HSOPS Survey Process

• Overview of registration process• Who should take the survey? Defining your target respondents

• Staff notification and reminders• Survey example and HSOPS Manual• Feedback reports• Timeline

Email Example

Registration Process

• Verify Contact Information– The link embedded in the email requires you to verify that you are the correct contact person or to provide the correct contact information

• Enter staff numbers by job type– Must click on “Response Status Complete” to finalize numbers

Registration & Contact Info

Once teams have been created in Care Counts, (this is done by MHA with the information provided in the Care Counts Registration forms) a link will be sent to them via email that will take them to this form. If they need to change the contact person, they will click on the “Change Contact Information” button and complete the requested info and an email will be sent to MHA to make the change.

To enter the number of people per job category that are expected to complete the survey, they will click “Enter Registration Information”

Confirm or Change Contact

Registration & Contact Info

Registration Form

When the enter registration button is clicked, this page pops up. The Survey Coordinator for the unit should enter the anticipated number of staff expected to complete the survey in each job category. When this is complete, they will click in the box “Response Status Complete” Further emails with pre-notification reminder language and live survey links will be sent according to the timeline that is set for your cohort.

Completion of this form is due by Sept 24, 2010.

Completion of this form is due by Sept 24, 2010.

Target Respondents

• All types of staff who work in the unit• Staff that have worked in the clinical area for at least 4 weeks and approximately 20 hours per week for that clinical area

• Physicians who admit 2 or more patients per month are also eligible for inclusion

• Response rate greater than or equal to 60 percent provides data that is representative and difficult to ignore

Registration Complete

Test Link

• Test Link– Test on a variety of computers with varying internet connections and browsers, display settings (screen resolutions set at 800x600 pixels vs. 1152x864pixels)

– Test on shared computers in ICU – Add MHA.org to your safe senders domain list

Survey Link

• Survey Link is sent via e-mail

• Survey Link may be distributed to the rest of staff via e-mail or a shortcut to the Survey Link may be created on the shared computer within your unit

Start Survey

Survey Form

Pre-notification and reminders

• Examples in HSOPS Manual– Available at www.onthecuspstophai.org

• Pre-Note (send 9/20/10)– Describes the purpose of the survey– Who to contact for questions– Anonymity

• Live URL Notice (9/24/10)• Reminder emails (sent 10/4/10and 10/11/10)

Response Rate Reminders

• Sent at the end of Week 1 and Week 2

• The Response Rate Link will include responses by job category

Report Generation

• State and unit level reports will be provided 6 weeks after the close of survey

Timeline

Dates Activity9/13/10-9/24/10 Survey coordinator completes registration material

including administration target numbers

9/20/10-9/24/10 Pre-notification emails are sent to staff to tell about upcoming survey

9/24/10 Live survey links are sent to hospitals and distributed to staff

9/27/10-10/22/10 Survey completion (4 weeks)

10/4/10 First reminder notice sent at week one to survey coordinators with response rate

10/11/10 Second reminder notice sent at week 2 with updated RR

11/22/10 (approximate)

Reports distributed

Use of Previous Survey Results

• Unit is identified• Within last six months• Multidisciplinary• Response Rate close to 60%• Survey level data (not summary data) in required format for import process – Format requirements provided upon request

Questions?

• Chris George, Project Manager MHA Keystone Center– cgeorge@mha.org– 517-886-8404

• Nicole Smith, Project Assistant MHA– nsmith@mha.org– 517-886-8437

• MHA Culture Survey– CultureSurvey@mha.org