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Community Practice Profile Survey Manual

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1. Survey yourself If you or your MOA require any assistance please do not hesitate to contact at 5 MOA Survey Thank you for completing the Community Practice Profile MOA Survey More detailed information about this survey its development and intended use is available on our website https www divisionsbc ca If you require any assistance please do not hesitate to contact NAME at Combined GP amp MOA Survey GP Survey Completion Thank you for completing the Community Practice Profile Survey If you entered your MOA s contact information in the survey a separate survey containing questions around office information will be sent to them for completion More detailed information about this survey its development and intended use is available on our website https www divisionsbc ca If you require any assistance please do not hesitate to contact NAME at Combined GP amp MOA Survey MOA Survey Completion Thank you for completing the Community Practice Profile MOA Survey More detailed information about this survey its development and intended use is available on our website https www divisionsbc ca If ree require any assistance please do not hesitate to contact NAME at Community Practice Profile Survey Manual April 1 2014 29 Appendix D Example Reminder Emails GP Survey Dear Dr LastName Don t forget to fill out the Community Practice Profile Survey by DATE in order to be entered in
2. a draw for The information we are collecting will help us to understand the current capacity and challenges within our practices and will help with physician resource planning evaluating current and proposed Division programs developing CME programs and training modules and planning for increased incentives and support Click here to take the survey Thank you again for your participation in this important survey As always the Division greatly appreciates your ongoing support and welcomes all members contributions to this information gathering process More detailed information about this survey its development and intended use is available on our website https www divisionsbc ca If you or your MOA require any assistance with completing the survey please do not hesitate to contact NAME at MOA Survey Dear Dr LastName Don t forget to fill out the Community Practice Profile MOA Survey companion to the Community Practice Profile Survey by DATE in order to be entered in a draw for The information we are collecting will help us to understand the current capacity and challenges within our practices and will help with physician resource planning evaluating current and proposed Division programs developing CME programs and training modules and planning for increased incentives and support Click here to take the survey If you have an MOA please forward this email to her him for completion If you do not ha
3. it into Checkbox If you have existing users and upload new information for example a new email address their member records will be updated Note Usernames must be unique If you upload a user with the same username as an existing user Checkbox will update the existing user intead of creating a second one Note We recommend that you use the following fields when you import users Username Password Email address FirstName and LastName Survey Settings To change the survey settings click on Edit Survey then Settings Settings gt Basic Info gt End Date Set an end date if desired Settings gt Basic Info gt Advanced Settings gt Per Respondent Response Limit Set this to 1 response per respondent Settings gt Appearance gt Web Style Tablet Style Mobile Style These will already be set to your division s styles Settings gt Appearance Adjust the other appearance items as desired It is recommended that you display the survey title progress bar and page numbers Settings gt Permissions gt Privacy Level This privacy level setting you select will depend on how you send out your survey The best option is to set this Invitation Only and send out invitations through Checkbox This allows Community Practice Profile Survey Manual April 1 2014 12 you to limit individuals to taking the survey only once and logs them into the system automatically when they click on the unique link sent out fr
4. local divisions time money and resources ensure the development of high quality questions and yield results that will enable stronger planning at the local level The consistency of questions may enable comparisons between communities as well as program planning at the provincial level Local divisions will also have the ability to tailor the survey to meet their specific needs The working group is comprised of representatives from the Attachment initiative health authorities five local divisions Physician Information Technology Office Practice Support Program and Integrated Practice Support Initiative The project is led by Sue Davis from the provincial Divisions team with guidance from the three Attachment prototype divisions and support from Ipsos Reid Community Practice Profile Survey Manual April 1 2014 3 Community Practice Profile Survey Checklist 1 2 months before launching Q Q Division Executive Director Coordinator to have initial conversation with Sue Davis Indicate anticipated release date of the survey for your division Choose who will take the lead on this survey from your division or start looking for someone Request survey template and begin process of tailoring survey to your Division 3 weeks before launching Q If you do not already have a Checkbox account set up for the Division contact Robin Hussen at the Provincial Office to have one set up Go through Checkbox training session provid
