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UPDATE: OAS CAHPS Total Number of Patients Served Variable
Data SubmissionPosted November 20, 2024

During the 2024 OAS CAHPS Survey Vendor Update Webinar Training it was announced that the Total Number of Patients Served variable is being removed from the Standard, DSRS, and Zero Sampled XML file layouts. Facilities will no longer need to provide this count in their monthly patient information files and vendors will no longer need to include this variable in their data submission files.

These changes will take place after the January 8, 2024, deadline. It should be removed starting with Q4, 2024 data ahead of the April 9, 2024, deadline.

Please contact the OAS CAHPS Survey Coordination Team via e-mail at oascahps@rti.org or call toll-free (866) 590-7468, if you have any questions.

Updated Versions of Protocols and Guidelines Manual, Website User and Data Submission Manual, and Other Standalone Documents have been Posted
Survey MaterialsPosted November 7, 2024

Version 9.0 of the OAS CAHPS Protocols and Guidelines Manual, Version 8.0 of the OAS CAHPS Website User and Data Submission Manual and standalone documents, including the XML Data File Layouts, OMB Disclosure Notices, and new cover letters and web invitations have been updated and posted on the OAS CAHPS website. The OAS CAHPS Protocols and Guidelines Manual, Version 9.0 and standalone documents are available on the Survey Materials page. The OAS CAHPS Website User and Data Submission Manual, Version 8.0 is available on the Data Submission Resources page.

The following is a summary of the main differences between Version 8.1 and Version 9.0 of the OAS CAHPS Protocols and Guidelines Manual.

Throughout: Added eligible CPT codes in the 90000 range (Ch. II, Ch. IV, Ch. XIII). Updated Late Start protocols to include an optional late start date for both monthly and continuous sampling that is one month + 14 days after the sample month ends. Patient records that are received after the optional late start date must not be sampling, the vendor should instead submit a DNR. Vendors no longer need to submit Late Start Requests to the OAS CAHPS Survey Coordination Team (Ch. IV, Ch. V, Ch. VI, Ch. VII, Ch. VIII, Ch. IX, Ch. XVII, Appendix M). Updated text to clarify that it is now required that vendors use the letters and invitations that are provided in Appendices B-F. Vendors must submit an Exceptions Request Form (ERF) requesting the ability to make any changes (Ch. V, Ch. VII, Ch. VIII, Ch. IX).

Chapter II: Included a statement that CMS periodically reviews procedure codes for changes. Updated facility-level eligibility for HOPDs to exclude psychiatric hospitals, children's hospitals, and rehabilitation hospitals. Updated participation requirements for ASCs starting in CY2025. Updated participation exemption requirements for ASCs to clarify that ASCs qualify for an exemption from the ASCQR program (and thus OAS CAHPS) if they had fewer than 240 Medicare Fee-for-Service claims. Medicare Advantage claims do not count towards the total 240 count and the count is at the NPI level, not the CCN level. Included public reporting plans for ASCs once four quarters of data linked to reimbursement is available.

Chapter III: Clarified that third parties cannot register an ASC or HOPD on the OAS CAHPS website. Added a requirement that HOPDs, ASCs, and survey vendors execute Business Associate Agreement(s) in accordance with HIPPA regulations.

Chapter IV: Included text to clarify that vendors who do not use an auto-dialer do not need facilities to include a cellphone flag in patient information records. Removed reference to the total number of patients served variable.

Chapter VII: Removed references to "Date of Surgery" from web invitations.

Chapters VII, VIII, and IX: Clarified text to explain that if two partially completed surveys (or telephone interview) are received, vendors should retain the survey or interview with the more complete data. This change mirrors the protocol for two completed surveys.

Chapters VIII and IX: Changed URL and access code character limits and requirements, added new web invitation requirements, added new unsubscribe protocols.

Chapter IX: Updated protocol to clarify that for any surveys that were partially completed by web before telephone administration began, the telephone survey must start at the beginning of the script, not at the last unanswered question to the web survey.

