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Calendar Year (CY) 2021, Quarter 1 Data Submission Deadline Reminder – July 14, 2021
folder_openData Submissioncalendar_todayPosted June 16, 2021

The data submission deadline for submitting Quarter 1 of calendar year 2021 data (CY21, Q1) to the OAS CAHPS Data Center is Wednesday, July 14, 2021. We thank those OAS CAHPS Survey vendors who have already begun submitting CY21, Q1 data for their client facilities. If you have not submitted any data for Quarter 1, 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.

  • If you were unable to administer the OAS CAHPS Survey for January, February and/or March 2021 sample months on behalf of your HOPD or ASC clients due to COVID-19, please notify the Coordination Team so we can track this information.
  • 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 January, February and/or March 2021 sample months after 8:00 PM Eastern Time on July 14, 2021.
  • 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 XI 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.

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RTI International will be closed May 31, 2021
folder_openOther Announcementscalendar_todayPosted May 26, 2021

RTI International will be closed on May 31, 2021 in observance of Memorial Day. The OAS CAHPS Survey Coordination Team will respond to email and telephone inquiries that are received on that date after RTI re-opens.

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.

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OAS CAHPS Survey 2021 Annual QAP Update
folder_openOther Announcementscalendar_todayPosted April 30, 2021

This is a friendly reminder that the deadline for OAS CAHPS Survey vendors to submit their Annual Quality Assurance Plan (QAP) is 11:59 PM Eastern Time on May 31st, 2021.

Please note that if your operations have temporarily changed due to COVID-19, those changes do not need to be detailed in the QAP at this time. As a reminder, documentation of plans to work remotely during the COVID-19 impact period are reviewed by CMS via Exceptions Request Form.

To ensure prompt review and acceptance of your QAP upon submission, please follow the procedures listed below:

  • Locate the version of your most recently approved QAP; that is, the version that was accepted by CMS and the Coordination Team for 2020.
  • Make a document copy of that version (MS Word preferred) and accept all tracked changes, creating a clean copy of your QAP.
  • Make any updates to this clean version using track changes, so that your document reflects only the new changes made since your last approved QAP.
  • Make sure to include updates to your QAP if your organization has had changes in OAS CAHPS Survey personnel, changes to protocols or procedures, and/or changes in approved survey mode(s).
  • Make sure your QAP follows the format shown in the Model QAP posted on the OAS CAHPS website. Also make sure that you provide information for every topic included in the Model QAP.
  • Before submitting your annual QAP, check it carefully to make sure that it reflects all OAS CAHPS Survey protocols disseminated via announcements posted on the OAS CAHPS Web site and/or described in the latest version of the Protocols and Guidelines Manual.
  • Submit your QAP online via the OAS CAHPS website (https://oascahps.org/).

Remember that you must also update your online OAS CAHPS Vendor Application Form if you have been approved to add/drop survey modes, changed key personnel and/or subcontractors, and/or have changed your business name or location.

Please contact the OAS CAHPS Survey Coordination Team at 1-866-590-7468 or via email at oascahps@rti.org if you have any questions about the QAP submission or review process.

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OAS CAHPS Public Reporting Results Refreshed on Provider Data Catalog (Quarters 2-4, 2019 and Quarter 3, 2020)
folder_openPublic Reportingcalendar_todayPosted April 28, 2021

Outpatient and Ambulatory Surgery CAHPS (OAS CAHPS) Survey results based on responses from patients who received an outpatient surgery or procedure between April and December 2019, and July and September 2020* (Q2-4, 2019 and Q3, 2020) 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 each calendar year quarter, as shown in Table 14.2 of the OAS CAHPS Survey Protocols and Guidelines Manual, Version 5.0, available here. CMS has determined that OAS CAHPS public reporting will include four quarters of data. For any public reporting period with fewer than four quarters due to the suppression of Quarters 1 and 2 of 2020, earlier quarters will be reported to replace Quarters 1 and 2 of 2020.

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.

* Please note that Quarters 1 and 2, 2020 will not be publicly reported due to the impact of COVID-19. Therefore, to report four quarters of data, two older quarters (Q2 and Q3, 2019) will be reported in place of the first two quarters of 2020.

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Aligning Gatekeeper Refusal Protocol with Hospital CAHPS (HCAHPS)
folder_openSurvey Specifications and Guidelinescalendar_todayPosted April 27, 2021

This purpose of this announcement is to alert OAS CAHPS Survey vendors administering the OAS CAHPS Survey via telephone mode that CMS has modified the protocols for handling gatekeeper refusal to better align with Hospital CAHPS (HCAHPS). Below are two excerpts from the OAS CAHPS Survey Protocols and Guidelines Manual, Version 5.0, that show the protocol changes.

These revisions will be folded into the next edition of the Protocols and Guidelines Manual, which is scheduled to be released later this year. Please review and incorporate these changes (where appropriate) in OAS CAHPS Survey operations.

Excerpt from Chapters VI and VII of the Protocols and Guidelines Manual, Version 5.0:

  • Once the interviewer has confirmed that the sample member is on the phone, if the sample member hangs up (without any comment) before or during the introductory script, the case should be called again on a different day of the week and at a different time of day. If the sample member hangs up (without any comment) after the introductory script but before any survey questions are answered, the interviewer should code the case as a refusal. As a reminder, final disposition code 320 - Refusal can only be assigned if sample members (not a gatekeeper or other individual) indicate they do not wish to participate in the survey.

