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PY 2022 PCF PEC Survey Interviewer Monitoring Documentation
folder_openOther Announcementscalendar_todayPosted January 31, 2023

The deadline for submitting interviewer monitoring documentation is today, January 31, 2023, at 7:59pm Eastern. Please see this quick link for instructions on how to submit your documentation via the PCF PEC Survey website. 

Survey vendors must randomly monitor a minimum of 10 percent of all interviewer-conducted calls (including completes and non-completes). Vendors should submit documentation confirming they have met the 10 percent monitoring requirement over the course of the PCF PEC Survey data collection. To reduce the reporting burden, we recommend that vendors submit only one of the following items as their monitoring documentation: 

  • Individual monitoring sheets documenting monitoring throughout the field period
    • Interviewers may be identified via name or ID number.  
    • Scored monitoring sheets developed by the vendor; or 
    • Monitoring forms as supplied on the PEC Survey website.  
  • Monitoring logs
    • Logs should include a list of interviewers monitored each week with a monitoring score.  
    • The monitoring log can be electronic (e.g., MS Excel) or a scanned version of a handwritten log kept by the vendor.  
  • Other system-generated reports from the vendor that provide documentation of their monitoring activities with an indication of percent of calls monitored.  

At a minimum, the documentation must include the date of the monitoring session, the monitor’s name or ID number, and the number of calls monitored per session. Please see section 5.6.9 of the Quality Assurance Guidelines for more information on interviewer monitoring documentation requirements.  

Upon receipt of each vendor’s documentation, the PCF PEC Survey team will review the documentation to determine if they have met the monitoring requirements for the PCF PEC Survey. We will provide feedback to each vendor regarding their monitoring process and changes needed to their process or QAP. If necessary, a Corrective Action Plan will be put in place to address any deficiencies in the vendor’s monitoring process.  

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

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PY 2022 PCF PEC Survey Interviewer Monitoring Documentation Due January 31, 2023
folder_openOther Announcementscalendar_todayPosted January 24, 2023

The deadline for submitting interviewer monitoring documentation is January 31, 2023, at 7:59pm Eastern. Please see this quick link for instructions on how to submit your documentation via the PCF PEC Survey website. 

Survey vendors must randomly monitor a minimum of 10 percent of all interviewer-conducted calls (including completes and non-completes). Vendors should submit documentation confirming they have met the 10 percent monitoring requirement over the course of the PCF PEC Survey data collection. To reduce the reporting burden, we recommend that vendors submit only one of the following items as their monitoring documentation: 

  • Individual monitoring sheets documenting monitoring throughout the field period
    • Interviewers may be identified via name or ID number.  
    • Scored monitoring sheets developed by the vendor; or 
    • Monitoring forms as supplied on the PEC Survey website.  
  • Monitoring logs
    • Logs should include a list of interviewers monitored each week with a monitoring score.  
    • The monitoring log can be electronic (e.g., MS Excel) or a scanned version of a handwritten log kept by the vendor.  
  • Other system-generated reports from the vendor that provide documentation of their monitoring activities with an indication of percent of calls monitored.  

At a minimum, the documentation must include the date of the monitoring session, the monitor’s name or ID number, and the number of calls monitored per session. Please see section 5.6.9 of the Quality Assurance Guidelines for more information on interviewer monitoring documentation requirements. 

Upon receipt of each vendor’s documentation, the PCF PEC Survey team will review the documentation to determine if they have met the monitoring requirements for the PCF PEC Survey. We will provide feedback to each vendor regarding their monitoring process and changes needed to their process or QAP. If necessary, a Corrective Action Plan will be put in place to address any deficiencies in the vendor’s monitoring process.  

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

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PCF PECS Semiannual Newsletter – January 2023
folder_openPECS Newslettercalendar_todayPosted January 20, 2023

The Primary Care First (PCF) Patient Experience of Care (PEC) Survey Team has published the January 2023 edition of the PCF PEC Survey Semiannual Newsletter. As a reminder, this newsletter is a way to provide survey vendors with helpful PCF PEC Survey information.  

The newsletter is posted on the PCF PEC Survey website and updated every January and July. You can navigate to the January 2023 newsletter located under the General Information tab on the PCF PEC Survey website.  