Chapter XI: Added header clarifications to skip pattern and decision rules for coding to clarify rules for coding by mode.

Chapter XIII: Clarified what cases should be coded as Surgical Category 5 (Missing).

Chapter XVI: Updated public reporting table, clarified where preview reports will be posted for data collected during voluntary participation and participation linked to reimbursement.

Appendices B, C, D, E, F, G: Updated OMB expiration date. In Appendix A (English) updated with the new mail survey cover letters, optional prenotification letter for telephone-only mode, web survey invitation and reminder letters, web survey invitation and reminder email messages, and follow-up questionnaire cover letter for web with mail follow-up mode. These materials will be added to all other appendices once translations are finalized. Beginning in 2025, vendors must use the materials in Appendices B-F or submit an Exceptions Request Form (ERF) for any changes they would like to make to the materials. The standalone versions of these documents will be updated on the "Survey Materials" tab on the OAS CAHPS website.

Appendices J, K, and L: Removed the Total Number of Patients Served Variable, included CPT codes in the 90000 range, added fifth category to the language the survey was completed in to include Russian (only Appendix J and K). The standalone versions of these documents have been updated on both the "Survey Materials" and "Data Submission Resources" tab on the OAS CAHPS website.

Appendix P: Added excluded CPT codes in the 90000 range.

Appendix R: The Participation Exemption Request (PER) form will be available for ASCs beginning January 1, 2025.

If you have questions, you can contact the OAS CAHPS Survey Coordination Team via e-mail at oascahps@rti.org or call 1-866-590-7468.

OAS CAHPS Survey Training Materials Have Been Posted
TrainingPosted November 6, 2024

The agendas and presentation slides for the Introduction to the Outpatient and Ambulatory Surgery CAHPS (OAS CAHPS) Survey Self-Paced Training and the OAS CAHPS Survey Vendor Update Webinar Training are now available on the OAS CAHPS website.

These training materials can be accessed here or by selecting "Training Materials" under the "Training" tab on the OAS CAHPS website.

The OAS CAHPS Survey Coordination Team invites individuals who have registered for the Update Training to submit questions in advance of the November 13^th webinar. To do so, please send your question(s) to the Coordination Team via e-mail at oascahps@rti.org.

OAS CAHPS Public Reporting Results Refreshed on Provider Data Catalog (Quarter 1, 2023 through Quarter 4, 2023)
Public ReportingPosted October 30, 2024

Outpatient and Ambulatory Surgery CAHPS (OAS CAHPS) Survey results based on responses from patients who received an outpatient surgery or procedure between January 2023 and December 2023 are now publicly available on the Provider Data Catalog (PDC) website (formerly known as Data.Medicare.gov). The PDC website provides downloadable datasets (direct link: https://data.cms.gov/provider-data/). OAS CAHPS data are also referenced on Care Compare, which points to the downloadable datasets on the PDC website under "Resources & Information" (direct link: https://www.medicare.gov/care-compare/).

You can access OAS CAHPS Survey results at the facility, state and national levels. As a reminder, OAS CAHPS Survey results are updated quarterly, as shown in Table 16.2 of the OAS CAHPS Survey Protocols and Guidelines Manual.

For more information about how the data were analyzed and for the patient-mix adjustment factors that were used to statistically adjust the results that are currently being publicly reported, click on the "Patient Mix Adjustment Factors" in the Quick Links box on the Home page.

If you have any questions, please contact the OAS CAHPS Survey Coordination Team via e-mail at oascahps@rti.org or call toll-free (866) 590-7468.

OAS CAHPS Preview Reports Available for Quarter 1, 2023 through Quarter 4, 2023
Public ReportingPosted October 16, 2024

The purpose of this announcement is to alert hospital outpatient departments (HOPDs) and ambulatory surgery centers (ASCs) that Preview Reports reflecting results from the Outpatient and Ambulatory Surgery CAHPS (OAS CAHPS) Survey for January 2023 through December 2023 (Q1, 2023 - Q4, 2023) are now available on the OAS CAHPS website.

