FPAR 2.0 Frequently Asked Questions

This page will be updated regularly with answers to frequently asked questions regarding FPAR 2.0.

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Data Elements

OPA considers the data elements final. OMB approved FPAR 2.0 data collection under OMB control number 0990-0479.

Clinical encounters will drive data collection. All data elements are to be collected based on the clients’ needs during the clinical encounter. Please review the Valid Values and Sample Files for further guidance about missing values.

OPA encourages grantees who can report some (but not all) FPAR 2.0 data elements to submit any encounter-level FPAR 2.0 data available in February 2023. Grantees will have two options for addressing incomplete data or data quality issues: 1) They can correct encounter-level data and resubmit the data, and 2) they can also edit the grantee-level tables produced by the FPAR 2.0 system. Grantees will have the option to edit summary tables to ensure totals for each table accurately represent services provided. Grantees who, for any reason, cannot submit FPAR 2.0 encounter level data, should apply for a waiver so they can avail themselves of the alternate reporting option. Alternate reporting will consist of grantee-level aggregate level reporting.

A select number of data elements will be required on every encounter-level record to identify unique encounters, or to capture routine quality family planning care. Most data elements will be optional or only collected at some encounters. Please review the Valid Values File for further information about which elements are required and optional.

The “Attending Physician NPI” should be that of the provider providing care to the client on the encounter date. The LOINC term is, “Attending Physician NPI.” OPA cannot modify this but recognizes that other providers besides physicians have NPI numbers. If the person providing family planning services has an NPI, whether they’re a physician or not, it should be reported. If the person who provided the family planning services does not have an NPI, the field should be left empty.

OPA will not have access to birthdates. The contractor developing the FPAR 2.0 system will retain date of birth and other elements for one year after submission before they are destroyed. The FPAR 2.0 system will convert dates of birth to an age. It will also assign age 50 to all clients 50 years and older. OPA will only have access to summarized, de-identified data (such as age instead of date of birth).

Race is the only multi-select data element. The CSV file should contain one column for each of the Race categories, which can each take a value of LA33-6 (for yes) and LA32-8 (for no). Please review the FPAR 2.0 Implementation Guide, Valid Values, and Sample Files for additional guidance on reporting: Family Planning Annual Report (FPAR) 2.0 | HHS Office of Population Affairs.

Your electronic health record (EHR) should include a distinct question to capture pregnancy status. Pregnancy status is a separate data element and should be reported as a separate field. Please refer to the response options for the pregnancy status data element in the Valid Values File.

Your EHR should include a distinct question to capture contraception at intake and reason for no contraceptive method at intake. Contraceptive Method at Intake shall be reported as a separate field from Reason for No Contraceptive Method at Intake since each field is mapped to different LOINC codes.

Contraceptive Method at Intake/Exit shall be reported as a separate field from Reason for No Contraceptive Method at Intake/Exit since each field is mapped to different LOINC codes.

The Sexually Transmitted Infection (STI) and lab panels include codes for tests performed as well as the actual results. Please review the FPAR 2.0 Implementation Guide, Valid Values, and Sample Files for additional guidance on reporting: Family Planning Annual Report (FPAR) 2.0 | HHS Office of Population Affairs.

Grantees submitting a CSV file should submit all data elements (such as multiple tests ordered or performed during the encounter) on the same row if the provider administered the tests during the same encounter. For examples on how to report multiple tests on one encounter, an encounter-level CSV sample file is available at: Family Planning Annual Report (FPAR) 2.0 | HHS Office of Population Affairs.

Self-Identified Need for Contraception (SINC) is an electronic clinical quality measure (eCQM) under development at the University of California San Francisco (UCSF). Reporting this data element is optional. If a grantee does not currently collect it, SINC does not need to be reported.

Starting with calendar year 2022 data (2023 submission), CBE will no longer be collected in FPAR 2.0 due to changes in clinical guidance.

Grantees can build their systems to collect any data elements they deem necessary and appropriate. For FPAR encounter-level reporting, grantees should submit only the data elements and associated codes posted on the FPAR 2.0 OPA website: Family Planning Annual Report (FPAR) 2.0 | HHS Office of Population Affairs.

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Data Privacy

If a grantee is prohibited from sharing an exact date of birth, please submit the actual birth year and June 30th, for example 2000-06-30 or 1992-06-30. The FPAR 2.0 system will convert dates of birth to an age. It will also assign age 50 to all clients 50 years and older.

Additionally, OPA will only have access to summarized, de-identified data (such as age instead of date of birth). OPA will not have access to birthdates. The contractor developing the FPAR 2.0 system will retain date of birth and other elements for one year after submission before they are destroyed.

Data will be anonymized and all raw data, including PII, will be destroyed within a year of submission. For details on the data anonymization process for FPAR, please refer to the IHE IT Infrastructure White Paper, “Analysis of Optimal De-Identification Algorithms for Family Planning Data Elements” published in December 2016. Appendix A of the white paper shows how specific data elements are de-identified from the original file submitted by grantees.

The FPAR 2.0 system will comply with applicable HHS and federal regulations through completion of the HHS Enterprise Performance Life Cycle Framework, including the Authority to Operate (ATO) process with cybersecurity and privacy review controls.

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Data Collection

OPA does not have a recommendation for how often grantees should review the encounter-level data from direct service sites and/or subrecipients. OPA strongly encourages grantees develop a process based upon your organizational capacity and need for assessing the data from direct service sites and/or subrecipients prior to submission.

No, there is not a designated FPAR 2.0 EHR vendor. OPA is working to gather information from some of the largest vendors nationwide to inform implementation planning and TA development. OPA encourages all grantees and subrecipients to work directly with their EHR partners.