The newsletter does not replace any source of information currently on the PCF PEC Survey website; instead, it highlights important information for readers. We encourage you to visit the PCF PEC Survey website for more information on the items mentioned in this newsletter. Please continue to monitor the PCF PEC Survey website for updates and announcements. 

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

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PY 2022 PCF PEC Survey Final Data Submission Due TODAY
folder_openData Submissioncalendar_todayPosted January 17, 2023

The data submission deadline for submitting the final data file to the PCF PEC Survey website is TODAY, January 17, 2023 at 7:59pm Eastern. Please see this quick link for instructions on uploading the final data file. Data submission resources are available on the PCF PEC Survey website. Note the important points provided below.  

  • Survey vendors should submit their data files as soon as possible to allow adequate time to re-submit data, if needed. The data submission site opened on December 19th. Vendors may submit files as many times as needed as long as the final file submission is successfully uploaded by the deadline.
  • It is recommended that vendors use the XML Schema Validation tool available on the Data Submission tab of the website. This online tool will allow survey vendors to "pretest" their XML files to determine if they will pass many of the validation steps, before actually uploading the file to the Data Submission Tool.
  • It is recommended that files include the name of the vendor in the file name. Example: RTI_ZZ9900_2022.xml. 
  • Survey vendors can select either a single XML file or a single ZIP file that contains 1 XML file each from multiple practice sites. Do not include more than 1,500 XML files in a single zip file. 
  • Vendors should review their Vendor Authorization Report to make sure that all client practice sites have authorized their organization to submit data on their behalf.  
  • Each time a data file for a vendor is submitted, it overwrites any previously submitted data for that same vendor.  
  • Vendors must submit an XML data file for all practices and include each sample member even if sample members have not completed the PEC Survey. Please use the disposition 250 (No Response After Maximum Attempts) for those cases where the patient could not be reached during the data collection period.  
  • Vendors must not use code 270 (pending) for the final data submission.  
  • After each file upload, vendors will receive an email confirmation.  
  • All submitted files will go through validation checks. After the validation check is conducted, vendors will receive a second e-mail confirmation message. This message will notify the vendor whether the file has been accepted or rejected. The confirmation e-mail message will contain a hyperlink to a Data Submission Report, which shows details of the validation check and any file errors that were identified. 
  • Survey vendors can access the Data Submission Reports on the project website by selecting "History" through the "Data Submission Reports" link in the Data Submission menu.  
  • If you do not receive an e-mail message confirming that your file was successfully uploaded, an e-mail message providing the results of the validation checks, or you cannot view the Data Submission Reports on files that you have submitted, please contact the PCF PECS Team via e-mail at pcfpecs@rti.org.   

CMS will not accept any data files for the final submission received after 7:59pm Eastern Time TODAY, January 17, 2023.  

For additional information about data file preparation and data submission processes, please review Chapter 7 of the PCF PECS Quality Assurance Guidelines available under the Survey Materials tab on the PCF PECS website. The full data collection schedule is also on the PECS website. Vendors with questions should contact the PCF PECS Team via e-mail at pcfpecs@rti.org or call 1-833-997-2715 if they have any questions or trouble submitting data files. 

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RTI International will be closed on January 16
folder_openOther Announcementscalendar_todayPosted January 12, 2023

RTI International will be closed on Monday, January 16th, 2023, for Martin Luther King, Jr. Day. The PCF PECS Team will respond to email and telephone inquiries that are received on that date after RTI re-opens on Tuesday, January 17th, 2023. 

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

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2023 PCF PEC Survey Materials Are Now Available
folder_openSurvey Materialscalendar_todayPosted January 9, 2023

The PY 2023 Primary Care First (PCF) Patient Experience of Care (PEC) Survey materials are now available on the PCF PEC Survey website. Please note that the PY 2023 Survey materials are available in Word and PDF (where applicable) formats in the right 2 columns of the table. Previous survey materials can now be accessed by following the link at the top of the Surveys and Protocols page. 

For PY 2023, letters, envelopes and postcards will use the Department of Health and Human Services letterhead/logo and a CMS signature. For security reasons, those logos will not be available on the PCF PEC Survey website; instead, placeholder versions are available for viewing. Fully approved vendors will receive the official materials from the PCF PEC Survey Team via email. 

