Updated Versions of Protocols and Guidelines Manual, Website User and Data Submission Manual, and Other Standalone Documents have been Posted
folder_openSurvey Materialscalendar_todayPosted 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.