This Share & Learn built on our previous session on Kindergarten Oral Health Assessment (KOHA) data collection and entry, shifting the focus to how KOHA data can be interpreted and used in practice. After an introduction by COHTAC, participants heard from the Office of Oral Health (OOH) on statewide KOHA data trends over time. Stanislaus and San Diego local oral health programs (LOHPs) shared how they have used KOHA data to inform their work and address common challenges, including discussion of resources needed. San Francisco and Fresno LOHPs shared a dashboard and an infographic as examples of different ways data can be communicated.
Learning Objectives:
- Describe statewide KOHA data trends
- Apply strategies to address common challenges at the local level
- Identify how KOHA data can be used for planning and communication
Part 1 of the series here: https://oralhealthsupport.ucsf.edu/events/cohtac-share-learn-simplifying-kindergarten-oral-health-assessment-koha-data-process
UCSF welcomes all participants to our events. If you need reasonable accommodation to participate in this event because of a disability, please contact [email protected] as soon as possible.
Links and resources shared:
KOHA Data Collection and Reporting
Care Coordination
Communicating KOHA Data
Stanislaus LOHP District Report Card Template (need Canva account to make edits)
District Report Card Cover Letter (to send along with the report card)
Resources Recently Added to the COHTAC Website
Q&A:
There are schools missing from the SCOHR website for our county. Who should I reach out to? First reach out to the SCOHR team ([email protected]). If you haven’t received a response from SCOHR, you can contact Vyshiali Sundararajan ([email protected]) with the Office of Oral Health (OOH) who can help connect you with SCOHR support to resolve the issue.
Is there updated guidance on including TK in KOHA reporting? Not yet. OOH is currently reviewing this issue with program and policy partners. Additional guidance will be shared once available, though timing is still to be determined due to the ongoing KOHA audit.
The 2024-2025 state-level data is based on 34% participation. Can we conclude improvements from 2004-2005 given that KOHA participation in 2024-2025 was low? This is part of the reason why participation rate outcomes are being prioritized (% of children with reported KOHA and % of school districts with reported KOHA); they are easier to pull inferences from. As participation increases, inferences about caries outcomes will become more accurate. Reporting participation data has become more challenging with the addition of TK; OOH will share additional guidance once available.
Will guidance on TK/K reporting be issued before the 2026 reporting deadline? Unlikely. Given that the KOHA audit is ongoing, there will be a broader discussion on KOHA updates based on the audit’s findings and recommendations. Thank you for your patience.
Is there a flagging system in place that notifies the person entering KOHA data when something is incorrect? The KOHA Data Input Form Excel Worksheet includes an error-checking tab (“SCOHR Data Input Form format” tab) that helps identify inconsistencies before data are uploaded. Users are encouraged to review and resolve flagged issues prior to SCOHR submission. SCOHR also flags certain data points, but it does not capture all potential errors. For a tutorial on using the KOHA Data Input Form Excel Worksheet, visit: https://oralhealthsupport.ucsf.edu/our-programs/school-programs/KOHA/data#koha_excel.
Is San Diego LOHP reviewing school-level data and removing/not uploading to SCOHR through QI strategies? In previous years, SCOHR did not accept aggregate school data when the number of students eligible did not equal the sum of assessments, waivers, and non-response. Because San Diego LOHP uses the bulk upload option, they have screened out school-level data that did not meet these criteria prior to submission. For local analyses, these data are also omitted. Separate tracking measures are used for the total number of schools reporting any data and the number of schools that meet data quality criteria, which are then used for analysis.
For more in-depth tips on KOHA data collection and uploading to SCOHR, check out COHTAC’s KOHA Data Part 1 webinar: https://oralhealthsupport.ucsf.edu/events/cohtac-share-learn-simplifying-kindergarten-oral-health-assessment-koha-data-process
Is it better to receive a waiver instead of receiving a “no” on the permission slip without a waiver? Waivers can provide useful insight into why a child was not screened and can help identify barriers to participation. If families choose not to participate in school-based screenings, you can first encourage them to complete the KOHA form at their own dentist.
Are there efforts to align student health record systems with KOHA requirements? At this time, there is no standardized statewide effort to align other student health record systems with KOHA requirements. Some districts have adapted existing systems (yes/no checkbox that the data was collected, using unused fields to capture information needed).
Are there updates on provider training for KOHA? A proposal for KOHA provider training is going through an approval process. Additional updates will be shared as they become available.
Are there consequences for schools that do not report KOHA data? There are no formal policy consequences for schools that do not report KOHA data. The requirement is to collect the data. LOHPs can encourage participation, provide support, and share successful examples.
What are the LOHPs’ relationships with schools/districts like? Do they coordinate specific times to meet about KOHA? Stanislaus LOHP does not have regularly scheduled meetings and instead connects with schools on an as-needed basis when technical assistance or support is requested. San Diego LOHP partners with the County Office of Education to convene district nurses three times per year and offers office hours leading up to KOHA data reporting. Earlier meetings in the year focus more broadly on oral health topics (e.g., education and preventive services), while later office hours (February–May) focus specifically on KOHA data reporting.