The following are some frequently asked questions and answers about the Preview Reports. More information about the OAS CAHPS Survey Preview Reports can be found in the "Understanding the Preview Reports" link under the For Facilities menu tab on the OAS CAHPS website.

Who has access to a facility's Preview Report?
HOPDs and ASCs participating in the OAS CAHPS Survey have access to their own reports. The Preview Report is not available to OAS CAHPS Survey vendors or to anyone other than the facility staff registered through the https://oascahps.org website. If facility staff want to share the Preview Report with their OAS CAHPS Survey vendor or with anyone else, they can export the results to a Microsoft Excel File and distribute it.

How does a facility user access its Preview Report?
The Preview Reports are posted on the secured (private) link on https://oascahps.org/. To access a facility's report, an authorized user must first log into the OAS CAHPS website with their registered username and password. Then, select the "Survey Preview Report" link under the "For Facilities" menu tab. All of the user's registered CMS Certification Numbers (CCNs) are displayed on the Preview Report webpage for review.

What results are shown in the Preview Reports?
For each CCN, the Preview Report shows the results for each variable and measure shown below:
1. The number of patients who were sampled; the number of completed surveys; and the response rate percentage during the reporting period;
2. The percentage of patients who rated the overall care they received at the HOPD or ASC a "9" or "10" on a scale of 0 (worst care possible) to 10 (best care possible);
3. The percentage of patients who reported YES, they would definitely recommend the HOPD or ASC to friends and family;
4. The percentage of patients who reported that the HOPD or ASC staff gave care in a professional way and the facility was clean;
5. The percentage of patients who reported that the HOPD or ASC staff definitely communicated with them about what to expect during and after the procedure; and
6. The percentage of patients who reported that the HOPD or ASC staff definitely gave them information about what to do if they had pain, nausea or vomiting, bleeding, or possible signs of infection as a result of the procedure or the anesthesia, if any of these outcomes were experienced. NOTE: While CMS reviews the data, Composite 3 will not be publicly reported on CMS' website. At this time, this composite score is only available directly to each facility through the Preview Report.
More information about the OAS CAHPS Survey measures in the Preview Reports can be found in Chapter XVI of the OAS CAHPS Survey Protocols and Guidelines Manual available under the Survey Materials menu tab on the OAS CAHPS website.

Which sample months are included in the Preview Report results?
The results included in the current Preview Report are based on OAS CAHPS Survey response data from patients who had an outpatient surgery or procedure January 2023 through December 2023. The future anticipated public reporting periods are provided in Table 16.2 of the OAS CAHPS Survey Protocols and Guidelines Manual.

My facility participated in the OAS CAHPS Survey, but there are no results shown. Why?
OAS CAHPS Survey results are publicly reported when an HOPD or ASC has 4 quarters of OAS CAHPS Survey data. An HOPD or ASC must have had survey response data (patients who responded to the survey) in all 4 quarters included in the public reporting period for results to be publicly reported.

Please contact the OAS CAHPS Survey Coordination Team via e-mail at oascahps@rti.org or call toll-free (866) 590-7468, if you have any questions.

Process to Suppress OAS CAHPS Survey Data from Public Reporting for January 2025 Refresh
Public ReportingPosted October 15, 2024

During voluntary implementation, CMS will allow participating hospital outpatient departments (HOPDs) and ambulatory surgery centers (ASCs) to have their data suppressed, that is, not displayed on data.CMS.gov/provider-data.

OAS CAHPS Survey data are scheduled refresh in January 2025, which includes data from Quarter 2, 2023 - Quarter 1, 2024.

For the January 2025 refresh, vendors must notify the OAS CAHPS Survey Coordination Team (via email at oascahps@rti.org) by November 15, 2024, of any CCNs that choose to exclude their data from public reporting. Please note that the deadline for suppression is earlier than the date by which the Preview Reports are posted on oascahps.org.

The e-mail message to the Coordination Team for suppression requests should include the HOPD's or ASC's name and CMS Certification Number (CCN).

