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Announcement

Performance Year (PY) 2024 PCF PEC Survey Quality Assurance Plan Submission Deadlines and Requirements for Survey Vendors
folder_openQuality Assurance Plancalendar_todayPosted February 23, 2024

The Quality Assurance Plan (QAP) serves as a guide for survey vendors as they develop and update their procedures and materials for implementing and complying with the Primary Care First (PCF) Patient Experience of Care (PEC) Survey Vendor Quality Assurance Guide.  

Vendors must log-in to the PCF PEC Survey web portal to submit QAPs using the "Submit Quality Assurance Plan" page under the "Vendors" tab. Step-by-step instructions are available in a Quick Link on the website. The PCF PEC Survey Team will review QAPs. If further clarification is needed, the PEC Survey Team will work with the survey vendors to obtain the necessary information.  

The vendor’s QAP should include the sections listed below. The requirements for these sections are detailed in the PCF PEC Survey Vendor Model QAP Outline.  

  • Organization Background and Staff Experience  
  • Work Plan  
  • Survey Implementation Plan  
  • Data Security, Confidentiality, Privacy Plan, and Disaster Recovery Plan  
  • Questionnaire and Materials Attachments  

Please note: This outline has been updated for PY 2024; a table highlighting key updates can be found on page 2. Only QAPs that follow this outline will be considered for approval. The vendor’s approach to each section should be organized within the body of the QAP itself with any supporting information included in an appendix as needed. The use of embedded documents within the QAP is prohibited.  

The QAP must be updated and submitted annually, and any time the vendor changes PCF PEC Survey personnel, capabilities, or systems used to administer the PCF PEC Survey. Remember that you must also update your online PCF PEC Survey Vendor Application Form if you have changed key personnel and/or subcontractors, and/or have changed your business name or location.  

Vendors with questions should contact the PCF PEC Survey Team via e-mail at pcfpecs@rti.org or call 1-833-997-2715.  

Fully Approved Survey Vendors 

All fully approved survey vendors for the PCF PEC Survey must submit a QAP by 7:59 PM ET March 15, 2024. 

To ensure prompt review of your QAP, please follow the steps below: 

  • Locate the version of your most recently approved QAP; that is, the version that was accepted by CMS and the PCF PEC Survey Team in PY 2023. 
  • Make a copy of that version and accept all tracked changes, creating a clean copy of your QAP. 
  • Make all PY 2024 updates to your clean copy using track changes, so that your document reflects only the changes made since your most recent approved QAP. 
  • Make sure to include updates to your QAP if your organization has had changes in PCF PEC Survey personnel, capabilities, systems, and/or changes to protocols or procedures. 
  • Make sure your QAP follows the format shown in the Model QAP posted on the PCF PEC Survey website. Also make sure that you provide information for every topic included in the Model QAP. Only QAPs that follow this outline will be considered for approval. 
  • Before submitting your updated QAP, check it carefully to make sure that it reflects all PCF PEC Survey protocols disseminated via announcements posted on the PCF PEC Survey website and/or described in the latest version of the Quality Assurance Guidelines. 

The PCF PEC Survey Team will review and provide feedback to fully approved vendors no later than March 29, 2024. 

New Survey Vendors  

All new survey vendors for the PCF PEC Survey must submit a QAP by 7:59 PM ET on March 22, 2024.    

To ensure prompt review of your QAP, please follow the steps below:  

  • Make sure your QAP follows the format shown in the Model QAP posted on the PCF PEC Survey website. Also, be sure to provide information for every topic included in the Model QAP. Only QAPs that follow this outline will be considered for approval. 
  • Before submitting your QAP, check it carefully to make sure that it reflects all PCF PEC Survey protocols disseminated via announcements posted on the PCF PEC Survey website and/or described in the latest version of the Quality Assurance Guidelines.  

The PCF PEC Survey Team will review and provide feedback to new survey vendors no later than April 5, 2024.