Heath Center Tool Box

This tool box offers downloadable samples of policies, procedures, forms, and other supportive documents that can be adapted to meet health centers needs related to the some requirements of the of the Community Health Center Program.

The Tool Box is a work-in-progress and will continually be updated. If you have any suggestions or questions, please contact NCFH.

ORIENTATION TO MIGRANT HEALTH

Introduction:
The U.S. Public Health Service Act, Section 330g authorized grants to health centers to establish health services for migratory and seasonal agricultural workers (MSAWs), migratory agricultural workers that are no longer working in agriculture due to age or disability, and their families. Agencies that receive migrant health funds must assure that those funds are used to provide health services to the agricultural worker population. One way to ensure compliance with this requirement is to establish a standard process for verifying agricultural worker status for new health center patients.

Status verification is the process by which Health Center Program grantees determine whether an individual seeking primary health care services can be classified as an MSAW, as defined by Program Legislation and interpreted by the Health Resources and Service Administration, Bureau of Primary Health Care in its 2023 Uniform Data System Manual (p.46).

The Bureau of Primary Health Care (BPHC) expects every health center grantee to develop a policy and procedure for verifying “Special Population” designation of its users, including agricultural workers. It is important to note that the Migrant Health Program Statute and Regulations are silent on the definitions of some key terms such as seasonality, family, and principal employment, among others. Therefore, in creating this toolbox, it is NCFH’s intent to provide practical recommendations based on our understanding of Congress’ intent when this law was enacted, as well as the current barriers to care faced by the target population.

Training for Staff:

Archived Webinar: Migratory & Seasonal Agricultural Worker Identification, Registration and Reporting in the UDS
Ag Worker Identification Digital Training Tool - Digital story designed to assist front desk staff in accurately identifying, registering and reporting their MSAW patients in the UDS. This 10 minute training video is a perfect introduction to the Ag Worker ID process for new team members, as well as seasoned staff.
Customized Training and Technical Assistance - NCFH offers customized training and technical assistance to meet health centers’ individual needs. Email [email protected] for more information.

Tools/Resources:

Identifying and Reporting H-2A Workers in the UDS Publication
IAC Program Pillars
Migratory and Seasonal Agricultural Worker (MSAW) Status Verification: Points to Remember
How Migratory and Seasonal Agricultural Workers (MSAWs) Identify Themselves
Agricultural Tasks Performed by Migratory and Seasonal Agricultural Workers (MSAW)
IAC Migrant Health Program Self-Assessment Tool - Tool designed to assist health center staff in evaluating their current Migrant Health Program and identify potential areas for improvement.
Increase Access to Care (IAC) Q&A Packet - Frequently Asked Questions and Answers gathered from past Increase Access to Care workshops, webinars, and trainings.
Ag Worker Identification Front Office Reference Sheet - Tool designed to help health center staff ask the right questions to accurately identify, classify and report MSAWs in the UDS. It also helps to illustrate the tasks and industries included in HRSA’s definition of agriculture, as well as provide general guidelines for proper classification and reporting of MSAWs in UDS.
Sample MSAW Patient Status Verification Policy and Procedure
Sample Patient Registration Forms (English and Spanish)
Ag Worker Client Profile
Get Your Foot in the Door: Health Center Strategies for Initiating Relationships with Growers, Contractors, and Employers – Tool designed to provide strategies, specifically for health centers, in identifying and connecting with growers, contractors, and employers that employ Migratory and Seasonal Agricultural Workers (MSAWs).
Building Bridges: Health Center Strategies for Maintaining Relationships with Growers, Contractors, and Employers – Tool designed to provide strategies, specifically for health centers, in maintaining strong relationships with growers, contractors, and employers that employ Migratory and Seasonal Agricultural Workers (MSAWs).

