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

Nov 5

Written by:
11/5/2019 3:06 PM  RssIcon

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.

  • 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.
  • 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.
  • 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.
  • 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.
  • 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).
  • 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.
  • Chapter IX : Simplified Exhibit 9.2 with response to Question 37's answer option #3 and whether it is considered a proxy survey.
  • Chapter X : Updated diagram in Exhibit 10.1; updated screenshots throughout, where needed; and updated dates in vendor authorization example.
  • 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.
  • Chapter XIV: Updated Table 14.2 ("Data Submission Deadlines Linked to the Public Reporting Period") by adding 4 additional quarters to the bottom.
  • 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.
  • 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.
  • 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.
  • 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.
  • Appendix G : Added the OMB expiration date in all five languages.
  • 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.
  • 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.
  • Appendix N: Changed annual QAP Update submission deadline to May 31 each year.
  • 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.