1. © The Johns Hopkins University and The Johns Hopkins Health System Corporation, 2011 Using the Online HSOPS & RC Apps for CSTS Armstrong Institute for Patient Safety and Quality Oct 22, 2012 5pm EDT Call in #: 888-455-9725 Participant passcode: 4841796 Presented by: Bickey Chang, MHA

2. Outline Provide an overview of the online HSOPS application (“the HSOPS App”) –Demonstrate how to use the application: 1.…As a survey coordinator 2.…As a survey participant Provide an overview of the Relational Coordination –Demonstrate how to use the application: 3.…As a survey coordinator 4.…As a survey participant 2

3. Survey Details Survey coordinators and project teams will receive an email with a link and instructions for accessing the HSOPS App website from the CSTS planning team when survey website is officially open –Approximate survey “open” date: October 22, 2012 Participants will have until approximately November 12, 2012 to complete the survey (approx. three weeks) Survey coordinators should ensure that pre-notification efforts have been implemented and that staff/clinicians are aware that they will receive a link to complete the survey online through their email –After receiving the email with website information from CSTS: Survey coordinators should plan to log-on to the HSOPS app, upload their list of email addresses After uploading the list, emails will automatically be sent to participants 3

4. Recommendations for the best online experience with the HSOPS app These recommendations apply for both survey coordinators and survey participants: 1.Ensure the computer has a secure connection to the internet 2.Use either of the following internet browsers: 1.Internet Explorer: Version 8 or 9 2.Mozilla by Firefox 4

5. HSOPS APPLICATION (FOR SURVEY COORDINATORS) Part I 5

6. Survey coordinators will use the HSOPS app to… 1.Send invitation emails to survey participants - Emails contain a unique link that participants will click on to complete the survey 2.Check on the response rate for their work areas –Goal = 60% response rate –Stretch goal = 80% response rate or higher 3.Download a.pdf report that summarizes survey results for their work area(s) –Reports will be available after the survey closes 6

7. Key Steps 1.Log on to the project website 2. Upload a list of survey participants for participating work area(s) 3. Check response rate 4.Download report after survey closes –Based on your debriefing plan, share with project team, leadership, and frontline staff members 7

8. 1. Log-on to the project website A link to access the project website and instructions will be sent to each hospital team from the CSTS team when the HSOPS website officially opens Survey coordinators will click the link and follow instructions in this email to log on to the project website Complete registration information during first log-on 8

9. 9 Scroll down

10. 10 Survey coordinators will click on this link to manage the HSOPS and access reports from the project website CSTS project team will send an email with the project website and instructions on how to access it when the website official opens

11. 11 Clicking the ‘HSOPS’ link from the previous page will take you to this ‘My Tools’ page Scroll down to the ‘HSOPS’ tool

12. 12 Select the HSOPS survey link

13. 13

14. 14 Main HSOPS page

15. 15 You will be collecting fresh HSOPS data Data will be collected by sending emails to survey participants. Each email contains an invitation to complete the survey with a unique link.

16. 2. Upload a list of survey participants for participating work area Email list must be in a Microsoft Excel file.xls (Excel 2000-2003).xlsx (Excel 2007-2010) 16

17. 17 Access a template excel file demonstrating how to format your list of email addresses by clicking here

18. 18 Once properly formatted, click here to upload your email list

19. 19 Type in the total number of participants that will be invited to complete the survey

20. 20 Type in the total number of participants in your work area who will be invited to complete the survey 18

21. 21 0 Total participants now shows that there are 18 participants in the work area who should be sent an email invitation to complete the survey 0

22. 22

23. 23 Click “Browse” to locate your email list excel file on your computer

24. 24 Locate the email list on your computer Click on it Then click “open”

25. 25 Check to make sure that the name of your email list excel file now appears here If it does, then click send

26. 26 18

27. 27 018 % Response rate Total notified now shows that 18 participants have been sent an email invitation to complete the survey

28. 28 018 % Response rate Place your mouse over any (?) icons to see a description of each item that explains what each number means

29. For example… 29 18

30. 3. Check response rate Check the response rate for your work area every week –Goal = 60% response rate –Stretch goal = 80% response rate or higher Balance response rate goals with clear indications that the survey is voluntary 30

31. 31 018 % Response rate 15 Submitted lists the number of surveys that have been completed 141 77.8%