5. you sent A window will pop up with details of the invitation recipients and responses 3 Click on View All under Recipients Recipients View All Pending 1 Responded 0 NotResponded 2 Opted Out 0 4 Find the user and check the box beside their name 5 Select Mark as Responded and confirm Alternatively you can enter the response from the user s account a Alphabetize all your paper responses by email address b Click on Manage Invitations under Sharing c Click on Invitation Actions and select Export Invitation Details This will give you an export of each person invited and some details associated with their invitation d Open the export in Excel sort the data alphabetically by email address and remove all rows except for the paper responders e Identify the user you wish to enter information for and copy the text from the Recipient Guid column in Excel Paste this text on the end of this URL https surveys divisionsbc ca Survey aspx i f Your final URL will look like this only with the unique GUID for the user https surveys divisionsbc ca Survey aspx i 64adf2d0 3851 422c a5fa 3fa1d077f2ab g Paste the final URL into the web browser Click Enter and you will be taken to the survey where you can enter the user s responses Note If you have a large number of paper surveys to enter in this way you can automatically generate the web addr
6. A AUNA AAA AAA KAIKA KAKAA aaa 16 Results amp Reporting waa aaa aa AAA AKAA AAA KAKAA AAA AUNA AKAA esse esse nena nena se ee sees 18 Appendix A Example EMailS IA 22 Appendix B Example Cover Pages cccsscsecsecseeseeseeseeeeeeeeeneeeeeaeeaeeanenseaaenseaneneenaenee 25 Appendix C Example Completion PaGe S scsscsscsscseeseeeceeceeneeeeeaeeeseasesaeaeesaeaaenaenee 29 Appendix D Example Reminder Emails sccscsscseeseeseeeneeeeeneeeeeaeeeneaseanenseaneasesaenee 30 Appendix E Sample Rip AAA 32 Community Practice Profile Survey Manual April 1 2014 2 Getting Started As a part of critical planning for the Attachment initiative Prince George Cowichan and White Rock South Surrey Divisions of Family Practice developed extensive surveys to learn more about family practices in their communities The surveys included questions on factors such as physician retirement plans planned changes to their practice such as electronic medical records or hiring new physicians and the level of use of in office supports such as the Practice Support Program The surveys enabled the divisions to develop community wide profiles to inform their Attachment work Subsequently several other divisions developed similar surveys many others have expressed a strong interest and need to do the same In response the General Practice Services Committee formed a working group to create a centralized Practice Profile Survey This survey is designed to save
7. EJ Divisions of Family Practice A GPSC initiative Community Practice Profile Survey Manual April 2014 Suite 115 1665 West Broadway Vancouver BC V6J 5A4 T 1800 665 2262 F 604 638 2916 www divisionsbc ca xg agp a BRITISH COLUMBIA General Practice Services Committee doctors of Table of Contents Getting Start sic aa aa 3 Community Practice Profile Survey Checklist ccsscsscsscenceceeceeeeeeeeseeseeeeeseeseeseeeaenes 4 Things To Be Aware ui sees sense 7 Frequently Asked Questions for Administrators cccccecseceneeeeeneeeeeeeeesenneeneseesneneenees 8 Frequently Asked Questions for Survey Respondents c ccsceeeseeeeeeeeueeeeueeeeueeeeneees 9 Using Checkbox SurveyS iii 10 Getting Started IA 10 Learning Tools amp SUPPOFt cccceeeeee sees ence ee eeeeeeee seen seca AAA AAA AKANA AKAA AAA a 10 User Group amp User Manageme nt aaa aaa aaa AAA AAA AA AAA AAA AAA AAA NA AAA A AAA A ANA NANA A NANA AKAA Aaaa 10 Question Libraries cscccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeaeeeeeeeeeeenenee Error Bookmark not defined Survey Sini ii AAA AAA AA AAA AAA AAA AA AAA KAA WAUWAWA AA Aaaa Kawawa 12 Test the Survey nia A AKAA Kana AA Kawa Aaa Kazaa awana 13 Launch the Survey ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeee ease KUKAA HUA AKANA A KINUKIE WAKAKA KA nunnana uasa Kawa Nwa 13 Send out the SUA Ya ii aa AA AAA AAA AA AAA AAA AAA raai Aaa aaa 14 Sending Reminders aaa iia KAKAA AAA AAA AAA AAA AAA AAA KA
