UDS Patient Count Unduplication Reconciliation Worksheet

This worksheet reconciles unduplicated patient counts across the main sources used for UDS reporting, such as the EHR, billing system, and site-level rollups. It is designed to show where the numbers came from, which source is treated as the source of truth, and how duplicate adjustments were handled. Use it when you need one documented final count that can be reviewed and approved before submission.

Use it during the UDS closeout process, after source totals have been pulled but before the final report is submitted. It is especially useful when multiple sites or systems produce different counts and someone needs to explain the variance. If your data already comes from one validated source with no reconciliation step, this worksheet may be unnecessary.

A reporting owner, quality analyst, or operations lead usually completes the reconciliation, since they can compare source totals and document the variance reason. A reviewer or approver should then verify the final unduplicated count and sign off in the approval section. The person approving should be able to trace the numbers back to the underlying source reports.

It is typically used once per reporting cycle, but some organizations also use a draft version during monthly or quarterly internal checks. If your sites change frequently or your data pipeline is still being stabilized, you may want to run it more often to catch issues earlier. The template supports both one-time closeout and recurring reconciliation workflows.

Common mistakes include leaving the source of truth unclear, entering totals without noting the reporting period, and documenting a variance without explaining what caused it. Another frequent issue is treating duplicate adjustments as a guess instead of tying them to a specific driver type or rule. The worksheet works best when every adjustment can be traced to a defined source or method.

Yes. You can rename source fields, add site identifiers, or expand the duplicate driver list to match your internal workflow. If your organization uses a different validation step, you can also add a field for audit trail notes or supporting file links. Keep the core structure intact so the final count, reviewer, and approval remain easy to find.

No. It is a reconciliation worksheet, not the source system record itself. You should still keep the underlying EHR, billing, and site reports available so the final count can be verified if questions come up. The worksheet is the summary and decision record that ties those sources together.

It gives you a consistent structure for the same fields every cycle, which reduces missed steps and makes review faster. Email threads often lose the reason for a variance or the final approved number, while a worksheet keeps the comparison, adjustment, and sign-off in one place. That makes handoffs cleaner and the audit trail easier to follow.