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Announcements

By host on 3/6/2018 1:53 PM
CMS and the OAS CAHPS Survey Coordination Team are issuing additional guidance about what information needs to be included in the Exceptions Requests required to print hospital and ASC names and/or logos on outgoing mailing envelopes.

To display an outpatient facility’s name and/or logo on an outgoing mailing envelope, vendors must obtain the facility’s permission to display the name and/or logo and assurances that the facility does not consider displaying the name and/or logo to be a HIPAA risk. It is up to each vendor to determine what kind of documentation or assurances it needs from its clients for its own internal recordkeeping to feel comfortable submitting the Exceptions Request Form (ERF). The Coordination Team will not review any documentation pertaining to this ERF during oversight visits.

The ERF submitted to the Coordination Team should include a statement that the vendor has discussed or will discuss the potential for HIPAA risks with its current and future client(s) and has or will obtain approval from the client(s) to display the facility name and/or logo on the envelope or through the envelope window. Vendors only need to submit one ERF to cover all their current and future clients. 

...
By host on 1/29/2018 11:06 PM

CMS and the OAS CAHPS Survey Coordination Team have created the first edition of the OAS CAHPS Website User and Data Submission Manual, hereafter referred to as the “Data Submission Manual.”  This manual, which is available on the Data Submission Resources page, can be used by vendor, hospital, and ambulatory surgery center (ASC) users for guidance on the OAS CAHPS Survey website and its functionality.  

Please contact the Coordination Team via e-mail at oascahps@rti.org or call toll-free (866) 590-7468, if you have any questions.

By host on 12/1/2017 11:18 AM

This announcement issues updated guidance for OAS CAHPS Survey vendors approved to administer the survey via mail (using mail-only or mixed-mode). The original guideline referenced can be found on pages 69, 71, 95, and 97 of the OAS CAHPS Survey Protocols and Guidelines Manual, Version 2.0. The bold/underlined text below is the updated guidance. 

For privacy reasons, the HOPD or ASC name or logo should only appear on the survey or the cover letter but cannot appear on the envelopes (for privacy), unless vendors submit an Exceptions Request Form indicating that there are no HIPAA disclosure risks, and they have the HOPD’s or ASC’s approval to display the name or logo on the envelope.

Please contact the Coordination Team via e-mail at oascahps@rti.org or call toll-free (866) 590-7468, if you have any questions.

By host on 8/10/2017 10:38 AM
Appendix Q (Excluded Procedural Codes) of the OAS CAHPS Survey Protocols and Guidelines Manual, Version 1.3 lists CPT codes[1] that fall within the range for Codes for Surgery but are not considered to be eligible for the OAS CAHPS Survey. Since the Protocols and Guidelines Manual, Version 1.3 was posted last year, 15 additional CPT codes have been approved by CMS for exclusion from OAS CAHPS. This list includes the 13 CPT codes that were approved by CMS for exclusion from OAS CAHPS and announced as such on June 23, 2017 (linked here), and 2 newly added CPT codes for exclusion – 36591 and 36592 – which are shown in red in the last table below. 

Effective immediately, OAS CAHPS Survey vendors should consider the following CPT codes ineligible for this survey.

Category...
By host on 6/23/2017 9:46 AM
Appendix Q (Excluded Procedural Codes) of the OAS CAHPS Survey Protocols and Guidelines Manual, Version 1.3 lists CPT codes[1] that fall within the range for Codes for Surgery but are not considered to be eligible for the OAS CAHPS Survey. Since the Protocols and Guidelines Manual, Version 1.3 was posted last year, 13 additional CPT codes have been approved by CMS for exclusion from OAS CAHPS.

Effective immediately, OAS CAHPS Survey vendors should consider the following CPT codes ineligible for this survey.

 

Category 20000–29999: Musculoskeletal System

29130

Application of finger splint; static

29131

Application of finger splint; dynamic

29583

...
By host on 2/16/2017 1:00 PM

The OAS CAHPS Survey protocols allow survey vendors and their client HOPDs and ASCs the option to add up to 15 questions per respondent to the survey. Guidelines for adding supplemental questions to the OAS CAHPS Survey can be found on pages 18 – 20 of the OAS CAHPS Survey Protocols and Guidelines Manual, Version 1.3. In addition to those existing guidelines, vendors and their client facilities cannot ask supplemental questions that would reveal the patient’s identity without the Consent to Share Identifying Information question affirmatively answered. This is an effort to protect the patient’s confidentiality in the vendor’s aggregated data reports that are provided to their client facilities.

Please contact the Coordination Team via e-mail at oascahps@rti.org or call toll-free (866) 590-7468, if you have any questions.