8. PDF as the file type Option 2 PDF Writer Select print and use your PDF Writer to save as a PDF Option 3 Copy Paste Select All then Copy and Paste the text and images into another application such as Excel or Word Community Practice Profile Survey Manual April 1 2014 18 Option 4 print or download individual charts from the report by clicking on the download button How To Export Response Data To A Spreadsheet 1 Select the survey 2 Select Export Data from the Results drop down Edit Survey Sharing Results Survey Actions v View Responses Created by rhussen Summary Reports 44458498bd2261d47169d4 Export Data 3 Select your preferred options from the export window that pops up and select Export How To Include Data From Paper Responses It is recommended that you require electronic responses as much as possible however in some cases you may receive a survey response in paper format If you would like to enter the information but don t need to tie it back to an individual you can simply enter the responses in manually while logged in as an administrator Division administrators are able to enter in multiple responses to a survey even if it is limited to By Invitation Only 1 Sign into Checkbox and select the desired survey 2 Select Edit Survey then Settings and copy either the Default URL or the Custom URL 3 Paste the URL into the browser addre
9. Start Guide e Checkbox 6 Question Items Guide e Checkbox 6 Report Wizard Guide e Checkbox 6 User Import Guide User Group amp User Management Creating New Groups 1 Sign in to Checkbox using an administrator log in and select Users 1 gt User Groups 2 gt Group 3 Checkbox Surveys Users Styles Libraries Group Recent Activity 2 Follow the instructions in the window that pops up to add a group name and add members to the group Community Practice Profile Survey Manual April 1 2014 10 3 To give another administrator Provincial Team ees Sonnet al to view or edit the Provincial Tear Properties Permissions a Select the group eee BD b Select Group Actions gt Copy Permissions 1 Remove Selected R Delete All Group Members c Click on the third tab noai Da Ea called Add Users Groups to Access List 2 d Search for user s or 2 group s you wish to Edit Security Provincial Team add in the left hand list and click on each one Access List Default Policy to move it to the right hand list e Click on the Access List tab 3 and select a user or group In the right hand box check off the permissions that user or group should have AKUTA Default Policy Add Users Groups to Access List Select an entity in the left hand list to see the current permissions for that entity in the right hand list Select the permissions you would like to apply to the se
10. Survey Manual April 1 2014 14 Recipients Select the Users tab if you would like to add respondents individually or select the Groups tab if you have set up a group of users for the survey Add them to the invitation The system cannot send out invitations with more than 500 people attached to them If your invitation is addressed to more than 500 people you must split it into two groups Review Review your settings and preview the message here Finish This window gives you the option to send a test email then send out the invitation to the recipient list We strongly recommend that you send a test invitation to yourself before sending it to the full group Then click on Send Invitation Now to send it out The sending process may take some time especially if you have a large group of recipients Do not navigate away from the Checkbox window during the sending process or you may disrupt the sending After sending check the recipient list to ensure all invitations have been sent successfully by selecting Manage Invitations from the Sharing drop down menu then clicking on the appropriate invitation then selecting View All Tips e Send atest invitation to yourself before sending it to the full group e After sending check the recipient list to ensure all invitations have been sent successfully How to Print Paper Copies of the Survey for Distribution It is recommended that electronic responses ar
11. ame mould as other GPs How should I complete the survey Community Practice Profile Survey Manual April 1 2014 9 Using Checkbox Surveys Getting Started Checkbox Surveys is a survey and data collection tool The data collected is hosted by the Divisions provincial office on servers located in Canada If the division doesn t already have a Checkbox account the provincial office staff will set up an account Once an account is set up and administrators have been sent their username and password they can log in at https surveys divisionsbc ca The division administrator can set up additional administrator and user accounts as needed The provincial office will provide access to a tailored copy of the GP and MOA surveys with the appropriate branding already applied To access the surveys log into your Checkbox account and click on Surveys The surveys Community Practice Profile Survey and Community Practice Profile Survey MOA Questions will appear in the list on the left hand side of the page in the folder Community Practice Profile Survey Learning Tools amp Support In addition to this manual focused on the Community Practice Profile Survey the provincial office has created a Checkbox user manual and Checkbox offers extensive support documentation and video on their site http www checkbox com support overview Some resources which are particularly helpful for getting started include e Checkbox 6 Quick