Future plans for Public Reporting: Participation requirements and public reporting for OAS CAHPS will change for HOPDs for data collected for CY 2024 and for ASCs for data collected for CY 2025.

As noted in the Final Rule for CY 2024, to receive the annual payment update (APU) for calendar year (CY) 2026, all Medicare-certified hospital outpatient departments (HOPDs) that are not eligible for an exemption from participation in the OAS CAHPS Survey must participate in the OAS CAHPS Survey on a continuous monthly basis from January 1, 2024, through December 31, 2024. ASCs will follow a similar schedule in 2025.
Because participation is no longer voluntary for HOPDs, HOPDs can no longer choose to have their data suppressed from public reporting on data.CMS.gov/provider-data once the data from 4 quarters of 2024 are publicly reported.

Please contact the OAS CAHPS Survey Coordination Team via e-mail at oascahps@rti.org or call toll-free (866) 590-7468, if you have any questions.

Calendar Year (CY) 2024, Quarter 2 Data Submission Deadline Reminder – October 9, 2024
Data SubmissionPosted October 2, 2024

The data submission deadline for submitting Quarter 2 of calendar year 2024 data (CY24, Q2) to the OAS CAHPS Data Center is Wednesday, October 9, 2024. We thank those OAS CAHPS Survey vendors who have already begun submitting CY24, Q2 data for their client facilities. If you have not submitted any data for Quarter 2, we encourage you to begin submitting your files as soon as possible.

As we approach the next data submission deadline, please note the important points provided below.

Check your Vendor Authorization Report to make sure that all client facilities have authorized your organization to submit data on their behalf.
CMS will not accept any data files for the April, May, and/or June 2024 sample months after 8:00 PM Eastern Time on October 9, 2024.
Survey vendors should start submitting their data files as soon as possible to allow adequate time to re-submit data, if needed. You may submit files as many times as needed as long as the final file submission is successfully uploaded by the deadline.
Each time a data file for an HOPD or ASC is submitted, it overwrites any previously submitted data for that same facility for that survey period.
You must still submit an XML data file for an HOPD or ASC facility even if the corresponding monthly patient information file does not have any patients eligible to be sampled.
After each file upload, you will receive an email confirmation within several minutes notifying you whether the upload was successful.
All submitted files will go through validation checks. After the validation check is conducted, you will receive a second e-mail confirmation message notifying you whether your file has been accepted or rejected. The confirmation e-mail message will contain a hyperlink to a Data Submission Report, which shows details of the validation check and any file errors that were identified.
Survey vendors can access the Data Submission Reports on the project website by selecting "History" through the "Data Submission Reports" link in the Data Submission menu.
If you do not receive an e-mail message confirming that your file was successfully uploaded, an e-mail message providing the results of the validation checks, or you cannot view the Data Submission Reports on files that you have submitted, please contact the OAS CAHPS Data Center at oascahps@rti.org.

For additional information about data file preparation and data submission processes, please review Chapter XIII of the OAS CAHPS Survey Protocols and Guidelines Manual available under the Survey Materials tab on the OAS CAHPS website. Please contact the OAS CAHPS Survey Coordination Team via e-mail at oascahps@rti.org or call toll-free (866) 590-7468 if you have any questions or trouble submitting data files.

Calendar Year (CY) 2024, Quarter 2 Data Submission Deadline Reminder – October 9, 2024
Data SubmissionPosted September 25, 2024

As we approach the next data submission deadline, please note the important points provided below.

