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PCF PECS Semiannual Newsletter – January 2022 Edition
folder_openPECS Newslettercalendar_todayPosted January 24, 2022

The Primary Care First (PCF) Patient Experience of Care Survey (PECS) Team has published the January 2022 edition of the PCF PECS Semiannual Newsletter. As a reminder, this newsletter is a way to provide survey vendors with helpful PCF PECS information. 

The newsletter is posted on the PCF PECS website and updated every January and July. You can navigate to the January 2022 newsletter located under the General Information tab on the PCF PECS website

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

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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Interviewer Monitoring Documentation due January 31 
folder_openOther Announcementscalendar_todayPosted January 24, 2022

The deadline for submitting interviewer monitoring documentation is January 31, 2022, at 7:59pm Eastern. Please see this quick link for instructions on how to submit your documentation via the PCF PEC Survey website.

Vendors should submit documentation confirming they have met the 10% 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 provides documentation of their monitoring activities with an indication of percent of calls monitored. 

Upon receipt of each vendor’s documentation, the PCF PECS 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 PECS Team via e-mail at pcfpecs@rti.org or call 1-833-997-2715. 

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2022 PCF PEC Survey Vendor Application Period Closes February 4
folder_openApplication Information & Minimum Business Requirementscalendar_todayPosted January 19, 2022

The survey vendor application period for the Primary Care First Patient Experience of Care (PCF PEC) Survey will close on February 4, 2022. Your organization has been invited to apply. PCF has enrolled approximately 2,200 additional practices for PY 2022 that will need to authorize vendors.


Practices will receive an updated list that includes conditionally approved vendors in March 2022 and a final list of fully approved PCF survey vendors in May 2022. The current list of approved survey vendors can be found here. Please note, this is not the final list of approved vendors for 2022. The final list of approved vendors be will be available in May 2022.


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 2022 and a final list of fully approved PCF survey vendors in May 2022. The current list of approved survey vendors can be found here. Please note, this is not the final list of approved vendors for 2022. The final list of approved vendors be will be available in May 2022.

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PCF PECS Final Data Submission DUE TODAY
folder_openData Submissioncalendar_todayPosted January 18, 2022

The data submission deadline for submitting the final data file to the PCF PECS website is TODAY 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 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 22nd. 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_2021.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 facilities 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. 

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

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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New Practice Participation Overview Page
folder_openPractice Requirementscalendar_todayPosted January 14, 2022

The PCF PEC Survey website has a new informational resource for practices. This webpage describes the required steps for practice participation in the PCF PEC Survey, including registration, vendor authorization, roster submission, and other information. Please direct all practices to the Participation Overview page for details. If practices have additional questions, they should contact PCF Support: by email at PCF@telligen.com, or by phone at 1-888-517-7753.  

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2022 PCF PEC Survey Materials Are Now Available
folder_openSurvey Materialscalendar_todayPosted January 12, 2022

The 2022 Primary Care First (PCF) Patient Experience of Care (PEC) Survey materials are now available on the PCF PEC Survey website. Please note that the 2022 Survey materials are available in Word and PDF formats in the right 2 columns of the table. 

All materials will be reviewed in the PCF PEC Survey vendor trainings. 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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RTI International will be closed January 17th, 2022
folder_openOther Announcementscalendar_todayPosted January 10, 2022

RTI International will be closed on Monday, January 17th, 2022, 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 18th, 2022. 

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 PECS Final Data Submission Due January 18th
folder_openData Submissioncalendar_todayPosted January 4, 2022

The data submission deadline for submitting the final data file to the PCF PECS website is January 18th, 2022. 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 22nd. 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_2021.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 facilities 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. 

CMS will not accept any data files for the final submission received after 7:59 PM Eastern Time on January 18th. 

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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2022 PCF PEC Survey Vendor Application Period Opens TODAY
folder_openApplication Information & Minimum Business Requirementscalendar_todayPosted January 3, 2022

The survey vendor application period for the Primary Care First Patient Experience of Care (PCF PEC) Survey will be open from January 3 – February 4, 2022. Only invited vendors will be allowed to apply. PCF has enrolled approximately 2200 additional practices for PY 2022 that will need to authorize vendors. 

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 2022 and a final list of fully approved PCF survey vendors in May 2022. The current list of approved survey vendors can be found here. Please note, this is not the final list of approved vendors for 2022. The final list of approved vendors be will be available in May 2022. 

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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PCF PECS Final Data Submission Due January 18th
folder_openData Submissioncalendar_todayPosted December 21, 2021

Reminder- PCF PEC Survey data collection is closing today. 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 18th, 2022. 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 22nd. 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_2021.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 facilities 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. 

CMS will not accept any data files for the final submission received after 7:59 PM Eastern Time on January 18th. 

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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