12. ate email addresses Provincial office staff will copy survey over to your Checkbox account Ensure that any areas highlighted in yellow within the survey have the correct information for your Division 1 week before launching Q Confirm the correct division style is attached to your survey Check Settings gt Appearance gt Survey Style Prepare content for the distribution email s Example emails can be found in Appendix A Create a cover page for the survey s Example cover pages can be found in Appendix B Tailor the survey completion page s if desired For example a link to your website for additional information or a reminder on the main survey to also complete the MOA survey Example completion pages can be found in Appendix C Add survey information to your website to be made live upon survey launch optional Ensure settings including survey permissions are properly selected Perform final review of the survey content for grammar and typos Final board approval 2 days before launching Q Q Create and send a test invitation in Checkbox Fully complete the survey and all branching options to test it Confirm the survey is limited to 1 response per respondent respondents are able to edit their responses and that respondents are able to stop the survey and resume their response at a later time Check Settings gt Permissions gt Response Items Community Practice Profile Survey Manual April 1 2014 5 A
13. ation and share it with its partners for efforts designed to improve primary health care provided that such information does not contain any personally identifying information about any particular respondent patient or healthcare facility How is security of the information ensured The division is required to have policies in place to protect access to and use of data Community Practice Profile Survey Manual April 1 2014 8 Frequently Asked Questions for Survey Respondents Why can t I proceed to the next page of the survey Check whether there are any required questions on the page that you haven t completed They will be highlighted by an error message in red The survey kicked me out before I was done Why did it do that If you hit the enter key when you answering a question you will proceed to the next page of the survey or complete the survey if you are on the final page To proceed to the next question using the keyboard hit the tab key instead of the enter key How do I get back into the survey to edit or add to my responses Click on the link in the original survey invitation you were sent Or if you clicked on Save and Exit the last time you were in the survey and sent an email reminder to yourself you may click on the link in that email Additional questions that will have different answers depending on the Division How do I run a specific EMR query My practice doesn t fit into the s
14. be filled out by your MOA if you have an MOA Please forward the email to your MOA or complete the second survey yourself if you do not have an MOA The survey will fe eee but if you complete it and the MOA survey prior to you will be entered into a draw to win a PRIZE Once you have completed the survey you will receive a payment for PAYMENT DETAILS A payment of AMOUNT will also be provided to you for completion of the MOA survey for our MOA Billing Clerk Once you have completed the survey please contact DETAILS to have a sessional form sent to you Developing a survey that is both tailored to a community and has a provincial reach that is both specific and fluid and that reflects the incredible diversity and scope of practice among family physicians is a challenge We encourage you to contact us directly with any questions or concerns and remind you that more detailed information about the survey its development and intended use is available on our website https www divisionsbc ca Thank you again for your participation in this important survey As always the Division greatly appreciates your ongoing support and welcomes all members contributions to this information gathering process More detailed information about this survey its development and intended use is available on our website https www divisionsbc ca If you or your MOA require any assistance with completing the survey please do not hesitate