By host on 1/23/2017 4:16 PM
The purpose of this announcement is to issue guidance to approved OAS CAHPS survey vendors that seek to provide their client facilities with de-identified, aggregate response data to the “About You” questions when the minimum of 11 responses per response category has not been met and the Consent to Share question was not answered or not answered in the affirmative.

This guidance does not replace the existing guidelines for providing “About You” response data to client facilities, but offers an acceptable alternative method of providing some data rather than none at all. The existing guidelines as well as the alternative method of providing some data are listed below.

NOTE: The alternative method has been approved by CMS as an option to vendors. It is not required that vendors report OAS CAHPS Survey response data to client facilities.



Existing guidelines for providing “About You” response data to HOPDs and ASCs: As stated on page 109 of the OAS CAHPS Survey Protocols...
By host on 7/14/2016 10:39 AM
CMS and the OAS CAHPS Survey Coordination Team would like to provide clarification on the required information that approved survey vendors must include in the two types of Exceptions Request Form (ERF) submissions listed below: ERFs to use the disproportionate stratified random sampling (DSRS) method ERFs to perform sampling on a continuous basis (i.e. more frequently than monthly)

DSRS Exceptions Request Form Requirements

OAS CAHPS vendors may encounter HOPD or ASC clients who would like to use the DSRS method. However, the vendor must complete and submit an Exceptions Request Form via the OAS CAHPS website to obtain approval from CMS prior to implementing this sampling method for the specified CCN(s). CMS will then review the request and the Coordination Team will notify the vendor once a decision has been made.

Vendors must include the following information in the ERF for each CCN for which they are requesting to implement the DSRS sampling method....
By host on 7/7/2016 1:58 PM
The Centers for Medicare & Medicaid Services (CMS) and the OAS CAHPS Survey Coordination Team acknowledge that, occasionally, procedural codes (CPT-4 and G-codes) may be missing for some patient records included in the monthly patient data file that the survey vendor receives from a facility. When this happens, survey vendors are required to encourage their client to provide a completed monthly patient data file by the vendor’s set deadline, which will allow them to initiate data collection within the acceptable window of time. However, there may be instances when the facility cannot provide procedural codes for all of the patient records by the vendor’s sampling deadline. When this happens, vendors should work with the facility to determine whether the procedural codes can be provided at a later date, or not at all. After making this determination, the vendor should follow the guidance below that explains what steps should be taken if data collection is delayed, how to sample files with missing procedural codes,...
By host on 6/14/2016 9:12 AM
OAS CAHPS survey vendors may receive patient records from their client HOPDs and/or ASCs with multiple, survey-eligible CPT codes from different surgical categories. When this happens, vendors should use the first CPT code that is OAS CAHPS Survey-eligible to identify the surgical category, as this is typically the code for the primary surgery. As a reminder, each sampled patient record must be classified into one of the 4 surgical categories: gastrointestinal, orthopedic, ophthalmologic, or other based on the CPT1 or G code. The categories are as follows:

Surgical category 1 (Gastrointestinal) 40000-49999 or G0105, G0121, or G0104 Surgical category 2 (Orthopedic) 20000-29999 or G0260 Surgical category 3 (Ophthalmologic) 65000-68899 Surgical category 4 (Other) 10021-19999, 30000-39999, 50000-64999, and 68900-69990 Below are two examples of CPT codes, their corresponding surgical categories, and how to handle categorizing the record in the XML data file:...
By host on 6/7/2016 8:49 AM
In response to recent inquiries received, the OAS CAHPS Survey Coordination Team has updated the information available on the OAS CAHPS website about the Mode Experiment. This information can be found here.

We encourage users to review the Mode Experiment page for the added information.

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.

By host on 2/26/2016 3:01 PM
During these early months of voluntary national implementation, we wanted to provide the following helpful information, reminders, and assurances.

Late Starts to Data Collection Some participating facilities will be administering OAS CAHPS for their January patients; many other participating facilities are not yet ready to begin but expect to be ready in the upcoming months.

Vendors who are unable to initiate the survey by the 21st day after the sample month has ended are permitted to start the survey between the 22nd and 26th day after the sample month has ended, with no prior approval needed. However, a Discrepancy Notification Report (DNR) must be submitted via the OAS CAHPS website to document the situation.

If the survey cannot be initiated within 26 days after the close of the sample month, CMS may approve requests for it to be initiated more than 26 days after the sample month ended. To begin the survey 26 days after the close of the sample month, please send an email to...
By host on 12/11/2015 2:51 PM
The document Post-Training Questions and Answers is now available at https://oascahps.org/Survey-Materials. Questions that were asked during or immediately after training by survey vendors, facilities and organizations have been assembled into this document. Written answers to all questions are included in the document. Topics covered include, but are not limited to: continuous sampling, starting the survey early, survey eligibility, supplemental questions, and providing data.