Menu

Announcements

 

RTI International will be closed November 25 and 26, 2021
folder_openOther Announcementscalendar_todayPosted November 19, 2021

RTI International will be closed on November 25 and 26, 2021 in observance of the Thanksgiving holiday. The OAS CAHPS Survey Coordination Team will respond to email and telephone inquiries that are received on those dates 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.

Back to top


Notice of Publication of the Final Rule for Calendar Year 2022
folder_openFinal/Proposed Rulescalendar_todayPosted November 16, 2021

The Hospital Outpatient Prospective Payment and Ambulatory Surgical Center Payment Systems and Quality Reporting Programs Final Rule has been published in the Federal Register today, November 16, 2021. The Final Rule is available here.

As stated in the Rule, CMS plans to incorporate two additional mixed modes (web with mail follow-up of nonrespondents and web with telephone follow-up of nonrespondents), allowing a total of five modes of survey administration for the OAS CAHPS Survey beginning in CY 2022. CMS also plans to continue voluntary implementation of the OAS CAHPS Survey through CY 2023 for HOPDs and CY 2024 for ASCs. Therefore, participation in the OAS CAHPS Survey will be linked to reimbursement beginning with CY 2024 for HOPDs and CY 2025 ASCs. Another change for ASCs that CMS has included in the Final Rule is a reduction in the target number of completes from 300 to 200 completed surveys annually.

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.

Back to top


OAS CAHPS Survey Training Materials Have Been Posted
folder_openTrainingcalendar_todayPosted November 3, 2021

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 9th webinar. To do so, please send your question(s) to the Coordination Team via e-mail at oascahps@rti.org.

Back to top


Updated Versions of Protocols and Guidelines Manual, Website User and Data Submission Manual, and Other Documents have been Posted
folder_openSurvey Materialscalendar_todayPosted November 3, 2021

Version 6.0 of the Protocols and Guidelines Manual, Version 5.0 of the Website User and Data Submission Manual have been updated and posted on the OAS CAHPS website. The Website User and Data Submission Manual is available on the Data Submission Resources page.

The following is a summary of the main differences between Version 5.0 and Version 6.0 of the Protocols and Guidelines Manual.