15. ce of a duplicate email address create a second invitation and separate the duplicate email addresses into different invitations Recipients with shared email addresses must be added to the system as users with unique usernames If they are not all invitations sent to the shared email will only provide access to a single survey Note If you send an additional invitation after sending the first bulk invitation make sure to add the recipient to the system as a user with a unique user name If you do not they will not appear in the user list and you would not be able to manually edit their username password or other information should you need to provide assistance to the recipient When you re ready to send out the survey invitations click on the survey then select Sharing and Email Invitation Name amp Options Under Other Options ensure that Allow embedded survey link to automatically log users in is checked off Message The From Email must be a Divisions email address Add the message you wish to send out to respondents in the body of the email You may include images links simple merge fields etc To automatically insert the name of the recipient click in the email content where you would like to insert the name then select FirstName and or LastName from the dropdown at the bottom right hand side of the email editor and click on Merge For example LastName Merge Community Practice Profile
16. ckbox You may either create a quick report using the report wizard or create a formattable report by choosing to create a blank or custom report After creating a report you can also edit individual report items or use filters to display subsections of the responses See Appendix E of this document to see an example report How To Share or Download A report The reports in Checkbox are meant to be shared To share an online report you must change the permissions on the report or on the user account Option 1 To make the report public click on the report then select Report Actions gt Permissions Click on the second tab labelled Default Policy and check off View Report Close the permissions editor then copy the report URL web address and share it Option 2 To require that a user log in they can view the report go into the Users section and select the user Under the User Roles section click Edit Check off the Report Viewer option Then click on the report select Report Actions gt Permissions Click on the third tab labelled Add Users Groups to Access List and select the user s and or user group s you wish to add Click on the first tab labelled Access List and click on the user or user group Check off View Report Close the permissions editor then copy the report URL web address and share it You may also choose to download the report or individual graphs Option 1 Save As PDF Select Save As and choose
17. ctice Profile MOA Survey Thank you for taking the time to complete this MOA Survey as part of the Community Practice Profile Survey The results will help the Division get a better sense of our membership and start the dialogue around how we can work collaboratively to improve primary and continuous care for our communities Please note Section One Physician Specific Office Information is to be completed for each individual physician each physician was emailed an invitation with a unique link to their own specific MOA survey Section Two General Office Information is to be completed only once per office i e if you are completing more than one survey provide answers to Section Two in just one of the surveys or if another person in your office is completing a survey as well please have only one of you complete Section Two Some points of note e Please answer this survey for the year January 01 2012 to December 31 2012 e You can save your answers and resume the survey at a later time e Use the tab key to advance to the next question instead of the enter key which will advance you to the next page or complete the survey e Some pages contain required questions If you are unable to advance to the next page scroll down and ensure you have not missed any required questions They will be indicated with a red error message e In order for your responses to be marked as complete please ensure that you click through to the en
18. ctivate the survey s and confirm settings and permissions As a final test send invitations to a select group of physician members to complete the survey prior to sending to the wider membership This can help catch any final typos and errors Launch date Q Q Send out the survey invitations In the case of duplicate email addresses different respondents with the same email address make sure to split them into separate invitations Check the recipient list after sending to ensure all the invitations were sent successfully 2 weeks after the launch Q Q Send first survey reminder and begin follow up process Example survey reminders can be found in Appendix D Additional people may need to be sent the survey Add them to Checkbox as users before sending them an invitation If issues arise that you need assistance with contact the provincial office 8 weeks after the launch Q Consider closing the survey or engaging in more robust follow up if target numbers have not been reached Community Practice Profile Survey Manual April 1 2014 6 Things To Be Aware Of It s a good idea to do a short survey or poll with Checkbox prior to launching this major survey in order to familiarize yourself with the software Make sure you communicate your intended launch date with the Provincial Office staff in advance to ensure that they are able to provide support There is a limit on how many messages can be sent out a