Based on the current development schedule, all grantees will be able to test the Minimal Viable Product (MVP) of the FPAR 2.0 data system in Fall 2022. The actual date will depend on when the system has a full security review and receives an Authority to Operate (ATO) from the Department of Health and Human Services.

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Data Submission/File Format

Data can be submitted in either C-CDA or CSV (Flat-file) format. An encounter-level sample file is available at: Family Planning Annual Report (FPAR) 2.0 | HHS Office of Population Affairs. The file provides an example of how to format a CSV file of Title X encounter and lab result data for submission to the FPAR 2.0 system. Guidance on specifications for a C-CDA file will be forthcoming.

Grantees should submit a file containing all relevant encounters for the 12-month reporting period. Each encounter (that is, each row in the file) should contain encounter-level FPAR 2.0 data elements. Submissions will be due annually each February. An encounter-level CSV sample file is available at: Family Planning Annual Report (FPAR) 2.0 | HHS Office of Population Affairs.

A flat file is a simple data file that typically has one row per record, and each row follows a uniform format. One of the most common flat file examples is a comma-separated values (CSV) file.

Grantees will continue to submit FPAR data annually, in February. Grantees will collect FPAR data from January 2022 through December 2022 to be submitted in February 2023.

In late 2022, grantees will have the ability to submit test data, review any data validation issues, and correct their submission processes, if necessary. The data validation step will check for an acceptable file format, missing values on required data elements, and valid value for all data elements.

No, grantees should report using a single approach for a reporting cycle. Grantees who, for any reason, cannot submit FPAR 2.0 encounter level data, should apply for a waiver so they can avail themselves of the alternate reporting option. Alternate reporting will consist of grantee-level aggregate level reporting. For grantees starting out on the alternate approach, they should move to the preferred approach for the next reporting cycle as soon as they are in a position to provide FPAR 2.0 encounter- level data.

Grantees should submit a file containing all relevant encounters for the 12-month reporting period. Each encounter (that is, each row in the file) should contain encounter-level FPAR 2.0 data elements. An encounter-level CSV sample file is available at: Family Planning Annual Report (FPAR) 2.0 | HHS Office of Population Affairs.

The FPAR 2.0 system will be hosted in a secure, cloud-computing environment with robust capacity.

Grantees are responsible for submitting encounter-level data to the FPAR 2.0 system after collecting the data from their subrecipients.

OPA is exploring opportunities to reduce reporting burden, including providing a crosswalk for FPAR 2.0 and UDS data elements. We will explore opportunities to align FPAR reporting requirements with other reporting systems in the future.

OPA is exploring opportunities to reduce reporting burden, including providing a crosswalk for FPAR 2.0 and UDS data elements. We will explore opportunities to align FPAR reporting requirements with other reporting systems in the future.

The FPAR 2.0 system will allow grantees to submit their data electronically.

The FPAR 2.0 system will automate some procedures that are currently done manually, such as tabulating and checking basic counts of the number of clients served and types of services provided. Grantees will also be able to review and edit the aggregate level data tables produced for them by the FPAR 2.0 system, before they are considered final. Please review the FPAR 2.0 Implementation Guide for additional guidance on data submission: Family Planning Annual Report (FPAR) 2.0 | HHS Office of Population Affairs.

OPA and the development contractor will take this suggestion into consideration as design work continues.

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Data Validation

Grantees are responsible for submitting encounter-level data to the FPAR 2.0 system. As such, grantees are encouraged to assess data quality from subrecipients prior to submission. Grantees may need to work with subrecipients to resolve data quality issues identified by OPA after data is submitted to the FPAR 2.0 system. Please review the FPAR 2.0 Implementation Guide, Valid Values, and Sample Files for additional guidance on reporting: Family Planning Annual Report (FPAR) 2.0 | HHS Office of Population Affairs.

OPA will compare reporting rates for FPAR 2.0 data elements to FPAR 1.0 reporting rates at a grantee level, as well as historical trends across all grantees, to help assess data quality and data validity. Grantees will also be able to review and edit the aggregate level data tables produced for them by the FPAR 2.0 system, before they are considered final.

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Reporting

The FPAR 2.0 data collection builds on data already reported in FPAR 1.0 and adds additional detail that will allow OPA to report to HHS leadership and Congress more completely on the services provided by Title X grantees in their communities. Grantees and OPA will have the ability to use dashboards and performance metrics for quality improvement projects, conduct data validation, produce custom analyses, and improve engagement and collaboration with OPA.

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Technical Working Groups (TWG)

OPA and their contractors used Title X program data to identify candidates the Technical Work Groups (TWG) to ensure they represented a range of experience submitting FPAR data, number of subrecipients and service sites, geographic location, and EHR systems in use. Grantee organizations who have participated in the TWGs include:

  • ABCD (Action for Boston Community Development) (Region 1)
  • University of Puerto Rico Medical Sciences Campus (Region 2)
  • New Jersey Family Planning League (Region 2)
  • AccessMatters (Region 3)
  • Georgia Family Planning System Region 4)
  • Neighborhood Improvement Project Inc. (Region 4)
  • Primary Care Medical Services of Poinciana, Inc. (Region 4)
  • Indiana Family Health Council, Inc. (Region 5)
  • Every Body Texas (Region 6)
  • Oklahoma State Department of Health (Region 6)
  • Colorado Department of Public Health and Environment (Region 8)
  • Montana State Department of Public Health (Region 8)
  • Essential Access Health (Region 9)
  • Idaho Department of Health and Welfare Family Planning Program (10)

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