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Agency for Healthcare Research and Quality Survey Administration Logistics

Agency for Healthcare Research and Quality Survey Administration Logistics 2 nd Technical Assistance Conference Call on the Hospital Survey on Patient Safety Culture (HSOPSC) March 24, 2005. Objectives. Discuss survey administration issues, data analysis, and feedback report preparation

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Agency for Healthcare Research and Quality Survey Administration Logistics

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  1. Agency for Healthcare Research and Quality Survey Administration Logistics 2nd Technical Assistance Conference Call on the Hospital Survey on Patient Safety Culture (HSOPSC) March 24, 2005

  2. Objectives • Discuss survey administration issues, data analysis, and feedback report preparation • Additional details and tips • Assume listeners are familiar with the survey and toolkit materials • On AHRQ web site at www.ahrq.gov/qual/hospculture/

  3. Speakers Cynthia Barnard, MBA MSJS CPHQ, is the Director of Quality Strategies at Northwestern Memorial Hospital in Chicago. (cbarnard@nmh.org) Marilyn K. Szekendi, RN, MSN, APRN, BC, is aResearch Nurse Coordinator for the Patient Safety Team, Division of Quality and Operations, at Northwestern Memorial Hospital in Chicago. (mszekend@nmh.org) Veronica Nieva, PhD is a Vice President and Director of the Organizational and Management Research Group at Westat. Dr. Nieva has a background in social/organizational psychology and is one of the principal investigators responsible for the development of the Hospital Survey on Patient Safety Culture under an AHRQ contract. (veronicanieva@westat.com) Joann Sorra, PhD is a Senior Study Director at Westat. Dr. Sorra has a background in industrial/ organizational psychology and is one of the principal investigators responsible for the development of the Hospital Survey on Patient Safety Culture under an AHRQ contract. (joannsorra@westat.com)

  4. Northwestern Memorial Hospital • A 725-bed academic medical center in Chicago • Decision to use HSOPSC based on: • Value of using validated instrument • Hope to compare results with other institutions Northwestern Memorial Hospital slide

  5. Survey Administration • Web survey of the HSOPSC • Dec 2004-Jan 2005 (~6 weeks) • Developed web version in-house • Email notification to all 6000 staff, plus physicians • Anonymous • Modifications to survey • Changed midpoint to “Neutral” • Changed “staff” to “people” • Added OR/Surgical Services to list of hospital units • Next time: Comments indicated need to add technologists to list of staff positions Northwestern Memorial Hospital slide

  6. Survey Response • Good response compared to prior 1-page paper-based survey • 28% overall response rate • 32% among employees • 15% among attending & house staff • 1,654 usable surveys completed Northwestern Memorial Hospital slide

  7. Data Cleaning • Removed some responses • Based on comments, removed some non-clinical staff (I/S, marketing, etc.) (~120 surveys) • Blank responses or all same answers (~40 surveys) • Missing some patient safety grade data due to technical problem Northwestern Memorial Hospital slide

  8. Results • 80% of respondents had direct patient contact • Responses by provider type/position • Nurses less positive on staffing and teamwork across units • Physicians less positive on handoffs and feedback • Management most positive • Hospital-based services (pharmacy, radiology, etc.) most negative • Recommended 75%/50% cutoffs for identifying strengths & areas for improvement too high • Examined means converted to a 100-pt scale • (1=0, 2=25, 3=50, 4=75, 5=100) Northwestern Memorial Hospital slide

  9. Sharing Results/Follow-Up • Not yet formally distributed hospital-wide • Senior management welcomes data; domains are effective for communication • Pleased with the extent of participation • Results useful when assessed by • Type of provider • Clinical area • Bedside or Hospital-based staff • Plan to administer annually Northwestern Memorial Hospital slide

  10. Lessons Learned • I/S skills are needed • Web access is needed • Paper option may be helpful? • Periodic reminders do help • High response rate (including MDs) suggests both format and content were intuitive • Domains are intuitive and effective for communication and linking to actions • Data will enhance our understanding of employees’ perceptions of culture • Future: how to address non-clinicians? Northwestern Memorial Hospital slide

  11. Project Planning • Task Timeline for Project Planning (Ch. 2, page 8 of Survey User’s Guide)

  12. Deciding Whom To Survey • Who should be included? • Goal is for survey respondents to be representative • All staff—a census • Subset of staff—a sample, selected by: • Departments/units • Staff categories • Some other criteria • Don’t use haphazard approach • Don’t simply leave stacks of surveys in hospital areas or hand out surveys to staff passing by • Sample size depends on purposes of survey

  13. Survey Modifications • For comparison and benchmarking—don’t modify the survey • Changes will affect the degree to which your hospital will be able to compare with other hospitals • Deleting questions • Concerns about length—takes 10 minutes to complete • Do not “shorten” instrument by deleting single questions; instead, delete all items in dimensions that are of lower priority • Adding questions or response categories • As a rule: Add new questions to the end

  14. Modifications by Setting • Administration in non-hospital settings • Ambulatory/outpatient facilities • Nursing homes • Administration in very small/critical access hospitals • Goal is to orient ALL questions toward the facility as a whole, not to units or departments • Use the “facility” version but replace terms “work area” and “unit” with the word “facility”