All materials will be reviewed in the PCF PEC Survey vendor trainings in March. Vendors with questions should contact the PCF PECS Team via e-mail at pcfpecs@rti.org or call 1-833-997-2715. 

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PCF PEC Survey Final Data Submission Due 1/17
folder_openData Submissioncalendar_todayPosted January 4, 2023

The deadline for submitting the final data file to the PCF PECS website is January 17th, 2023. Please see this quick link for instructions on uploading the final data file. Data submission resources are available on the PCF PECS website. Note the important points provided below.  

  • Survey vendors should submit their data files as soon as possible to allow adequate time to re-submit data, if needed. The data submission site opened on December 19th. Vendors may submit files as many times as needed as long as the final file submission is successfully uploaded by the deadline.
  • It is recommended that vendors use the XML Schema Validation Tool available on the Data Submission tab of the website. This online tool will allow survey vendors to "pretest" their XML files to determine if they will pass many of the validation steps, before actually uploading the file to the Data Submission Tool.
  • It is recommended that files include the name of the vendor in the file name. Example: RTI_ZZ9900_2022.xml.
  • Survey vendors can select either a single XML file or a single ZIP file that contains 1 XML file each from multiple practice sites. Do not include more than 1,500 XML files in a single zip file.
  • Vendors should review their Vendor Authorization Report to make sure that all client practice sites have authorized their organization to submit data on their behalf.
  • Each time a data file for a vendor is submitted, it overwrites any previously submitted data for that same vendor.
  • Vendors must submit an XML data file for all practices and include each sample member even if sample members have not completed the PEC Survey. Please use the disposition 250 (No Response After Maximum Attempts) for those cases where the patient could not be reached during the data collection period.
  • Vendors must not use code 270 (pending) for the final data submission.
  • After each file upload, vendors will receive an email confirmation.
  • All submitted files will go through validation checks. After the validation check is conducted, vendors will receive a second e-mail confirmation message. This message will notify the vendor whether the file has been accepted or rejected. The confirmation e-mail message will contain a hyperlink to a Data Submission Report, which shows details of the validation check and any file errors that were identified.
  • Survey vendors can access the Data Submission Reports on the project website by selecting "History" through the "Data Submission Reports" link in the Data Submission menu.
  • If you do not receive an e-mail message confirming that your file was successfully uploaded, an e-mail message providing the results of the validation checks, or you cannot view the Data Submission Reports on files that you have submitted, please contact the PCF PECS Team via e-mail at pcfpecs@rti.org.  

 

CMS will not accept any data files for the final submission received after 7:59 PM Eastern Time on January 17th. Please note that Monday, January 16th is a holiday and RTI will be closed. 

For additional information about data file preparation and data submission processes, please review Chapter 7 of the PCF PECS Quality Assurance Guidelines available under the Survey Materials tab on the PCF PECS website. The full data collection schedule is also on the PECS website. Vendors should contact the PCF PECS Team via e-mail at pcfpecs@rti.org or call 1-833-997-2715 if they have any questions or trouble submitting data files. 

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PY 2023 PCF PEC Survey Vendor Application Opens TODAY
folder_openOther Announcementscalendar_todayPosted January 3, 2023

The survey vendor application period for the Primary Care First Patient Experience of Care (PCF PEC) Survey will be open from January 3 – February 3, 2023. Only invited vendors will be allowed to apply. Currently approved vendors do not need to re-apply. 

Survey vendors interested in becoming a CMS-approved PCF PEC Survey vendor will need to meet several business requirements. Please review the complete requirements listed in the PCF PEC Survey Minimum Business Requirements available on the PCF PECS website here.  

The application and approval processes will consist of the following:  

  • Completing and submitting a Vendor Registration and Application, demonstrating a minimum 3 years’ experience conducting mixed-mode (mail with telephone) surveys and a minimum 3 years’ experience conducting CAHPS surveys for CMS.  
  • Completing the self-paced Introduction to PCF PECS Webinar Training, successfully completing the training certification, and participating in all PCF PECS Vendor Update Webinar Training sessions. Both trainings are typically held in March each calendar year.  
  • Completing and submitting a Quality Assurance Plan (QAP), which survey vendors will be required to complete and submit after they attend the Introduction to PCF PECS training and on an annual basis thereafter. This QAP must be reviewed and approved by CMS before final approval as a PCF PECS vendor.  

