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Bidders’ Conference
Convened by
Dirigo Health Agency
June 18, 2012
Solicitation to Select Designated Survey Vendors
Agenda
Purpose of Bidders’ Conference
Goals of the initiative
Expectations of the solicitation
Subsidy payments
Timelines
Q & A
Purpose of Bidders Conference
Provide overview of the project’s goalReview expectations of the solicitationClarify issues
NOTE: Presentation not exhaustive of all requirements identified in RFP
and its AppendicesAnswers to questions raised at the Bidders’ Conference are not
binding. Bidders should submit all questions in writing following the conference. Final responses to written comments will be posted on the Dirigo Health Agency project website on June 27, 2012
Goals of the Initiative
Promote patient experience as a vital component of care quality
Expand the number of primary and specialty care practice sites collecting patient experience data
Apply a consistent tool and approach for assessing patient experience
Compare survey results to regional and national benchmarks
Publicly report findings at the practice site level for use by consumers
Enhance the use of patient experience survey data by practice sites to improve quality
Why Designate Survey Vendors?
Maximize consistency in survey administration
Ease participation by practice sites
Serve as a vehicle for awarding practice-site subsidies
Eligibility to Submit Bids
Minimum requirement Experience using CAHPS protocol for sampling and
administering a CAHPS survey instrument
Preference NCQA-certified vendor, or Certified by CMS for administration of the H-CAHPS survey or
Medicare Advantage and Prescription Drug Plan CAHPS surveys
Review Project Features
Target populationPractice siteSurvey instrumentsModes of administrationSample frame and sizePractice-site subsidyRegistrationField Period
Target Population
Adult patients (18 and older) of primary care and specialty care practice sites
Parents of children (<18) who are patients of pediatric practice sites only
Practice-Site
Practice site is the unit of analysis
Practice site is defined as the place where one or more clinicians practice together and provide primary or specialty care at a single geographic location, whether single geographic address or separate office suites at the same address.
Survey Instruments
Adult Primary Care Practice Sites
CG-CAHPS Adult PCMH, version 2.0
Child Pediatric Practice Sites [Note correction]
CG-CAHPS Child PCMH, version 2.0
Adult Specialist Practice Sites
CG-CAHPS Adult PCMH, version 2.0. This version is modified and includes all CG-CAHPS core
items and a subset of supplemental items.
Modes of Administration
Mail only
Telephone only
Mixed mode of mail with telephone follow-up
Mixed mode of e-mail with mail follow-up
Mixed mode of e-mail with telephone follow-up
Practice Recruitment
Participation in the survey is voluntary
Survey vendors will be responsible for contacting and enlisting practice site participation
DHA will conduct outreach activities to promote the survey effort among physicians and practice groups
There also will be limited public promotion to increase awareness of the survey effort in general
Sample Frame
Sample drawn at single point in time at practice site level
Patients who had at least one visit with a provider at the practice site in the 12 months prior to sample selection.
“Provider” includes physician, nurse practitioner or physician assistant who independently manages a patient caseload.
Sample Size
# Providers at Practice Site*
# of Completed Surveys Required**
1 50
2 100
3 150
4-9 175
10-13 200
14-20 250
20+ 300
*Provider means physician, nurse practitioner or physician assistant who independently manages a patient caseload
