FW: DHHS Service Coordination Survey 2015 - agency links

[Catherine Fuller]

Hi all,  following a conversation with Sharon Porteous I thought some of you may like to use / modify the explanatory email I am planning  to send out with our audit

 

 

Dear

Each October the Department requests that  Primary Care Partnerships (PCP) member agencies undertake a Service Coordination survey to help programs benchmark, and recognise progress made towards achieving, service coordination practice standards.  It also identifies the service system areas that requires further  Continuous Quality Improvement planning and actions.  Last year your agency participated in a new quality improvement survey for agencies whose focus is chronic disease management, the Assessment of Chronic Illness Care (ACIC).  These two surveys align with your accreditation and program guideline standards. This year we are back to conducting the (biennial) Service Coordination survey of which the PCPs.

 

Please note: As this work is integrated within implementing your quality improvement plans, accreditation standards, and program guidelines standards (e.g. Community Health Indicators Program, HACC National standards, etc), your program areas may have recently collected some of this information.  Please use the data from any recent audit results to avoid duplication of effort.  Also, if your program areas haven’t already done so, I would strongly recommend that these departmental audit activities be integrated into your Continuous Quality Improvement processes and Policy and Procedures, so that they are a routine part of the way you do business rather than an ‘add on’; integration will help embed system change.

 

Data collection: The collection of data for the service coordination survey has been undertaken in various ways.  This year the department has employed a new survey research group to collect and analyse the data so the collection processes are new to everyone (see details in email below).  Each agency has been allocated a specific survey link and the program areas should be listed.  To ensure this survey is completed by the right  staff in your agency can you please forward this information to all the relevant team/program area(s).  Once completed, each program area should print and save (press ‘RETURN LATER’) their results, and inform the PCP. DO NOT PRESS SUBMIT - we will submit your data (refer to the survey question document p.8). 

1.      

Your agency specific survey link is:

 

Due date: email the PCP by 30^th October 2015 informing us that you have saved your results (see Survey Question document p.8)

 

If you have any queries please do not hesitate to ask and we will endeavour to assist.

 

 

Catherine Fuller

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From: Joyce Prescher [mailto:joyce.p...@aussurveys.com]
Sent: Tuesday, 29 September 2015 10:27 AM
To: Catherine Fuller
Cc: Louise Willis (Louise...@dhhs.vic.gov.au); Donna....@dhhs.vic.gov.au
Subject: DHHS Service Coordination Survey 2015 - agency links

 

Dear Catherine Fuller,

 

Louise Willis, DHHS, has been in contact with you about the forthcoming DHHS Service Coordination Survey 2015. DHHS has engaged Australian Survey Research (ASR) to conduct, analyse and report on the survey. This email explains how we would like you to assist us in conducting the survey.

 

There are 3 attachments to this email:

1.       An Excel file with agency unique links

2.       A copy of the questions. This is for information only and NOT to be used to answer the survey.

3.       A copy of the audit sample guidelines that agencies can open within the survey. All agencies have access to this document when they are answering. The link to the document is on the first page.

 

Unique agency links

We have loaded all agencies and their details into our survey software and produced a file of respondent links. DHHS has advised us which agencies are linked to your PCP. Attached is an Excel file for all your PCP’s agencies and each of their unique links. The agency survey ID and password is contained in their link, so it is important that each agency gets the link generated for them. Within the questionnaire, agencies will be presented with the information that we hold about them in the survey software database (and provided by DHSS).

 

You are asked to send each agency their link within one working day of receipt of this email, if possible.

 

Each link can be used as often as possible and people answering the survey can save as they go and return later. There is a navigation bar on the left of the survey page so someone answering can move around the survey using this feature. If a question is compulsory you cannot move forward until you have answered the question, so a respondent is asked to answer with anything and come back later and correct.

 

Agencies have until 30 October 2015 to advise you that they have answered all questions.

 

Completing an agency’s response

Each agency has been given your PCP email address within the survey. When a respondent gets to the last page (and they have answered all relevant questions) they are asked to click on that link and send you an email advising that they have answered all relevant questions. When you get this advice from an agency, using the agency’s unique link (from the Excel file attached), you are asked to look at their answers and then go to the final page (using the navigation function if you want) and click on the Finalise button, or have a discussion with the agency about their answers, edit as required, then finalise.