Practices will receive an updated list that includes conditionally approved vendors in March 2023 and a final list of fully approved PCF survey vendors in May 2023. The current list of approved survey vendors can be found here. Please note, this is not the final list of approved vendors for 2023. The final list of approved vendors will be available in May 2023.  

For more information, please visit pcfpecs.org. Survey vendors interested in applying should contact the PCF PECS team via e-mail at pcfpecs@rti.org or call 1-833-997-2715. 

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PY 2022 PCF PEC Survey Data Collection Ended December 18th
folder_openData Submissioncalendar_todayPosted December 20, 2022

Reminder- PCF PEC Survey data collection ended on December 18, 2022. No additional mail returns should be accepted, and no additional telephone calls are to be made beyond that date; vendors should transition their Help Desk to a closed greeting for telephone and email (see Quality Assurance Guidelines section 5.6.2).  

Please begin your internal data quality assurance protocols for the final data submission. The data submission deadline for submitting the final data file to the PCF PECS website is January 17th, 2023. Please see this quick link for instructions on uploading the final data file. Data submission resources are available on the PCF PECS website. Note the important points provided below.  

  • Survey vendors should submit their data files as soon as possible to allow adequate time to re-submit data, if needed. The data submission site will open December 19th. Vendors may submit files as many times as needed as long as the final file submission is successfully uploaded by the deadline.  
  • It is recommended that vendors use the XML Schema Validation tool available on the Data Submission tab of the website. This online tool will allow survey vendors to "pretest" their XML files to determine if they will pass many of the validation steps, before actually uploading the file to the Data Submission Tool. 
  • It is recommended that files include the name of the vendor in the file name. Example: RTI_ZZ9900_2022.xml. 
  • Survey vendors can select either a single XML file or a single ZIP file that contains 1 XML file each from multiple practice sites. Do not include more than 1,500 XML files in a single zip file. 
  • Vendors should review their Vendor Authorization Report to make sure that all client practice sites have authorized their organization to submit data on their behalf.
  • Each time a data file for a vendor is submitted, it overwrites any previously submitted data for that same vendor.
  • Vendors must submit an XML data file for all practices and include each sample member even if sample members have not completed the PEC Survey. Please use the disposition 250 (No Response After Maximum Attempts) for those cases where the patient could not be reached during the data collection period.
  • Vendors must not use code 270 (pending) for the final data submission.
  • After each file upload, vendors will receive an email confirmation.
  • All submitted files will go through validation checks. After the validation check is conducted, vendors will receive a second e-mail confirmation message. This message will notify the vendor whether the file has been accepted or rejected. The confirmation e-mail message will contain a hyperlink to a Data Submission Report, which shows details of the validation check and any file errors that were identified.
  • Survey vendors can access the Data Submission Reports on the project website by selecting "History" through the "Data Submission Reports" link in the Data Submission menu.
  • If you do not receive an e-mail message confirming that your file was successfully uploaded, an e-mail message providing the results of the validation checks, or you cannot view the Data Submission Reports on files that you have submitted, please contact the PCF PECS Team via e-mail at pcfpecs@rti.org.  

CMS will not accept any data files for the final submission received after 7:59 PM Eastern Time on January 17th. Please note that Monday, January 16th is a holiday and RTI will be closed. 

For additional information about data file preparation and data submission processes, please review Chapter 7 of the PCF PECS Quality Assurance Guidelines available under the Survey Materials tab on the PCF PECS website. The full data collection schedule is also on the PECS website. Vendors should contact the PCF PECS Team via e-mail at pcfpecs@rti.org or call 1-833-997-2715 if they have any questions or trouble submitting data files. 

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RTI International will be closed on December 26 and January 2
folder_openOther Announcementscalendar_todayPosted December 19, 2022

The PCF PECS Team announces the following upcoming holiday closures:  

  • Monday, December 26th, 2022 (reopening Tuesday, December 27th, 2022).  
  • Monday, January 2nd, 2023 (reopening Tuesday, January 3rd, 2023).  

The PCF PECS Team will respond to email and telephone inquiries that are received on those dates promptly upon reopening.  

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

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