Check your Vendor Authorization Report to make sure that all client facilities have authorized your organization to submit data on their behalf.
CMS will not accept any data files for the April, May, and/or June 2024 sample months after 8:00 PM Eastern Time on October 9, 2024.
Survey vendors should start submitting their data files as soon as possible to allow adequate time to re-submit data, if needed. You may submit files as many times as needed as long as the final file submission is successfully uploaded by the deadline.
Each time a data file for an HOPD or ASC is submitted, it overwrites any previously submitted data for that same facility for that survey period.
You must still submit an XML data file for an HOPD or ASC facility even if the corresponding monthly patient information file does not have any patients eligible to be sampled.
After each file upload, you will receive an email confirmation within several minutes notifying you whether the upload was successful.
All submitted files will go through validation checks. After the validation check is conducted, you will receive a second e-mail confirmation message notifying you whether your file has been accepted or rejected. The confirmation e-mail message will contain a hyperlink to a Data Submission Report, which shows details of the validation check and any file errors that were identified.
Survey vendors can access the Data Submission Reports on the project website by selecting "History" through the "Data Submission Reports" link in the Data Submission menu.
If you do not receive an e-mail message confirming that your file was successfully uploaded, an e-mail message providing the results of the validation checks, or you cannot view the Data Submission Reports on files that you have submitted, please contact the OAS CAHPS Data Center at oascahps@rti.org.

Calendar Year (CY) 2024, Quarter 2 Data Submission Deadline Reminder – October 9, 2024
Data SubmissionPosted September 11, 2024

As we approach the next data submission deadline, please note the important points provided below.

Check your Vendor Authorization Report to make sure that all client facilities have authorized your organization to submit data on their behalf.
CMS will not accept any data files for the April, May, and/or June 2024 sample months after 8:00 PM Eastern Time on October 9, 2024.
Survey vendors should start submitting their data files as soon as possible to allow adequate time to re-submit data, if needed. You may submit files as many times as needed as long as the final file submission is successfully uploaded by the deadline.
Each time a data file for an HOPD or ASC is submitted, it overwrites any previously submitted data for that same facility for that survey period.
You must still submit an XML data file for an HOPD or ASC facility even if the corresponding monthly patient information file does not have any patients eligible to be sampled.
After each file upload, you will receive an email confirmation within several minutes notifying you whether the upload was successful.
All submitted files will go through validation checks. After the validation check is conducted, you will receive a second e-mail confirmation message notifying you whether your file has been accepted or rejected. The confirmation e-mail message will contain a hyperlink to a Data Submission Report, which shows details of the validation check and any file errors that were identified.
Survey vendors can access the Data Submission Reports on the project website by selecting "History" through the "Data Submission Reports" link in the Data Submission menu.
If you do not receive an e-mail message confirming that your file was successfully uploaded, an e-mail message providing the results of the validation checks, or you cannot view the Data Submission Reports on files that you have submitted, please contact the OAS CAHPS Data Center at oascahps@rti.org.

Registration Now Open for the OAS CAHPS Survey Vendor Update Webinar Training Session
TrainingPosted September 3, 2024

Registration is now open for the Outpatient and Ambulatory Surgery CAHPS (OAS CAHPS) Survey Vendor Update Webinar Training session, which will take place on November 13, 2024, from 1:00 PM to 3:00 PM Eastern Time.

To register, please complete the Training Registration Form.

Survey vendors who wish to retain their status as approved OAS CAHPS Survey vendors are required to have their designated OAS CAHPS Project Director attend the entire session. We also strongly encourage all key OAS CAHPS staff, including sampling, data managers and subcontractors, to attend the Update Training. Key subcontractors are defined as a subcontractor that will conduct substantive work to support the implementation of the OAS CAHPS Survey. For purposes of this survey, substantive work is defined as follows:

ANY statistical function, including sample selection,
telephone or web survey data collection (i.e., if an approved vendor is subcontracting data collection activities),
returned mail and questionnaire receipt,
processing data for mail, telephone or web, and
construction or submission of XML data files.

There are no restrictions on the number of people attending or the number of lines required for each vendor.

Approved vendors that wish to apply for approval to administer one or both web mixed modes and have not done so previously will also need to register for the Introduction to the OAS CAHPS Survey self-paced training, review the necessary Survey Administration modules for the web mode(s), and complete (and pass) an online web certification, which will be available after the Update Training.

If you have any questions, you can contact the OAS CAHPS Survey Coordination Team at oascahps@rti.org or call toll-free 1-866-590-7468.

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