 

Until you, as the agency’s PCP, finalise an agency’s response, the response will not be considered complete or submitted.

 

As a PCP you are asked to finalise (submit) all your agencies’ responses by 13 November 2015.

 

Help

If you have any questions please contact:

DHHS     Until 2 October 2015       Donna Pearce on donna....@dhhs.vic.gov.au or 03 9096 5223

                After 5 October 2015      Louise Willis on louise...@dhhs.vic.gov.au or 03 9096 1322  

 

Australian Survey Research

                Tollfree 1800 068 489 or hea...@aussurveys.com and ask for Joyce Prescher or Tricia Deasy

 

 

Regards,

Joyce Prescher, Senior Researcher, ASR

 

 

Joyce Prescher

Senior Researcher

Australian Survey Research Group Pty Ltd
Melbourne: Level 1, 600 North Road, Ormond, VIC 3204
T: 03 9578 5211 | F: 03 9578 5311
E:  joyce.p...@aussurveys.com

W: http://www.aussurveys.com

 

[Sharon Porteous]

Thanks Catherine. This is what I intend to send out to our agencies and I have drafted an Excel Sheet based on Agnieszka’s audit document (attached).

 

Dear

 

As you are aware, the Department of Health and Human Services (DHHS) has requested that Primary Care Partnerships (PCP) assist agencies to complete the 2015 Service Coordination Survey to help programs benchmark, and recognise progress towards achieving, service coordination practice standards.  The survey also identifies service system areas that require further  Continuous Quality Improvement planning and actions and aligns with your accreditation and program guideline standards. You are receiving this email because you nominated for your agency to participate in the survey. To ensure this survey is completed by the right staff in your agency can you please forward this information to the relevant team/program area(s).

 

Please note that I am happy to assist you in any way I can with this process.

 

Avoid duplication of effort: If your agency has recently collected some of this information as part of an accreditation or quality improvement process, you could use the data from these recent audits to avoid duplication of effort.  Also, if your program areas haven’t already done so, I would strongly recommend that these Departmental audit activities be integrated into your Continuous Quality Improvement processes and Policy and Procedures, so that they are a routine part of the way you do business rather than an ‘add on’.

 

There are 3 attachments to this email:

1. A copy of the questions and hints about using the online survey tool
2. A copy of the file audit sample guidelines (The link to this document is also on the first page of the online survey)
3. An excel template to collect your file audit information

 

Unique agency links

 

The Survey Group has loaded each agency and their details into the survey software and produced a unique link with ID and password.

 

Each link can be used as often as required and you can save as you go and return later. There is a navigation bar on the left of the survey page to move around the survey. If a question is compulsory, you cannot move forward until you have answered the question. You may have to enter a draft response into that field and come back later to complete.

 

Completing your agency’s response

 

Agencies have until 30 October 2015 to complete the survey.

I suggest you proceed as follows:

1. Print the survey questions and write (or edit electronically) your responses for the non-file audit questions: 1 – 10, 14, 15, 18 - 20 and 26-28
2. Complete the EXCEL file audit template for Set 1 & Set 2 files (Sheet 1)
3. Complete the EXCEL complex client checklist to find complex clients to audit for Set 3 (Sheet 2)
4. Complete the EXCEL complex client file audit template for Set 3 (Sheet 2)
5. Complete written/electronic answers for file audit questions 11 – 13, 16 & 17, 21 – 25 as per step 1 above
6. Complete the online survey using your responses from the steps 1 and 5
7. When you have completed all questions and you get to the AGENCY REVIEW page DO NOT SUBMIT as the Department wants the IEPCP to review each agency response first (see p.8 of questions information)
8. PRINT and SAVE (press ‘RETURN LATER’) your results
9. Email IEPCP by  30 October 2015 (there is a link to my email on the survey tool) to advise me that you have completed and saved your survey

 

IEPCP will check over your responses and then submit to the Department by 13 November

    

Your agency specific survey link is:

 

If you wish to schedule a time to do the survey together or have any questions or need assistance please contact me.

 

Thank you for your assistance.

 

 

Cheers,