258 $ 234,596 $ 252,430 $ 2,219,870 $ 283,020 $ 411,554 $ 57,705 $ 28,971 $ $ 196,668 $ 977,918 2.27 $ 1,241,952 Prior Year Audit Jan 31, 2007 $ 918,327 $ 997,654 $ $ 231,288 $ 266,634 $ 2,413,903 $ 459,152 $ 466,270 $ 134,405 $ 30,287 $ 131,066 $ 78,708 $ 1,299,888 1.86 $ 1,114,015 UNAUDITED Jan 31, 2008 (12 m onths) $ 678,979 $ 1,501,358 $ 264,633 $ 128,815 $ 280,379 $ 2,854,164 $ 720,815 $ 562,052 $ 382,780 $ 2,487 $ 131,066 $ 209,774 $ 2,008,974 1.42 $ 845,190 Percent Change 2004 to 2008 271.1% 104.0% 658.3% -10.2% 38.6% 119.6% 586.0% 66.8% 545.5% -94.7% #DIV/0! -4.3% 161.7% -16.1% 58.9% Variance 2004 to 2008 $ 495,999 $ 765,289 $ 229,736 $ (14,624) $ 78,082 $ 1,554,482 $ 615,743 $ 225,031 $ 323,477 $ (44,522) $ 131,066 $ (9,486) $ 1,241,309 -0.27 $ 313,173 Total Net Assets Net Worth Calculation: Total Assets (Audited Balance Sheet) - Minus - Total Liabilities (Audited Balance Sheet) The difference between what the organization owns minus the debts the organization owes. Negative Net Assets is an indication of severe financial weakness and raises the question of financial viability. Any CHC - Total Net Assets $5,000,000 $4,368,766 $4,000,000 $3,853,603 $3,094,507 $3,238,584 $3,000,000 $2,000,000 $2,312,196 2004 2005 2006 Total Net Assets 2007 2008 Debt Management Ratio Measures the Debt Load - Percent of Debt to Total Assets Calculation: Total Liabilities (Audited Balance Sheet) - Divided by - Total Assets (Audited Balance Sheet) The target is a Debt Management Ratio below 0.50 (or less than 50% of Total Assets tied up in Debt). A Debt Management Ratio in excess of 1.0 is an indication of excessive debt load and is an indicator that the organization’s financial viability is in question. Any CHC - Debt Management Ratio 1 0.75 0.5 0.3 0.24 0.25 0.26 0.32 0.19 0 2004 2005 2006 Debt Management Ratio 2007 Maximum Target 2008 Increase/(Decrease) in Net Assets Measures Financial Results from Operations Calculation: Total Operating Revenues (Audited Stmt of Activities) - Minus - Total Operating Expenses (Audited Stmt Activities) Donated Capital Assets increase Net Assets but are not included in order to evaluate the results from operations only. Any CHC - Increase/Decrease in Net Assets $16,000,000 $13,000,000 $10,000,000 $7,000,000 $4,000,000 $825,178 $1,000,000 $233,200 $73,405 $63,282 ($211,082) ($2,000,000) 2004 2005 2006 2007 2008 Total Revenues Total Expenses Increase/Decrease in Net Assets - Operating Incr/Decr in Net Assets - w/Cap Grants & Non-Op Net Patient Services Revenue Measures Amount of Revenue Derived from Patient Services Calculation: Total Patient Services Revenue (per Audit) Net of Adjustments for Contractual Allowances, Discounts, Bad Debt, and Reserve for Doubtful Accounts Patient Services Revenue is an important resource for covering the costs of providing services. These revenues should increase over time due to inflation and more importantly due to growth in the number of patients served annually. Any CHC - Net Patient Services Revenue $9,000,000 $8,042,489 $8,000,000 $7,692,353 $7,097,036 $7,000,000 $6,312,193 $6,350,500 $6,201,508 $6,000,000 $4,954,801 $5,000,000 $4,543,650 $4,798,203 $4,000,000 $3,950,774 $3,000,000 2004 2005 2006 2007 Net Patient Services Revenue - Audit (Accrual) Net Patient Services Receipts Collected UDS (Cash) 2008 Any CHC - Federal 330 Grants & Other Sources of Revenue $8,000,000 $7,000,000 $6,116,399 $6,461,881 $6,000,000 $4,770,549 $5,000,000 $4,485,696 $4,000,000 $3,000,000 $3,595,469 $2,765,861 $2,375,679 $1,828,127 $2,000,000 $1,993,240 $1,658,927 $1,000,000 2004 2005 2006 2007 Grant - Federal 330 Health Center Cluster - CHC and HCH Other Sources of Revenue 2008 Any CHC - Percent of Patient Services and Other