** Based on Agency for Healthcare Research and Quality guidelines for practice site sampling.
Practice-Site Subsidy
Available to all participating practice sites that: Use a Designated Vendor Follow DHA Survey Guidelines Submit a signed DUA with CAHPS allowing Dirigo Health access to
survey results for public reporting
Flat subsidy amount per completed survey
Amount of subsidy based on preferred rate established thru RFP solicitation
Subsidy level expected to be 60-90% of preferred rate Subsidy paid to the vendor in 2-3 installments Vendor balance bills practice after receipt of subsidy
Registration
Vendors must register practice sites in advance of survey administration
Registration requirements Signed Data Use Agreement Name of participating practice site, number of providers by
practice site
Data obtained through registration is used to determine initial practice site subsidy payments to vendor
Field Period
Survey administration will occur over a three-month period (September 2012 – November 2012)
Data Submission
CAHPS Online Reporting System
Maine’s Use of CAHPS Database
Data Use Agreements
Data Submission
CAHPS On-Line Reporting System
National repository of data for selected CAHPS surveys
Two major applications BenchmarkingBenchmarking to evaluate health system performance and
support quality improvement ResearchResearch on consumer assessments of quality
Funded by AHRQ and administered by Westat through the CAHPS User Network
Maine’s Use of CAHPS Database
DHA plans to use the CAHPS Database to analyze and aggregate comparative site-level results and national benchmarks for state-level reporting.
Benefits – Minimizes costs of analyzing and aggregating survey data
Streamlines data submission and encourages practices to submit their data to CAHPS Database to view their own practice data for benchmarking.
Composite measures available through CAHPS database for public reporting.
Maine’s Use of CAHPS Database
Practice sites will include DHA as a data user in the required data use agreement (DUA) with CAHPS Database.
Vendors will submit survey results to the CAHPS Database following submission guidelines.
DHA will access results from CAHPS Database to publicly report practice-level findings.
How it will work Signed agreement between practice sites and CAHPS must authorize DHA to have access to site
level information for statewide public reporting.
Vendors responsible for ensuring DUAs are signed and submitted to CAHPS and DHA to establish subsidy eligibility. Vendors must provide DUA documentation in DHA practice registration system to receive estimated initial subsidy payments.
Vendors will submit survey results through the CAHPS PCMH Clinician & Group Survey Data Submission process following CAHPS guidelines and recommendations.
Final subsidy payments made to vendors based on CAHPS Database confirmation of surveys submitted.
Public Reporting
Practice sites must agree to have practice site level survey results publicly reported as a condition of receiving a subsidy.
Practice site level survey data will be publicly reported on the DHA website.
Design of public reporting website will be developed with input from stakeholders.
Proposal Contents
Section 1 - Organizational Qualifications and Experience Applicant entity Sub-contractors Experience of senior staff responsible for work Methods for assuring compliance with terms of RFP Evidence that qualifying criteria are met Experience with similar survey projects, especially CAHPS
and PCMH, with emphasis on experience in Maine Experience using CAHPS Database Historical response rate by mode
Proposal Contents
Section 2 – Specifications of Work to be Performed Strategy for practice-site recruitment Opt in/out for new business Sampling method Mode(s) of survey administration Method for obtaining Data Use Agreement Adherence to CAHPS Survey Administration guidelines Understanding of Data Submission requirements Post survey validation
Proposal Contents
Section III – Cost Proposal
Calculated as cost per completed survey
Separate bid for each mode that Vendor plans to use
Identify break breaks based on level of participation
Proposal Contents
Section IV – Economic impact within Maine Activities that have direct and positive impact on Maine
Employment of Maine residents Subcontracting/partnering with Maine businesses
Payment of Maine taxes or licensing fees
Proposal Contents
Section V – Required Proposal AttachmentsEvidence of NCQA-Certification or CMS Training (if
applicable)Resume of person(s) responsible for project
oversightMarketing materials
Scoring
Organization qualifications & experience (30 points)
Approach to work (40 points)
Cost proposal (25 points)
Economic impact within Maine (5 points)
Timeline
Activity Due Date
Receipt of written questions June 22, 2012
Responses posted June 27, 2012
Receipt of proposals July 6, 2012
Estimated start of contract August 6, 2012
Estimated contract end date April 30, 2013
Questions??
Responses to questions addressed during the Bidders’ Conference are not binding. Bidders are advised to submit their questions in writing by 5:00 pm on June 22. Final responses to written comments will be posted on the Dirigo Health Agency project website on June 27, 2012.
http://www.dirigohealth.maine.gov/Pages/patient_experience_matters.htm l