  15. Response Issues • Instrument does not have “Don’t know” option • Consider adding instruction: • “If you do not wish to answer a question, or if a question does not apply to you, you may leave your answer blank.” • This instruction already added to the image-scannable versions of survey

  16. General Data Collection Issues • Data Collection Methods • Web surveys • Paper surveys (“regular” & scannable) • Mixed mode • Anonymous vs. Confidential Data • Maximizing Response Rates • When to Conduct Survey

  17. Web Surveys • PROS • Simple to administer, no data entry, simpler data cleaning than paper surveys • CONS • Staff need email access, internet access, familiarity with computers/internet use

  18. Paper Surveys • PROS • Can reach everyone regardless of email or internet access, may result in higher response rates for some staff, may be easier when have small sample • CONS • More labor intensive in administration and data cleaning; may be more costly for very large samples; may take more time

  19. Mixed Mode • Some groups complete web survey, others complete paper surveys • PROS • May be able to reach more staff; may obtain higher response rates than single mode • CONS • More complicated administration and data manipulation

  20. Web Survey Administration • Develop in-house vs. using web survey vendor • Administration tips • Thoroughly test web survey • Don’t force a response to every item • Consider distributing hard copy prenotification letter followed by email notice with hyperlink to web survey • Set up a computer room with assistant • Expect biggest wave of responses within first week • Survey data collection period of 4 to 6 weeks

  21. “Regular” Paper Surveys • Require manual data entry • Feasible for smaller samples • In-house data entry or through a vendor • Can use Premier Excel Tool for data entry and analysis/reporting

  22. Scannable Surveys • Minimum of 1,800 to 2,000 in sample to make scanning more cost effective than manual data entry • Industry moving toward image-based scanning (imaging) vs. optical mark read (OMR) scanning • Advantages of imaging • Can be formatted in any word processing software • Can be printed from electronic file (but NO photocopying) • AHRQ web site has image scannable surveys (hospital and facility versions)

  23. Assumptions for Image Scanning Costs • 5-page HSOPSC image-scannable survey (8 ½ x 11) • 51 closed ended questions • Data entry of written comments: Assume 30% of respondents will provide written comments averaging 300 words long • Double-sided printing, black-and-white, one staple upper left corner • Hospital handles survey administration and delivers completed surveys to vendor • Vendor delivers data in ASCII

  24. Costs for Image Scanning • Printing surveys @ $0.30 per survey • Vendor imaging setup of survey @ $200 • Scanning @ $0.40 per survey • Processing open-ended responses (other specifies, written comments) • $0.0006 per character • Interpreting/coding of write-ins • Additional hospital costs for postage (if applicable, for sending and returning surveys)

  25. Some Image Scanning Vendors • Optimum Solutions Corp. (OSC) www.oscworld.com Contact: Lesia Milan lesia.milan@oscworld.com 516-247-5322 • NCS-Pearson www.PearsonNcs.com Contact: Lawrence (Laurie) Lawson laurie.lawson@pearson.com 703-284-5802

  26. Anonymous vs. Confidential • Anonymous • No way to identify or track individual responses • All follow-up reminders, surveys go to everyone • Possibility of more than one response • For paper surveys—can use different “Form Number” for different hospitals or color-code to identify groups

  27. Anonymous vs. Confidential • Confidential • Track individual response through an identifier or code • Ensure one response from each individual • Eliminate respondents from further follow up/reminders • Precisely track response rates • Requires careful handling during administration • Lists of survey respondents and linking identifiers • Storage/handling of completed paper surveys • Use of outside vendor may provide additional assurance • Methods • On web, can use individual usernames/passwords • On paper, can use preprinted identifiers, labels, or barcodes

  28. Maximizing Response Rates • Secure support for survey throughout hospital • Advance publicity & communication! • Use of individual and group incentives • Catered meal for units with XX% response rate • Raffles or lottery for weekend getaways, dinner or store gift certificates • Printable cafeteria meal ticket upon web survey completion • Monitor response statistics every week

  29. When to Conduct Survey • Do not recommend administering this survey at same time as another staff survey • Not necessarily an annual survey

  30. Preparing and Analyzing Data • Clean the data • Delete blank records or those with few items completed • Delete records that are exact duplicates • For hand data entry—fix out-of-range values • Analyze data—keep it simple • Frequencies of response on items • See Premier Excel Tool as example • http://www.premierinc.com/all/safety/culture/index.jsp • Handles maximum of 2,500 responses • Breakdowns of data • Decide which subroup analyses will be meaningful to administration and staff • Rule of 10--Do not report responses for groups with fewer than 10 respondents

  31. Sample Charts from Premier Tool

  32. Sample Charts from Premier Tool

  33. Benchmarking • Preliminary benchmarks from over 1400 staff from 20 pilot hospitals now available on AHRQ web site • No central repository for data yet, but AHRQ has plans to support a national benchmarking database for survey • Average % of positive response for items and for composite scores on the safety culture dimensions • 5% difference as a rule of thumb when comparing your hospital’s results

  34. April HSOPSC Conference Call • “Taking Action” • You have your survey results, Now what? • How to communicate results throughout the hospital • Determining areas of priority • Action planning and accountability for change • Tracking progress • Email questions to Westat at • safetyculturesurvey@westat.com • Save the date: Friday, April 22 at 2pm EST • To register, send email with “April 22 TA Call” in subject line and provide name

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