Overview
In response to the COVID-19 pandemic, Free and Charitable Clinics (FCCs) struggled to meet rising demands for care while navigating the administrative burden of a $7.3 million HRSA grant. The grant required extensive data collection on workforce demographics, vaccination efforts, and outreach activities across 84 clinics in 16 states. The HRSA Data Collection Initiative sought to streamline these requirements, ensuring compliance while empowering clinics to better serve their communities.
Challenge
The initiative faced multiple challenges that threatened its success. Many clinics were already operating beyond capacity, making the addition of complex data requirements a daunting prospect. Privacy concerns arose over sensitive questions that risked eroding trust between clinics and the communities they served. Furthermore, some clinics had limited resources, including a lack of access to digital tools, which made uniform data collection even more difficult.
Administrative Burden
Many clinics lacked the resources or capacity to handle the complex data requirements without compromising patient care.
Privacy Concerns
Questions about salaries, sexual orientation, and personal details risked damaging trust with patients and staff.
Resource Gaps
Limited technological infrastructure in some clinics hindered their ability to participate in digital data collection.
Clinic Onboarding Deck
Approach
The initiative employed a human-centered, tailored approach to ensure clinics could meet data collection requirements without disrupting their existing operations or straining their limited resources:
Streamlined Tools
Designed Google Forms, QR codes, and printable forms to accommodate varying technological capabilities.
Privacy Protection
Advocated for “prefer not to answer” options and implemented anonymized ID systems to protect sensitive data.
Tiered Support
Categorized clinics into three tiers (Captains, Pilots, Passengers) based on capacity and provided personalized onboarding sessions through webinars and one-on-one support.
Simplified Reporting
Introduced a centralized dashboard, automated reporting tools, and detailed training materials to reduce administrative strain.
Vaccine Education + Outreach Data Survey
Vaccine Administration Data Survey
Outcome
The HRSA Data Collection Initiative successfully transformed a complex and burdensome compliance requirement into a streamlined, accessible process that empowered clinics rather than overloading them. By implementing tailored tools, privacy protections, and tiered support, the project enabled all 84 participating clinics to meet HRSA’s data requirements while maintaining focus on patient care. The result was not only secured funding but also enhanced clinic operations, robust data insights, and an infrastructure that will support future public health initiatives.
Compliance Secured
All 84 clinics successfully met HRSA’s data requirements, unlocking critical funding.
Scalable Infrastructure
A data dashboard was established, laying the groundwork for future public health initiatives.
Empowered Clinics
Clinics improved their operations, hired additional staff, and enhanced their capacity to serve underserved populations.
Valuable Insights
Robust data collection provided actionable insights into vaccination efforts and workforce trends.
Data Glossary shared with clinics at end of program
Reflection
This project demonstrated the importance of empathy, flexibility, and collaboration in addressing systemic challenges. By prioritizing simplicity and trust, the initiative turned a compliance burden into an opportunity for innovation and growth. The lessons learned—such as the value of iterative feedback and adaptable tools—have informed future Sostento initiatives, ensuring continued support for marginalized communities.
Data Dashboard of Survey Data