Non-Federal 330 Sources of Revenue 75% 65% 58.0% 57.0% 57.2% 55.7% 55% 55.4% 45% 35% 24.9% 25.1% 2005 2006 27.1% 25% 25.5% 23.1% 15% 2004 2007 Other Non-Federal CHC Sources of Revenue Net Patient Services Revenue 2008 Percent of Income from BPHC Receipts Measures Efficiency in Establishing Other Sources of Income Calculation: BPHC Health Center Cluster Grant Funds - divided by - Total Annual Income from All Sources Any CHC - Percent of Income from BPHC Receipts 25% 21% 21% 20% 19% 19% 17% 15% 10% 2003 2004 2005 2006 Percent of Income from BPHC % BPHC Receipts - National Average 2006 - 19% % BPHC Receipts - Rural Average 2006 - 17% 2007 Percent Change: Net Patient Services Revenue compared to Net Patient Accounts Receivable Measures Effectiveness of Patient Services Revenue Accounting Procedures Calculation: Percent Change in Net Patient Revenues Compared to (Audits Year to Year) Percent Change in Net Patient Services Accounts Receivable The trend lines should be a mirror image if accounting procedures for patient services revenue are effective. Fluctuations and crossing trend lines is an indication of the need for accounting/audit adjustments to bring amounts in line with realizable values (collectible amounts). Any CHC - Percent Change: Net Patient Revenues compared to Net Patient Accounts Receivable 80% 68% 60% 50% 52% 40% 38% 22% 29% 20% 8% 5% 0% 2% -20% -26% -40% 2004 2005 2006 2007 Percent Change in Net Patient Revenues Percent Change in Net Patient Accounts Receivable 2008 COLLECTION RATE (Percent of Gross Charges Collected) Measures Efficiency in Collecting Patient Services Revenue Calculation: Total Charges Collected (Table 9-D, Col. 3, Line 14) - divided by - Total Gross Charges (Table 9-D, Col. 2, Line 14) The Calculation can be done for each payer type using the same formula - subtotal for each payer type from Table 9-D. Any CHC Percent of Gross Charges Collected 160% 149% 140% 120% 109% 107% 101% 96% 100% 80% 60% 40% 84% 79% 82% 78% 78% 94% 85% 71% 77% 58% 75% 57% 63% 53% 28% 29% 48% 27% 58% 53% 27% 22% 20% 0% 99% 0% 0% 2003 2004 Total N 62% U 59% Medicare N 69% U 65% Private Ins N 59% U 52% 2005 2006 2007 Medicaid N 88% U 84% Other Public N 69% U 67% Self-Pay N 23% U 18% Issues that Affect the Collection Rate: Fee Schedule Patient Mix by Financial Payer Class Patient Registration Practices Billing and Collection Policies and Procedures Provider Coding Norms FQHC (Prospective Payment) Rate FQHC Rate Setting & Settlement Policies & Procedures Degree of Medicaid and Other Managed Care Sliding Fee Discount Minimum Sliding Fee Discount Policies and Procedures Contractual Agreements with Health Plans Staffing Level, Skills, & Training of Billing & Collection Office Data Systems Reporting Capabilities and Monitoring Activities Average Charge Per Billable Encounter Measures Effectiveness of Fee Schedule and Coding Practices Calculation: Total Gross Charges (for the period) - divided by - Total Billable Encounters (for the period) Includes medical (physicians + mid-levels), dental, & mental health services Data is obtained from the UDS Report - Tables 5 and 9-D Any CHC Average Charge Per Billable Encounter $250 $237 $225 $200 $190 $193 $172 $175 $150 $140 $125 2003 2004 2005 2006 Average Charge per Billable Encounter National Average 2006 - $156 Urbanl Average 2006 - $170 2007 Average Collection Per Billable Encounter Measures Effectiveness of Billing and Collection Efforts Calculation: Total Charges Collected (for the period) - divided by - Total Billable Encounters (for the period) Includes medical (physicians + mid-levels), dental, & mental health services Data is obtained from the UDS Report - Tables 5 and 9-D Any CHC Average Collection Per Billable Encounter $150 $125 $125 $111 $100 $91 $75 $91 $80 $50 2003 2004 2005 2006 Average Collection per Billable Encounter National Average 2006 - $96 South Carolina Average 2006 - $82 2007 Patient Payer Mix Measures Distribution of Patients by Financial Class Calculation: Patient Users - Each Financial Class (UDS Table 4) - Divided By - Total Patient Users (UDS Table 4) Due to significant differences in the average revenue received per encounter by Third Party Payers and Self-Pay Patients the Patient Payer Mix has a significant impact on revenue potential, collection rates, and profitability. Any CHC - Patient Mix by Payer Type 60.0% 50.5% 50.0% 40.0% 45.4% 51.6% 46.3% 45.1% 30.5% 30.0% 28.2% 23.6% 20.0% 16.8% 14.5% 23.9% 15.0% 9.9% 10.0% 0.0% 15.6% 23.1% 14.6% 11.0% 14.0% 11.4% 0.0% 9.2% 0.0% 0.0% 0.0% 0.0% 2003 2004 2005 2006 2007 Uninsured Users N - 39% U - 41% Medicaid Users N - 35% U - 39% Medicare Users N - 8% U - 6% Other Public Users N - 2% U - 3% Private Insurance Users N - 16% U - 11% Any CHC - Patient Mix by Payer Type 10,000 9,530 9,304 8,171 8,000 6,864 6,774 6,000 4,608 4,000 2,000 0 4,976 4,513 4,155 3,538 2,528 2,169 2,266 2,750 1,741 2,755 2,515 2,046 2,072 0 1,388 0 0 0 0 2003 2004 2005 2006 2007 Uninsured Users N - 39% U - 41% Medicaid Users N - 35% U - 39% Medicare Users N - 8% U - 6% Other Public Users N - 2% U - 3% Private Insurance Users N - 16% U - 11% Provider Team Productivity Measures Provider/Practice Efficiency Medical Team Calculation: Total Provider Medical Encounters (physicians and mid-levels only) - divided by Physician FTEs + 50% of Mid-Level FTEs The Dental Team Productivity is Calculated in the Same Manner with Hygienists at 50% of the FTE Value Any CHC - Medical Provider Team Productivity 6,000 4,654 4,500 4,468 4,442 4,012 3,815 3,000 3,342 3,048 4,084 3,612 3,129 3,084 3,033 2,994 1,221 1,500 4,258 3,931 1,206 1,076 1,132 994 0 2003 2004 2005 2006 2007 Medical Provider Team Productivity - N - 4280 U - 4183 Average Provider Productivity - Medical - Physicians Only - N - 3868 U - 3789 Average Provider Productivity - Medical - Mid-Levels Only - N - 2921 U - 2769 Medical Users Per Provider FTE - N - 1109 U - 1096 Any CHC - Dental Provider Team Productivity 15,000 13,400 12,500 10,000 9,100 7,500 5,000 3,500 2,526 2,500 1,000 0 1,500 1,458 771 470 2003 2004 2005 2006 Dental Provider Team Productivity - N - 2716 U - 2715 Dental Users Per Provider FTE - N - 975 U - 985 889 2007 Factors that Impact Provider Team Productivity Hours of Operation for Each Site Capacity of Each Site – Number of Exam Rooms, Number of Provider FTEs, Parking, Space for Support Staff, and Patient Waiting Area Provider Staffing Level versus Patient Demand for Each Site – including fluctuations in patient demand Medical/Dental Support and Patient Support Staff by Site Total Hours Providers are Scheduled to See Patients Face-to-Face – daily/weekly/annually (incorporate personnel leave benefits, training, regular meetings into analysis of hours) Patient Scheduling Practices – including number scheduled per hour per provider, number of days out that patient appointments can be made (90 to 120 days), unanticipated provider absence (cancel or transfer appointed patients to another provider that day), degree of walk-ins, timing of walk-ins, use of same day appointments, no show rate, how no show rate and walk-ins are factored into scheduling practices, etc. Closures for Holidays, Weather-related Events, etc. Provider Turnover by Site – When, Number of FTEs, Period of Vacancy or Overlap, etc. Start-up Activity of a New Site or Expanding Capacity Telephone System Functionality – number of lines, number of staff answering lines, number of staff that can make appointments Patient