Questions? Please contact [email protected]

Emergency Preparedness

Emergency Preparedness

Mobilizing an Emergency Response for Agricultural Workers

Communication Planning to Address Access and Functional Needs of Farmworkers during Emergencies
This guide is useful for health departments, health centers, and other agencies that guide emergency communications in their communities

Emergency Communication with Indigenous Agricultural Workers

Emergency Communication with Migratory and Seasonal Agricultural Workers

Safety of Community Workers

Strategies for Emergency Management of Chronic Conditions Among Agricultural Workers

Governance and leadership

Key Online Resources for Training Health Center Board Members

Becoming a Leader in Migrant Health

Key Strategies for Effective Change Management in Health Centers

Resources for Board of Directors

Recruitment Grid
Orientation Checklist
Minutes Template - English & Spanish
Record of Policy Approval at a Glance
Training Topics
Self Evaluations
Self Evaluations Sample - English & Spanish

Modules and Discussion Guides on Board Financial Oversight
NCFH and the National Association of Community Health Centers (NACHC) have worked collaboratively on many fronts, including the delivery of training to consumer board members. Health Centers have requested short, digestible content that can be used in board meetings or board orientation, especially in Spanish, and NACHC has responded by developing a five-part series of e-learning modules. These modules were only available in English and are standalone independent learning educational modules that can be viewed individually or in a group. In partnership with NACHC, NCFH has translated the e-learning modules into Spanish and adapted them for a low literacy audience. NCFH has also developed accompanying Discussion Guides for Modules 1 through 5 of this e-learning series in English and Spanish that can be utilized to facilitate a group discussion.

The five Spanish e-learning modules include:

Módulo 1: Capitación financiera para la junta directiva
Módulo 2: Lectura y comprensión del balance general financiero

Módulo 3: Lectura y comprensión del estado de resultados
Módulo 4: Comprensión de la importancia del flujo de efectivo; and
Módulo 5: Indicadores clave de rendimiento financiero

English and Spanish modules are accessible through the Health Center Clearinghouse here:

Board Finance Training Discussion Guides:

Module 1: The Boards’ Role in Financial Oversight (English / Spanish)
Module 2: Reading and Understanding the Balance Sheet (English / Spanish)
Module 3: Reading and Understanding the Income Statement (English/ Spanish)
Module 4: Understanding the Importance of Cash Flow (English/ Spanish)
Module 5: Key Financial Performance Indicators (English / Spanish)

Short Video Modules and Discussion Guides

Board Roles Short Video Module: This short video module from NACHC provides an overview of the roles and responsibilities of health center boards. NCFH translated the Spanish version of the video module and developed the accompanying English and Spanish Discussion Guides.
- Access the English and Spanish Modules through the Health Center Clearinghouse here: Health center Board Roles/Funciones de las juntas de los centros de salud
- Discussion Guide: Health Center Board Roles (English / Spanish)
Strategic Planning Short Video Module: This short video module from NACHC identifies key components of a strategic planning process and discusses the role of the board in strategic planning. NCFH translated the Spanish version of the video module and developed the accompanying English and Spanish Discussion Guides.
- Access the English and Spanish Modules through the Health Center Clearinghouse here: The Board's Role in Strategic Planning/La Función de la Junta Directiva en la Planificación Estratégica
- Discussion Guide: The Board's Role in Strategic Planning (English / Spanish)
Sliding Fee Discount Program (SFDP): The Fundamentals for Health Center Boards: This short video module from NACHC outlines the fundamentals of the Sliding Fee Discount Program that is required under the Health Resources and Services Administration (HRSA) Health Center Program. NCFH translated the Spanish version of the video module and developed the accompanying English and Spanish Discussion Guides.
- Access the English and Spanish Modules through the Health Center Clearinghouse here: Sliding Fee Discount Program- The Fundamentals for Health Center Boards/ Programa de Descuento de Tarifa Variables - Fundamentos para las Juntas Directivas de los Centros de Salud
- Discussion Guide: Sliding Fee Discount Program (English/ Spanish)
Tips for Health Center Boards Evaluating the Sliding Fee Discount Program (SFDP): This short video module from NACHC provides tips on how boards can work with the health center CEO to evaluate and approve updates to the Sliding Fee Discount Program. NCFH translated the Spanish version of the video module and developed the accompanying English and Spanish Discussion Guides.
- Access the English and Spanish Modules through the Health Center Clearinghouse here: Tips for Health Center Boards for Evaluating the Sliding Fee Discount Program/ Programa de Descuento de Tarifa Variables - Consejos para las Juntas Directivas de los Centros de Salud
- Discussion Guide: Tips for Health Center Boards Evaluating the SFDP (English / Spanish)