19. d and click on Finish The following questions have been identified as potentially requiring EMR support If you are completing both sections of the survey we recommend identifying all questions you need support with so they can be addressed in one call to your EMR Vendor or local Community Practice Profile Survey Manual April 1 2014 26 PITO RST You may also refer to the screenshots we have put together here PROVIDE EMR Support Contacts for MOA Survey Organization Contact Contact Number Contact Email Name Again thank you for making time to fill out this survey The information we re gathering will benefit all of us as we strive to provide the best care possible to our patients and to improve our own work lives More detailed information about this survey its development and intended use is available on our website https www divisionsbc ca If you or your MOA require any assistance with completing the survey please do not hesitate to contact NAME at i Combined GP amp MOA Survey Welcome to the Community Practice Profile Survey Thank you for taking the time to complete this important survey The results will help the Division get a better sense of our membership and start the dialogue around how we can work collaboratively to improve primary and continuous care for our communities How much time will it take to complete the survey We estimate that the survey will tak
20. e required however in some cases you may have an individual who requires a paper version of the survey The best option is to print by selecting Edit Survey gt Survey Actions gt Print or to save as a PDF if you have access to a PDF writer by selecting Print then selecting the PDF writer instead of a printer Select landscape instead of portrait layout to maximize font size Other basic formatting such as whether you want the survey title page numbers and item numbers to appear can be edited under Edit Survey gt Settings gt Appearance Community Practice Profile Survey Manual April 1 2014 15 Sending Reminders Sending a Bulk Reminder 1 Click on Manage Invitations under Sharing as shown here Edit Survey Sharing v Results v Survey Actions w Launch Created by rhussen Twitter 1d889acb Link or Embed Invitation Actions Email Invitation Manage Invitations e Options Edit Message Add Recipients 2 Click on the name of the invitation you sent A window Sendto Pending Redpienis will pop up with details of the invitation recipients and EPEE pee ae responses 3 Click on Invitation Actions and select Send Reminder Copy 4 Edit the email message and send This will be sent to all Export Invitation Details participants who have not completed the survey Delete Sending an Individual Reminder You may run into recipients who have misplaced their sur
21. e roughly an hour to complete Please complete the survey based on the year January 01 2012 to December 31 2012 We can provide support to you and your staff in completing the survey To access this support please contact NAME at How will I be compensated for my time Once you have completed the survey please contact m a sessional form sent to you You will receive a payment for Some points of note e Please answer this survey for the year January 01 2012 to December 31 2012 e You can save your answers and resume the survey at a later time Community Practice Profile Survey Manual April 1 2014 27 e You will have an opportunity to complete a number of questions around general office information some specific to you some pertaining to the whole office If you prefer to have an MOA complete this information please enter their contact information in the survey when prompted and a separate survey containing these questions only will be sent to your MOA for completion e Use the tab key to advance to the next question instead of the enter key which will advance you to the next page or complete the survey e Some pages contain required questions If you are unable to advance to the next page scroll down and ensure you have not missed any required questions They will be indicated with a red error message e In order for your responses to be marked as complete please ensure that you click through to the end and click
22. ed by the Provincial Office Confirm which email the survey will be sent from This must be an divisionsbc ca email address If you do not have one please speak to Robin Hussen at the Provincial office to set one up Confirm who the survey will be sent to both to the GP or will the MOA survey be sent directly to the MOA and being compiling a distribution list Make note of any duplicate email addresses in order to split out invitations if you are using Checkbox invitations Send edits to the provincial office staff to tailor survey for your division Q Add additional questions and desired B List questions to target focus areas O Insert edit branching and conditions as needed and test that the survey branching directs the respondent correctly Confirm whether GPs and or MOAs will be reimbursed for completing the survey s and how that will happen Begin planning approach for follow up with respondents Begin planning approach for supporting EMR queries Identify which EMRs are used in the area and begin conversations with the local PITO contact and or EMR venders Community Practice Profile Survey Manual April 1 2014 4 2 weeks before launching Q Generate a distribution list or lists and input your members into Checkbox as users with first name last name username email and password This can be done manually or by importing a spreadsheet document this information can be exported from DivIT Make note of any duplic