  • Throughout Manual: Updated text to include the new web modes of administration; updated references to "mixed-mode" administration to "mail with telephone follow-up"; updated the survey question references based on revised survey instrument; incorporated new survey materials including web survey letters and emails and optional prenotification letter for phone-only mode; updated CMS-approved translations for telephone administration to include Chinese; updated Chapter and Appendix references; and updated references to the OAS CAHPS Survey Website User and Data Submission Manual from Version 4.0 to Version 5.0.
  • Chapter II: Expanded text describing the 2019 mode experiment, analysis and outcomes and added text regarding participation guidelines for CY2022 based on the Final Rule published in November 2021.
  • Chapter III: Updated text regarding the conversion of the Introduction to OAS CAHPS Training from live webinar to self-paced format; revised the Vendor Business Requirements section to include information about potential conflict of interest with RTI International (the OAS CAHPS Survey Coordination Team) and requirements related to web with mail follow-up and web with telephone follow-up survey administration; and updated definition of "substantive work" for vendor subcontractors.
  • Chapter IV: Streamlined chapter text to consolidate text and insert tables/graphics (where appropriate); added 'patient email address' to Table 4.1 as a data element needed on the patient information file and an explanation of this variable in a later section; added flowchart graphic illustrating the process vendors should follow when patient records are missing procedural codes; added text clarifying that the sampling frame must contain only unduplicated eligible patients; incorporated revised target of 200 annual completes for ASCs (per CMS directive in the CY2022 Final Rule) in sampling Step 5; revised Table 4.2 with updated response rates for 25 responses/month (for HOPDs) and added new column with 17 responses/month (for ASCs); added text clarifying the purpose of determining ideal sample sizes and a needed sampling rate; clarified description of methodology to generate N Random Numbers; updated description and examples of how to implement stratified systematic sampling variations (1 and 2); added Table 4.3 Action Required When Contact Information is Missing for Sampled Patients and removed the section "Requirement That the First File Contain All Patient Information"; and updated some of the misconception and correct implementation examples.
  • Chapter V: Streamlined chapter text to consolidate text and insert tables/graphics (where appropriate); updated cover letter content requirements to remove phrase that participation will not affect any benefits the sample member receives or expects to receive and revise how overall survey results are used to help people when choosing an outpatient facility; updated descriptions of mailing requirements; and updated quality control guidelines to clarify which types of cases and the proportion of cases vendors who scan returned survey should check, added new guidance on staff trained to review handwritten comments and whitemail for proper disposition code assignment, and added new QC recommendation to check noncomplete cases.
  • Chapter VI: Streamlined chapter text to consolidate text and insert tables/graphics (where appropriate); incorporated guidelines for using the new, optional prenotification letter to sample members prior to telephone contacting; updated text to reflect new changes to the CATI script and questionnaire; revised guidance when vendors can assign code 320 - Refusal (when sample member or gatekeeper refuse); and added new quality control recommended guideline to review noncomplete cases.
  • Chapter VII: Streamlined chapter text to consolidate text and insert tables/graphics (where appropriate); updated cover letter content requirements to remove phrase that participation will not affect any benefits the sample member receives or expects to receive and revise how overall survey results are used to help people when choosing an outpatient facility; revised administration requirements related to approved languages for mail materials to include Chinese; updated descriptions for data receipt and data entry to include new guidance such as how to process surveys received after 6-weeks and those received after telephone follow-up has begun; revised guidance when vendors can assign code 320 - Refusal (when sample member or gatekeeper refuse); and updated quality control guidelines to clarify which types of cases and the proportion of cases vendors who scan returned survey should check, added new guidance on staff trained to review handwritten comments and whitemail for proper disposition code assignment, and added new QC recommendation to check noncomplete cases.
  • Chapter VIII (NEW CHAPTER): WEB WITH MAIL FOLLOW-UP ADMINISTRATION PROCEDURES Updated documentation that was posted in the draft version of this chapter based on the Final Rule updates (only mailing either the letter or sending the email version of the invitations and reminders and updated cover letter content requirements to remove phrase that participation will not affect any benefits the sample member receives or expects to receive.
  • Chapter IX (NEW CHAPTER): WEB WITH TELEPHONE FOLLOW-UP ADMINISTRATION PROCEDURES Updated documentation that was posted in the draft version of this chapter based on the Final Rule updates (only mailing either the letter or sending the email version of the invitations and reminders and updated cover letter content requirements to remove phrase that participation will not affect any benefits the sample member receives or expects to receive.
  • Chapter X: Updated example of providing de-identified response data by combining contiguous response options; and updated guidance on what to convey when communicating with sample members about confidentiality and security by removing that participation will not affect the care they receive or expect to receive in the future.
  • Chapter XI: Updated example screenshots illustrating decision rules for coding responses marked outside response box to reflect revised questionnaire; updated and streamlined information for data processing decision rules and coding guidelines for each mode, including web surveys; updated Table 11.1 to include new disposition code 130 - Completed Web Survey and revised descriptions involving web modes; and revised text to clarify current quality control procedures for mail and web survey data processing activities.
  • Chapter XII: Updated screenshots where needed, and updated text with references to new web mode features of the website.
  • Chapter XIII: Updated screenshots where needed and updated text with references to new web mode features of the website; added text box under Step 1 to note the XML data file layout version available in the Manual and on the OAS CAHPS website; clarified Header Record data element descriptions for Number of Patients Served and Number of Patient Records on the File Submitted by Facilities; and added a recommended for quality control check on noncomplete cases.
  • Chapter XV: Relocated the section on vendor communication with the survey coordination team to the end of the chapter.
  • Chapter XVI : Updated section on adjustment and reporting of results with information from the 2019 mode experiment and plans to publicly report 2022 survey data; updated Table 16.1 to reflect changes to the questionnaire; updated Table 16.2 by removing older quarters and adding four future quarters of publicly reported data.
  • APPENDIX A: Replaced all of the screenshots to reflect the latest changes to the Vendor Application form.
  • APPENDIX B: Added new materials in English (optional prenotification letter for telephone-only mode, web survey invitation and reminder letters and email messages, follow up questionnaire cover letter for web with mail follow-up mode, and the web questionnaire); updated both mail survey cover letters; updated mail questionnaire; and updated telephone script. [NOTE: Appendix B will be updated once OMB approval has been confirmed.]
  • APPENDIX C: Added new materials in Spanish (optional prenotification letter for telephone-only mode, web survey invitation and reminder letters and email messages, follow up questionnaire cover letter for web with mail follow-up mode, and the web questionnaire); updated both mail survey cover letters; updated mail questionnaire; and updated telephone script. [NOTE: Appendix C will be updated once OMB approval has been confirmed.]
  • APPENDIX D: Added new materials or placeholders for materials in Chinese (optional prenotification letter for telephone-only mode, web survey invitation and reminder letters and email messages, follow up questionnaire cover letter for web with mail follow-up mode, web questionnaire, and telephone script); updated the mail survey cover letter for the initial questionnaire mailing; inserted a placeholder for the mail survey cover letter for the second mailing; and updated mail questionnaire. [NOTE: Appendix D will be updated once final review is completed and once OMB approval has been confirmed.]
  • APPENDIX E: Updated all of the Korean mail survey materials to reflect new versions the materials. [NOTE: Appendix E will be updated once OMB approval has been confirmed.]
  • APPENDIX F : Updated text to clarify that the mail and web version of the consent to share identifying information question is the same; added Chinese translation for telephone interview versions of consent to share identifying information.
  • APPENDIX G : Updated to show placeholder for OMB expiration date and guidance on implementation in web materials. [NOTE: Appendix G will be updated once OMB approval has been confirmed.]
  • APPENDIX H: Updated FAQs in English and Spanish; and inserted a placeholder for the Simplified Chinese, and Traditional Chinese FAQs. [NOTE: Appendix H will be updated once final review is completed on Chinese versions.]
  • APPENDIX J and K: Added notation to cover page that the versions in the Manual must be used starting with the January 2022 sample month; updated XML data file layouts to include changes to Survey Mode description and values, patients served description, Final Survey Status values, Qs. 15, 17, 19, 21, 32 and 34 descriptions and/or values, and question numbers to reflect new questionnaire changes; and included notes on data elements that are only applicable on certain modes.
  • APPENDIX L: Updated XML data file layout to include clarification for number of patients served description.
  • APPENDIX M : Added Quality Assurance Plan (QAP) documentation requirements involving web administration.
  • APPENDIX Q : Added Patient Email Address data element for web survey administration.