     NOTE : The text in red above is an unrelated clarification that will be issued with the next edition of the Manual.

Excerpt from Table 9.1 in the Protocols and Guidelines Manual, Version 5.0:

Code

Description

320

Refusal

This code should be assigned if the sample member indicates either in writing or verbally that he or she does not wish to participate in the survey.

Mail-Only Mode

This code should also be assigned if the first questionnaire mailing is never returned or is returned blank and the second questionnaire is returned blank during the data collection period.

Telephone-Only Mode and Mixed Mode

This code should be assigned if the sample member (not a gatekeeper or other individual) states that he or she does not wish to participate in the survey.

 

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.

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Process to Suppress OAS CAHPS Survey Data from Public Reporting for July 2021 Refresh
folder_openPublic Reportingcalendar_todayPosted April 15, 2021

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 July 2021, which includes data from Quarters 3 and 4, 2019 and Quarters 3 and 4, 2020. Please note Quarters 1 and 2, 2020 will not be publicly reported due to the impact of COVID-19. Therefore, to report four quarters of data, two older quarters (Q3 and Q4, 2019) will be reported in place of the first two quarters of 2020.

For the July 2021 refresh, vendors must notify the OAS CAHPS Survey Coordination Team (via email at oascahps@rti.org) by May 15, 2021 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 should include the HOPD's or ASC's name and CMS Certification Number (CCN).

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.

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OAS CAHPS Preview Reports Available for Quarters 2-4, 2019 and Quarter 3, 2020
folder_openPublic Reportingcalendar_todayPosted April 14, 2021

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 April through December 2019 and July through September 2020 (Q2-4, 2019 and Q3, 2020) are now available on the OAS CAHPS website.

Please note that Quarters 1 and 2, 2020 will not be publicly reported due to the impact of COVID-19. Therefore, to report four quarters of data, two older quarters (Q2 and Q3, 2019) will be reported in place of the first two quarters of 2020.

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.

  1. 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.
  1. 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.
  1. 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 the Provider Data Catalog (PDC) 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 XIV of the OAS CAHPS Survey Protocols and Guidelines Manual available under the Survey Materials menu tab on the OAS CAHPS website.

  1. 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 April through December 2019 and July through September 2020. The future anticipated public reporting periods are provided in Table 14.2 of the OAS CAHPS Survey Protocols and Guidelines Manual. We note, however, that CMS has determined that OAS CAHPS public reporting will include 4 quarters of data. For any public reporting period with fewer than 4 quarters due to the suppression of Quarters 1 and 2 of 2020, earlier quarters will be reported to replace Quarters 1 and 2 of 2020.
  1. 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.

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OAS CAHPS Survey Vendor Minimum Business Requirements Updated in Preparation for New Modes in 2022
folder_openOther Announcementscalendar_todayPosted April 7, 2021

In preparation for rolling out the two new web-based survey modes (web with mail follow-up and web with telephone follow-up) in 2022, the OAS CAHPS Survey Vendor Minimum Business Requirements (MBRs) have been revised and are now available on the OAS CAHPS website, under the "For Vendors" menu.

Please note that the online OAS CAHPS Survey Vendor Application form will also be updated to reflect the revised MBRs and available for submission in September 2021 when the next application review cycle begins.

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.

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Final Calendar Year (CY) 2020, Quarter 4 Data Submission Deadline Reminder – April 14, 2021
folder_openData Submissioncalendar_todayPosted April 7, 2021

This announcement serves as the final reminder that the data submission deadline for submitting Quarter 4 of calendar year 2020 data (CY20, Q4) to the OAS CAHPS Data Center is Wednesday, April 14, 2021. We thank those OAS CAHPS Survey vendors who have already begun submitting CY20, Q4 data for their client facilities. If you have not submitted any data for Quarter 4, 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.

  • If you were unable to administer the OAS CAHPS Survey for October, November, and/or December 2020 sample months on behalf of your HOPD or ASC clients due to COVID-19, please notify the Coordination Team so we can track this information.
  • Check your Vendor Authorization Report to make sure that all your client facilities have authorized your organization to submit data on their behalf.
  • CMS will not accept any data files for the October, November, and/or December 2020 sample months after 8:00 PM Eastern Time on April 14, 2021.
  • 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 complete, 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 XI 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.

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Calendar Year (CY) 2020, Quarter 4 Data Submission Deadline Reminder – April 14, 2021
folder_openData Submissioncalendar_todayPosted March 31, 2021

The data submission deadline for submitting Quarter 4 of calendar year 2020 data (CY20, Q4) to the OAS CAHPS Data Center is Wednesday, April 14, 2021. We thank those OAS CAHPS Survey vendors who have already begun submitting CY20, Q4 data for their client facilities. If you have not submitted any data for Quarter 4, 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.

  • If you were unable to administer the OAS CAHPS Survey for October, November, and/or December 2020 sample months on behalf of your HOPD or ASC clients due to COVID-19, please notify the Coordination Team so we can track this information.
  • Check your Vendor Authorization Report to make sure that all your client facilities have authorized your organization to submit data on their behalf.
  • CMS will not accept any data files for the October, November, and/or December sample months after 8:00 PM Eastern Time on April 14, 2021.
  • 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 complete, 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 XI 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.

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