23. esses by using the CONCATENATE function in Excel to join the base URL https surveys divisionsbc ca Survey aspx i and recipient Guid For example CONCATENATE https surveys divisionsbc ca Survey aspx i B2 Community Practice Profile Survey Manual April 1 2014 20 For more information on the CONCATENATE function refer to this Microsoft guide Community Practice Profile Survey Manual April 1 2014 21 Appendix A Example Emails GP Survey Dear Dr LastName We invite you to take part in the Community Practice Profile Survey The DIVISION NAME Division of Family Practice is proud to have been part of the team of family doctors and staff from Divisions of Family Practice across BC that worked with professional survey developers including Ipsos Reid to create this tool While we collaborated at the provincial level we have also stayed true to our mandate of following our members direction we are asking variations of questions that many of you requested we ask in order to provide the information you need to support your work with the Division and as family doctors in our community Click here to take the survey Based on survey testing results we estimate that the survey will take roughly an hour to complete You do not have to complete the survey all at once your survey answers will be saved and you can resume the survey at a later time Please note you will also receive one other email with a survey to
24. h the unique GUID for the user Community Practice Profile Survey Manual April 1 2014 16 surveys divisionsbc ca Survey aspx i 64adf2d0 3851 422c a5fa 3fa1d077f2ab https 5 Create a new invitation or email and send the link to the recipient Note If you have a large number of paper surveys to enter in this way you can automatically generate the web addresses by using the CONCATENATE function in Excel to join the base URL https surveys divisionsbc ca Survey aspx i and recipient Guid For example CONCATENATE https surveys divisionsbc ca Survey aspx i B2 Community Practice Profile Survey Manual April 1 2014 17 Results amp Reporting How To Manage Incomplete Responses Unless the respondent goes through the entire survey and clicks on Finish the response will show as incomplete Incomplete responses will not be displayed reports but can be included in exported data To mark a survey as complete for a respondent open the response record click on Edit then click through the survey and select Finish at the end If you can t see the Edit button go into the survey click Edit gt Settings gt Permissions gt Show Advanced Settings Under Access List select your own name and select Ungroup permissions Ensure Analysis Response Edit is checked off How To Create And Format Reports For information on how to create and format reports please refer to the training documents and videos created by Che
25. how we can work collaboratively to improve primary and continuous care for our communities This is one of two surveys that we are administering at this time We will also be sending invitations for your MOA billing clerk to fill out practice specific information We will compensate you for your MOA s time and would appreciate your support in having them complete their survey How much time will it take to complete the survey We estimate that the survey will take roughly an hour to complete in addition to time spent by your MOA on the MOA survey which is separate from this survey Please complete the survey based on the year January 01 2012 to December 31 2012 We can provide support to you and your staff in completing the survey To access this support please contact at For support with EMR queries please contact our local PITO RST How will I be compensated for my time Once you have completed the survey you will receive a payment for PAYMENT DETAILS A payment of AMOUNT will also be provided to you for completion of the MOA survey for your MOA Billing Clerk Once you have completed the survey please contact CONTACT DETAILS to have a sessional form sent to you Some points of note e Please answer this survey for the year January 01 2012 to December 31 2012 e You can save your answers and resume the survey at a later time e You will have an opportunity to complete a number of questions around general office informa
