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Calendar Year (CY) 2021, Quarter 2 Data Submission Deadline Reminder – October 13, 2021
folder_openData Submissioncalendar_todayPosted September 15, 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.

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Registration Now Open for the OAS CAHPS Survey Vendor Update Webinar Training Session
folder_openTrainingcalendar_todayPosted September 7, 2021

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 9, 2021 from 1:00 PM to 5:00 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.

Approved vendors that wish to apply for one or both of the new web modes will also need to complete (and pass) an online certification, which will be available after the Update Training.

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

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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Registration Now Open for the Introduction to the OAS CAHPS Survey Self-Paced Training
folder_openTrainingcalendar_todayPosted September 7, 2021

Registration is now open for the 2021 Introduction to the Outpatient and Ambulatory Surgery CAHPS (OAS CAHPS) Survey self-paced training. Please note that training materials will be available on this website beginning in early November 2021.

To register, please complete the Training Registration Form.

Survey vendors interested in becoming an approved OAS CAHPS Survey vendor should review the September 1, 2021 announcement for a detailed list of requirements. More information about the survey and the requirements for becoming an approved OAS CAHPS Survey vendor can be found in Chapter III of the OAS CAHPS Survey Protocols and Guidelines Manual, Version 5.0, available under the "Survey Materials" menu tab on this website.

Staff from hospitals, ambulatory surgery centers, health care organizations, and other organizations interested in the implementation of the OAS CAHPS Survey may review this training as well but are not required to do so.

Survey vendors who have already been approved to conduct the OAS CAHPS Survey are not required to attend the Introductory Training. However, approved survey vendors are required to attend the OAS CAHPS Survey Update Training session, which will be held via webinar on Tuesday, November 9, 2021.

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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RTI International will be closed September 3 and 6, 2021
folder_openOther Announcementscalendar_todayPosted September 1, 2021

RTI International will be closed on September 3 and 6, 2021. 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.

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OAS CAHPS Vendor Registration and Vendor Application Now Available
folder_openOther Announcementscalendar_todayPosted September 1, 2021

The OAS CAHPS Survey Vendor Registration and Vendor Application Forms are now available on this website. Survey organizations interested in becoming approved OAS CAHPS Survey vendors must do all of the following:

  • Designate a staff member to be the vendor's OAS CAHPS Survey Administrator. The Survey Administrator will complete the vendor registration and application process as described here.
  • Meet a set of minimum business requirements located here.
  • The vendor's designated OAS CAHPS Survey Administrator must complete the online Vendor Registration Form (available under the "For Vendors" menu) to obtain login credentials to this website.
  • After submitting the Vendor Registration Form, the OAS CAHPS Survey Administrator can complete and submit the Vendor Application available via the Vendor Dashboard.
  • The OAS CAHPS Survey Administrator must print, complete, notarize, and mail the OAS CAHPS Survey Administrator Consent Form to the OAS CAHPS Survey Coordination Team at the address listed on the top of the form. The Consent Form will be available via the Vendor Dashboard page after submitting the Vendor Registration Form.
  • The vendor's designated OAS CAHPS Project Director must register for and complete the self-paced Introduction to OAS CAHPS Survey Training. If interim approval is granted, newly approved vendors must attend all OAS CAHPS Update Training sessions. We strongly encourage all key OAS CAHPS staff, including sampling and data managers and key subcontractors, to attend the OAS CAHPS Survey trainings.
  • The designated OAS CAHPS Project Director must also successfully complete and pass a training certification that will be available on the OAS CAHPS website.
  • Agree to implement the OAS CAHPS Survey using standardized protocols and procedures described in the OAS CAHPS Survey Protocols and Guidelines Manual available here.
  • Develop and submit a Quality Assurance Plan (QAP) within 6 weeks after the vendor's first quarterly OAS CAHPS Survey data submission.
  • Participate and cooperate in all oversight activities conducted by the OAS CAHPS Survey Coordination Team, including but not limited to conference calls and site visits, as deemed necessary.

Survey vendors already approved as an OAS CAHPS Survey vendor can now access the updated Vendor Application Form through the Vendor Dashboard, after logging in.

For questions about the OAS CAHPS survey and the requirements for becoming an approved OAS CAHPS Survey vendor, feel free to contact the OAS CAHPS Survey Coordination Team at oascahps@rti.org or call toll-free 1‑866-590-7468.

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Request for Interest in Becoming an Approved OAS CAHPS Survey Vendor
folder_openTrainingcalendar_todayPosted August 16, 2021

Important Information for Survey Organizations Interested in Becoming an Approved OAS CAHPS Survey Vendor

*** Any survey organization, not already a CMS-approved survey vendor for OAS CAHPS and interested in applying to become an approved OAS CAHPS Survey vendor must notify the OAS CAHPS Survey Coordination Team of their interest via email at oascahps@rti.org no later than September 3, 2021. ***

The OAS CAHPS Survey Coordination Team is preparing for the next vendor application review cycle. This will include accepting and processing applications from survey organizations and training those survey vendors to become a CMS-approved OAS CAHPS Survey vendor. However, any interested survey organizations must notify us of their intent to submit an application via email by 5:00 PM (Eastern Time) on September 3, 2021. To become a CMS-approved OAS CAHPS Survey vendor, survey organizations must, at a minimum:

  • complete and submit the online OAS CAHPS Vendor Application form,
  • meet the minimum business requirements posted under the "For Vendors" menu tab on this website,
  • complete the self-paced Introduction to the OAS CAHPS Survey Training and in any subsequent OAS CAHPS Survey Vendor Update Training sessions,
  • complete (and pass) an online certification after completing the Introductory Training, and
  • ensure that any subcontractors with significant roles and staff who are in receipt of patient identifying data participate in all vendor training sessions. 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.

Additional information about survey vendor responsibilities on the OAS CAHPS Survey can be found in Chapter III of the OAS CAHPS Survey Protocols and Guidelines Manual, Version 5.0 that is available under the "Survey Materials" menu on this website.

The online OAS CAHPS Survey Vendor Application will be made available on this website in September 2021. An announcement will be posted when it is available.

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 about this request for interest.

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2021 OAS CAHPS Survey Update Webinar Training Session
folder_openTrainingcalendar_todayPosted August 16, 2021

The next Outpatient and Ambulatory Surgery CAHPS (OAS CAHPS) Survey Vendor Update Webinar Training session will take place on Tuesday, November 9, 2021. The session will be held from 1:00 to 5:00 PM Eastern Standard Time. We have allotted 4 hours for this session to allow sufficient time to cover new survey modes and protocols and time for questions.

Online registration to attend the OAS CAHPS Survey Vendor Update Webinar Training session will be available soon. Please monitor this website for an announcement that registration is open.

Survey vendors who wish to retain their status as approved OAS CAHPS Survey vendors must have their 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.

Approved vendors that wish to apply for one or both of the new web modes will also need to complete (and pass) an online certification, which will be available after the Update Training.

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.

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2021 Introduction to the OAS CAHPS Survey Training: Self-Paced Format
folder_openTrainingcalendar_todayPosted August 16, 2021

The 2021 Introduction to the Outpatient and Ambulatory Surgery CAHPS (OAS CAHPS) Survey Training will be offered in a self-paced format beginning in early November 2021.

We will continue to require that organizations register for this training online. Registration will be available soon. Please monitor this website for an announcement that registration is open.

The Introduction to the OAS CAHPS Survey Training is intended for the following:

  • Survey organizations interested in becoming approved OAS CAHPS Survey vendors. At a minimum, the vendor's designated OAS CAHPS Project Director must register for and complete the self-paced training and the training certification after training. We strongly encourage all key OAS CAHPS staff, including sampling and data managers and key subcontractors, to complete the Introductory 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.
  • Survey vendors already approved as an OAS CAHPS Survey vendor are not required to complete this training; however, their staff are welcome to review the Introductory Training slides, especially those individuals who are new to the OAS CAHPS Survey and new subcontractors with significant roles (as defined above).
  • Approved vendors will be required to attend the live OAS CAHPS Survey Vendor Update Training webinar on Tuesday, November 9, 2021 from 1:00 to 5:00 PM (Eastern Standard Time). Vendors seeking approval to administer one or both of the new web modes will also need to complete an online certification, which will be available soon after the Update Training.

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.

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Notice of Publication of the Proposed Rule for Calendar Year 2022
folder_openFinal/Proposed Rulescalendar_todayPosted August 4, 2021

The Hospital Outpatient Prospective Payment and Ambulatory Surgical Center Payment Systems and Quality Reporting Programs CY 2022 Proposed Rule has been published in the Federal Register today, August 4, 2021. The Proposed Rule is available on the OAS CAHPS website at the link provided here.

In this Proposed Rule, CMS intends 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. The Proposed Rule also indicates that the implementation of the OAS CAHPS Survey will remain voluntary until CY 2023. Participation in the OAS CAHPS Survey will be linked to reimbursement beginning with CY 2024 for HOPDs and ASCs. Confirmation of plans will be published in the CY 2022 Final Rule in November 2021.

The OPPS and ASC Rules are updated annually. The next update (CY 2023 Rule) will be proposed in July or August 2022 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.

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OAS CAHPS Planned Survey Materials for 2022 Posted
folder_openSurvey Materialscalendar_todayPosted July 22, 2021

The Centers for Medicare & Medicaid Services (CMS) intends to roll out two new modes for the OAS CAHPS Survey, starting in 2022 - web with mail follow-up of nonrespondents and web with telephone follow-up of nonrespondents. In anticipation of these proposed changes, which are documented in the Proposed Rule for calendar year (CY) 2022, we have made the revised survey materials available on the OAS CAHPS website, under the "Survey Materials" menu tab. The new materials include the following:

  • NEW web survey questionnaire,
  • NEW web survey invitation letter and e-mail message,
  • NEW web survey reminder letter and e-mail message,
  • NEW web with mail follow-up questionnaire cover letter,
  • NEW (optional) telephone-only prenotification letter,
  • Revised mail questionnaire,
  • Revised mail cover letters,
  • Revised telephone interview script,
  • Revised XML data file layouts,
  • Revised Example Patient File Layout, and
  • Revised telephone interviewer FAQs.

The current versions of these materials are also available through the "Survey Materials" menu tab. A toggle button allows you to alternate between the current materials and the planned materials for 2022.

A couple of other things to note:

  • In addition to the new materials noted above, CMS has also expanded the translations available for telephone administration to include Simplified and Traditional Chinese.
  • The Quick Links box on the Home page contains a new link to table summarizing the timing of all contact attempts by survey mode that takes effect with the January 2022 sample month. A direct link to this document is provided here.

As vendors receive questions from their client hospitals and ASCs about CMS' planned changes, we encourage vendors to direct their clients to the OAS CAHPS Survey Coordination Team. The OAS CAHPS Survey Coordination Team can be reached via e-mail at oascahps@rti.org or call toll-free (866) 590-7468, if you have any questions.

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