32. 32 018 % Response rate 151 The system has a built in check to make sure only surveys that are valid are included in reports Surveys are invalid if the participant chooses the same answer for all questions (e.g., if they chose all “5’s” or all “3’s”) 14 77.8%

33. 33 018 % Response rate 151 Valid lists the number of valid surveys that were completed 14 77.8%

34. 34 018 % Response rate 151 Response rate lists the percentage of participants who have completed valid surveys Goal = 60% or higher Stretch goal = 80% or higher 14 77.8%

35. 4. Download report after survey closes After AI closes the survey (after 45 days), coordinators will be able to download results from the survey 35 1815 114 77.8% Download aggregate report to obtain results of the HSOPS for your work area, including charts and graphs Use the aggregate report to debrief results with frontline staff and clinicians The purpose of the debriefing discussion(s) are to identify strengths and areas to improve using CUSP

36. 4. Download report after survey closes After AI closes the survey (after 45 days), coordinators will be able to download results from the survey 36 1815 114 77.8% NOTE: Once the survey is closed the option to send emails will no longer be available Participants will no longer be able to submit responses

37. HSOPS APPLICATION (FOR SURVEY PARTICIPANTS) Part II 37

38. Key Steps 1.Receive email with your unique survey link from CSTS@jhmi.eduCSTS@jhmi.edu 2.Click on the link in the email invitation 3.Complete the survey 38

39. 1. Receive email with your unique survey link from CSTS@jhmi.eduCSTS@jhmi.edu 39

40. 2. Click on the link in the email invitation to complete the survey 40 Click on the link in the email invitation to complete the survey Each participant has their own, unique link Do NOT forward or share email links

41. 41 3. Complete the survey Your site lead should have assigned you a colorful animal. Select your colorful animal. Please remember that the first letter of your color and animal should match (ex. Crimson Cobra).

42. 3. Complete the survey 42

43. 3. Complete the survey 43 Participants will see this message when they successfully complete the survey

44. RELATIONAL COORDINATION AND TRANSITIONS OF CARE (RC) APPLICATION (FOR SURVEY COORDINATORS) Part III 44

45. 45 Survey coordinators will click on this link to manage the RC survey and access reports from the project website CSTS project team will send an email with the project website and instructions on how to access it when the website official opens

46. 46 Scroll down

47. 47

48. 48

49. 49 Survey coordinators will copy the text in this box, paste it into an email and send to survey participants for participating work area

50. 50 Coordinators may monitor how many surveys have been completed

51. Part IV 51 RELATIONAL COORDINATION AND TRANSITIONS OF CARE (RC) APPLICATION (FOR SURVEY PARTICIPANTS)

52. 52 Users will receive an email inviting them to complete the relational coordination/transitions of care survey

53. 53

54. 54 Type in the Unit ID number provided to you in your RC email invitation

55. 55 Type in the Unit ID number provided to you in your RC email invitation

56. 56 Your site lead should have assigned you a colorful animal. Select your colorful animal. Please remember that the first letter of your color and animal should match (ex. Crimson Cobra).

57. 57

58. 58

59. 59

60. 60 Participants will see this message when they successfully complete the survey

61. RECAP AND TIMELINE FOR SURVEY COORDINATORS Part IV 61

62. Effective surveys… 1.Are confidential and anonymous No way to link responses with email address or other individual information Results reported at unit-level Critical that the survey coordinator, project team, and leadership focus on survey as a tool for learning and improvement 2.Have a clear reason and motivation to complete them Must be clear to staff why you are asking them to complete this survey, what will happen with results, and what will be done based on their input 3.Are publically supported by both formal and informal unit leaders If leaders and colleagues view the survey as important and worthy of their time, frontline staff will be more motivated to contribute their input Armstrong Institute for Patient Safety and Quality 62

63. Action Items for survey coordinators: After website opens and you receive the email with the website link and instructions: 1.Log-on to the website and complete any required registration information 2.Upload unit email addresses to online survey app (survey emails will be automatically sent to unit members once their email addresses are uploaded) On going: 1.Remind staff and clinicians… That they will receive the link in an email from CSTS @jhmi.edu That they need to remember their assigned colorful animal Who they can ask for help or clarification When they should have the survey completed by 63

64. Questions? 64