Standalone survey documents will continue to be posted on the "Planned Survey Materials for 2022" webpage of the OAS CAHPS as they are finalized. The OAS CAHPS Survey Coordination Team plans to post a summary of changes made to the 2021 versions of the survey materials at a later date. An announcement will be posted when this summary of changes is available.

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.

Back to top


CMS Notice of the Final Rule Making for Calendar Year 2022
folder_openInformation for HOPDs / ASCscalendar_todayPosted November 3, 2021

The Hospital Outpatient Prospective Payment and Ambulatory Surgical Center Payment Systems and Quality Reporting Programs calendar year (CY) 2022 Final Rule notification has been posted on CMS' website. The notification provides a preview of what will be posted in the Federal Register on November 16, 2021. The notice is available here.

As noted in the Proposed Rule (published in August 2021), CMS proposed to incorporate two additional mixed modes (web with mail follow-up of nonrespondents and web with telephone follow-up of nonrespondents), allowing a total of five modes of survey administration for the OAS CAHPS Survey beginning in CY 2022. CMS also proposed that implementation of the OAS CAHPS Survey will remain voluntary until CY 2023. However, in the Final Rule CMS' finalized plans were modified for ASCs to incorporate an additional year of voluntary reporting including CY 2024. Therefore, participation in the OAS CAHPS Survey will be linked to reimbursement beginning with CY 2024 for HOPDs and CY 2025 ASCs. Another change for ASCs that CMS has included in the Final Rule is a reduction in the target number of completes from 300 to 200 completed surveys annually.

The next update (CY 2023 Rule) will be proposed in July and finalized in November 2022. The CY 2023 Rule will reflect any planned changes that would impact the 2023 data collection period (CY 2025 payment determination).

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.

Back to top


OAS CAHPS Public Reporting Results Refreshed on Provider Data Catalog (Quarter 4, 2019, Quarters 3-4, 2020 and Quarter 1, 2021)
folder_openPublic Reportingcalendar_todayPosted October 27, 2021

Outpatient and Ambulatory Surgery CAHPS (OAS CAHPS) Survey results based on responses from patients who received an outpatient surgery or procedure between October and December 2019 and July 2020 and March 2021* (Q4, 2019, Q3-4, 2020 and Q1, 2021) 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 14.2 of the OAS CAHPS Survey Protocols and Guidelines Manual, Version 5.0, available here.

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 Quarter 2, 2020 will not be publicly reported due to the impact of COVID-19. Therefore, to report four quarters of data, one older quarter (Q4, 2019) will be reported in place of Quarter 2, 2020.

Back to top


Process to Suppress OAS CAHPS Survey Data from Public Reporting for January 2022 Refresh
folder_openPublic Reportingcalendar_todayPosted October 18, 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 January 2022, which includes data from Quarter 3, 2020 - Quarter 2, 2021.

For the January 2022 refresh, vendors must notify the OAS CAHPS Survey Coordination Team (via email at oascahps@rti.org) by November 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 email 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 email at oascahps@rti.org or call toll-free (866) 590-7468, if you have any questions.

Back to top


OAS CAHPS Preview Reports Available for Quarter 4, 2019, Quarters 3-4, 2020 and Quarter 1, 2021
folder_openPublic Reportingcalendar_todayPosted October 13, 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 October through December 2019 and July 2020 through March 2021 (Q4, 2019, Q3-4, 2020 and Q1, 2021) 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, an older quarter (Q4, 2019) will be reported instead.

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 data.medicare.gov. 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 October through December 2019 and July 2020 through March 2021. 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.

Back to top


Final Calendar Year (CY) 2021, Quarter 2 Data Submission Deadline Reminder – October 13, 2021
folder_openData Submissioncalendar_todayPosted October 6, 2021

This announcement serves as the final reminder that the data submission deadline for submitting Quarter 2 of calendar year 2021 data (CY21, Q2) to the OAS CAHPS Data Center is Wednesday, October 13, 2021. We thank those OAS CAHPS Survey vendors who have already begun submitting CY21, 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 2021 sample months after 8:00 PM Eastern Time on October 13, 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.

Back to top


Calendar Year (CY) 2021, Quarter 2 Data Submission Deadline Reminder – October 13, 2021
folder_openData Submissioncalendar_todayPosted September 29, 2021

The data submission deadline for submitting Quarter 2 of calendar year 2021 data (CY21, Q2) to the OAS CAHPS Data Center is Wednesday, October 13, 2021. We thank those OAS CAHPS Survey vendors who have already begun submitting CY21, 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 2021 sample months after 8:00 PM Eastern Time on October 13, 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.

Back to top