Mayowa Ijagbemi, MPH

1. Measuring Safety Culture: Using the Online HSOPSApp for CSTSArmstrong Institute for Patient Safety and QualityOctober 18, 2012 Mayowa Ijagbemi, MPH

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

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, 2012to complete the survey (approx. three weeks) • Survey coordinators should ensure that pre-notification efforts have been implemented and that staff/cliniciansare 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

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

5. Part I HSOPS Application (for Survey Coordinators)

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

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

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

9. Scroll down

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

12. Select the HSOPS survey link

14. Main HSOPS page

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)

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

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

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

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

21. 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 0

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

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

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

26. 18

27. Total notified now shows that 18 participants have been sent an email invitation to complete the survey % Response rate 18 0

28. Place your mouse over any (?) icons to see a description of each item that explains what each number means % Response rate 18 0

29. For example… 18 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

31. Submitted lists the number of surveys that have been completed % Response rate 18 0 15 14 1 77.8%

32. 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”) % Response rate 18 0 15 14 1 77.8%

33. Valid lists the number of valid surveys that were completed % Response rate 18 0 15 14 1 77.8%

34. Response rate lists the percentage of participants who have completed valid surveys • Goal = 60% or higher • Stretch goal = 80% or higher % Response rate 18 0 15 14 1 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 • 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 77.8% 14 1 18 15

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 • 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 77.8% 14 1 18 15

37. Part II HSOPS Application (for Survey participants)

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

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

40. 2. Click on the link in the email invitation to complete the survey 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. 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

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

44. Part III Relational Coordination and Transitions of Care (RC) Application (for survey coordinators)

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. Scroll down

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. Coordinators may monitor how many surveys have been completed