Registration Practices – time it takes to process Patient Wait and Cycle Time at each pass-off and from beginning to end of office visit (patient satisfaction) Volume of New Patients versus Existing Patients Facility Layout by Site – does it facilitate patient flow or hinder it? Average Number of Visits Per User Measures Practice Quality, Comprehensive Care, and Acuity Calculation: Total Provider Medical Encounters (physicians and mid-levels only) - divided by Total Medical Users (Patients) The Measure is Calculated in the Same Manner for Each Type of Service Provided by a Health Center Any CHC - Average Number of Visits Per User 4.5 4.23 4.0 3.60 3.5 3.26 3.23 3.22 3.0 2.87 2.5 2.0 2.41 3.24 3.00 3.02 2.84 2.97 2.33 2.40 2.13 1.89 1.70 1.89 1.5 1.47 1.30 1.0 2003 2004 2005 2006 Medical - N - 3.18 U - 3.14 Dental - N - 2.41 U - 2.41 Mental Health - N - 4.93 U - 4.90 Enabling Services - N - 2.80 U - 2.98 2007 Any CHC - Support Staff Ratios 2.5 2.16 2.2 2.03 2.0 1.9 1.89 1.68 1.5 1.58 1.61 1.42 1.75 1.33 1.48 1.0 0.5 0.0 0 2003 0 0 2004 2005 2006 Direct Medical Support Ratio N - 1.70 U - 1.74 Patient Support Ratio N - 1.26 U - 1.22 Dental Support Staff Ratio N 1.39 U 1.36 2007 Uncompensated Care Ratio Measures Efficient Use of BPHC Grant Funds Calculation: Sliding Fee Discounts + Medicaid Contractual Adjustments (only if aggregate amount reduces gross charges) - divided by - BPHC Health Center Cluster Grant Funds Any CHC Uncompensated Care Ratio 250% 224% 225% 200% 175% 165% 170% 159% 150% 148% 125% 100% 2003 2004 2005 2006 Uncompensated Care to BPHC Receipts Ratio UCR National Average 2006 - 140% UCR Urban Average 2006 - 177% 2007 Factors Impacting the Uncompensated Care Ratio Fee Schedule/Charge Master - Are Fees in Line with Market/National Norms? Set for All Services Provider Coding Norms - Based on National Benchmarks/Under-coding Sliding Fee Discount Policies and Procedures Sliding Fee Discount Minimums - How do they compare with neighboring CHCs/National? Sliding Fee for Ancillary Services - All Inclusive versus Separate Minimum? Sliding Fee for Underinsured - Co-Pays and Deductibles? Policy on Failure to Pay - How is the Patient Handled? Bad Debt Write-off? Signage on Availability of Sliding Fee - How do Patients Know? Methods Used to Inform Community About Discounted Services Patient Registration Practices - How is the Application Process Handled? FQHC (Prospective Payment) Rate FQHC Rate Setting & Settlement Policies & Procedures Amount of BPHC Health Center Cluster Grants Patient Mix by Financial Payer Class - Sliding Fee (by category) and Medicaid Billing and Collection Policies and Procedures Staffing Level, Skills, & Training of Front Desk, Patient Reps, Billing & Collections Data Systems - Is the data captured? How Reporting Capabilities and Monitoring Activities Percent of Administrative & Facility Costs Measures Operating Efficiency for Overhead Costs Calculations: Total Administration Costs (Table 8-A, Col. (a), Line 15) - divided by - Total Accrued Costs (Table 8-A, Col. (c), Line 17) Total Facility Costs (Table 8-A, Col. (a), Line 14) - divided by - Total Accrued Costs (Table 8-A, Col. (c), Line 17) Any CHC Percent of Admin & Facility Costs 45% 40% 40% 37% 38% 35% 39% 36% 30% 24% 23% 25% 23% 20% 22% 22% 15% 10% 8% 8% 7% 5% 7% 7% 2004 2005 0% 2003 2006 2007 Administrative Cost Percentage - Nat. Avg. 25% U- 26% Facility Cost Percentage - Nat. Avg. 7% U - 8% Administrative and Facility Percent of Total FTEs - N - 40% Any CHC - Current Ratio Contributing Factors: CF1: CF2: CF3: CF4: CF5: CF6: Any CHC - Current Ratio Restricting Factors: RF1: RF2: RF3: RF4: RF5: RF6: Any CHC - Current Ratio Next Steps PIO1 PIO2 PIO3 PIO4 PIO5 Performance Improvement Options: