Updated Versions of Protocols and Guidelines Manual, Website User and Data Submission Manual, and Other Documents have been Posted
folder_openSurvey Materialscalendar_todayPosted November 5, 2019
Version 4.0 of the Protocols and Guidelines Manual, Version 3.0 of
the Website User and Data Submission Manual, as well as revised
versions of standalone documents have been updated and posted on the OAS
CAHPS website. The following standalone documents are available on the
Survey Materials page: mail questionnaires in each approved language, OMB
disclosure notices in each approved language, FAQs for telephone
interviewers in English and Spanish, XML file layouts (Standard, DSRS, and
Zero Sampled), and Model QAP Outline document available under "For
Vendors." 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 3.0 and
Version 4.0 of the Protocols and Guidelines Manual.
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Chapter II:
Added additional clarification to the HOPD and ASC eligibility
criteria; and refined text regarding the extended period of voluntary
implementation of the OAS CAHPS Survey, which will continue through
2020 and until further action in the rulemaking.
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Chapter III:
Streamlined text under HOPD and ASC Responsibilities section; clarified
guidelines when HOPDs and ASCs administer the OAS CAHPS Survey in
conjunction with other surveys; and added text that says CMS reserves
the right to request a past performance evaluation for an applicant
survey vendor.
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Chapter IV:
Updated the definitions of eligible HOPDs and ASCs based on
clarifications added to Chapter II; streamlined guidelines for sampling
when an HOPD or ASC administers the OAS CAHPS Survey in conjunction
with another survey; removed "survey code" as an allowable data element
vendors can use to identify duplicates patients in the monthly patient
information file from their client HOPD or ASC; and revised the
anticipated response rates by mode in the text and Table 4.2.
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Chapter V:
Added text explaining the protocols for following the data collection
schedule when data collection initiated late (i.e., more than 21 days
after the sample month ends); and added new OMB requirement that
printed questionnaires should include the OMB number and expiration
date.
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Chapter VI
: Added text explaining the protocols for following the data collection
schedule when data collection initiated late (i.e., more than 21 days
after the sample month ends); added guidelines that vendors should
restrict patients' personal health information (PHI) to telephone
interviewers; added the definition of a proxy respondent; and clarified
the differences between proxy respondents (not permitted) and
individuals helping the sample member respond to the survey
(permitted).
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Chapter VII:
Added text explaining the protocols for following the data
collection schedule when data collection initiated late (i.e., more
than 21 days after the sample month ends); added new OMB
requirement that printed questionnaires should include the OMB
number and expiration date; added guidelines that vendors should
restrict patients' personal health information (PHI) to telephone
interviewers; added the definition of a proxy respondent; and
clarified the differences between proxy respondents (not permitted)
and individuals helping the sample member respond to the survey
(permitted) for telephone mode.
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Chapter IX
: Simplified Exhibit 9.2 with response to Question
37's answer option #3 and whether it is considered a proxy survey.
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Chapter X
: Updated diagram in Exhibit 10.1; updated screenshots
throughout, where needed; and updated dates in vendor authorization
example.
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Chapter XI:
Clarified guidelines for calculating the Number of Patients Served
variable; revised variable name for "Number of Patient Records on the
File Submitted by the HOPD(s) or ASC(s)" and clarified guidelines for
calculating this variable based on number of patient records (not
unique patients); clarified guidelines for calculating the Number of
Eligible Patients variable; revised variable name for "DSRS Number of
Patient Records on the File Submitted to Vendor" and clarified
guidelines for calculating this variable based on number of patient
records (not unique patients); and added new guidelines for coding
Question 32 (race question) in the Patient Response Record.
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Chapter XIV:
Updated Table 14.2 ("Data Submission Deadlines Linked
to the Public Reporting Period") by adding 4 additional quarters to the
bottom.
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Appendix B:
Added OMB number and expiration date to top-right corner of the mail
questionnaire cover; and added OMB expiration date to the OMB
Disclosure Notice on the mail questionnaire cover.
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Appendix C:
Added OMB number and expiration date to top-right corner of the mail
questionnaire cover and the OMB Disclosure Notice on the mail
questionnaire cover.
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Appendix D
: Added OMB number and expiration date to top-right corner of mail
questionnaire covers; and added OMB expiration date to the OMB
Disclosure Notice on the mail questionnaire covers.
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Appendix E:
Added OMB number and expiration date to top-right corner of the mail
questionnaire cover; and added OMB expiration date to the OMB
Disclosure Notice on the mail questionnaire cover.
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Appendix G
: Added the OMB expiration date in all five languages.
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Appendices H and I:
Refined text to use when a respondent says they already completed a
survey and the survey does not apply to them because they stayed
overnight; and added clarification that the Federal Privacy act is a
federal law.
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Appendix K, L & M:
Updated revised Header Record variable name - "Patient Records on
file(s) submitted to Vendor" as detailed in Chapter XI; and made
similar revision to the Description column.
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Appendix N:
Changed annual QAP Update submission deadline to May 31 each year.
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Throughout Manual:
Updated references to the
OAS CAHPS Survey Website and Data Submission Manual, Version 3.0
; updated the CPT code citation year to read "CPT only copyright 2020
American Medical Association. All rights reserved;" and streamlined
and/or refined text, where appropriate.
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.