26. it prior to you will be entered into a draw to wina Once you have completed the survey please contact a a sessional form sent to you You will receive a payment for Developing a survey that is both tailored to a community and has a provincial reach that is both specific and fluid and that reflects the incredible diversity and scope of practice among family physicians is a challenge We encourage you to contact us directly with any questions or concerns and remind you that more detailed information about the survey its development and intended use is available on our website https www divisionsbc ca Thank you again for your participation in this important survey As always the Division greatly appreciates your ongoing support and welcomes all members contributions to this information gathering process More detailed information about this survey its development and intended use is available on our website https www divisionsbc ca If you or your MOA require any assistance with completing the survey please do not hesitate to contact NAME at i Community Practice Profile Survey Manual April 1 2014 24 EJ Divisions of Family Practice A GPSC initiative Appendix B Example Cover Pages GP Survey Welcome to the Community Practice Profile Survey Thank you for taking the time to complete this important survey The results will help the Division get a better sense of our membership and start the dialogue around
27. kbox as well or the respondents will not have access to the survey Community Practice Profile Survey Manual April 1 2014 13 Confirm amp Share Confirm your selections and share the survey but clicking on Send Invites in the next window If you are not ready to send the survey you haven t set up a Divisions email address or you haven t imported your users click on Return to Survey Manager and return to the invitations section later Send out the Survey Confirm which email the survey will be sent from This must be an divisionsbc ca email address If you do not have one speak with the provincial office staff to set one up Input your members into Checkbox This can be done manually or by importing a spreadsheet document this information can be exported from DivIT Refer to the provincial office Membership Manual and the Checkbox User Import Guide for step by step instructions It is ideal to set up a group and add the users who will be sent survey invitations This way you can use the same group for the main survey and for the MOA survey Note There is a limit of 500 users for each invitation If your group is larger than that you will need to split it into two groups Note Checkbox will only send out one invitation to each email address If you have more than one person using the same email address the system assumes there has been an error and will only send once To send an invitation to the second instan
28. lected entity and click SAVE CHANGES to make the new permissions effective Q Ungroup permissions Provincial Team Admin Edit User Group 4 admin Manage Users in Group amp ranhussen View User Group Creating new users manual entry 1 Sign in to Checkbox using an administrator log in and select Users 1 gt User Checkbox Surveys Users Styles Libraries lt lt 2 Recent Activity 2 Follow the instructions in the windows that pop up a Username add a username email address and password b Profile add the user s first name and last name Community Practice Profile Survey Manual April 1 2014 11 c Roles there are many different combinations of permissions you could use These are two of the most common i Select the following roles for a survey administrator e User Administrator e Survey Administrator e Respondent e Report Viewer e Report Administrator e Survey Editor ii Select the following role for a survey respondent e Respondent 3 Groups Add the user to the appropriate user groups here It is recommended that you add survey administrators to a Division admin group to give them access to all surveys associated with that group Creating new users importing For a step by step explanation of how to import a group of users please refer to the Checkbox User Import Guide You may export your user information from DivIT then upload
29. ned GP amp MOA Survey Dear Dr LastName We invite you to take part in the Community Practice Profile Survey The DIVISION NAME Division of Family Practice is proud to have been part of the team of family doctors and staff from Divisions of Family Practice across BC that worked with professional survey developers including Ipsos Reid to create this tool While we collaborated at the provincial level we have also stayed true to our mandate of following our members direction we are asking variations of questions that many of you requested we ask in order to provide the information you need to support your work with the Division and as family doctors in our community Click here to take the survey Community Practice Profile Survey Manual April 1 2014 23 Based on survey testing results we estimate that the survey will take roughly an hour to complete You do not have to complete the survey all at once your survey answers will be saved and you can resume the survey at a later time Please note you will have an opportunity to complete a number of questions around general office information some specific to you some pertaining to the whole office If you prefer to have an MOA complete this information please enter their contact information in the survey when prompted and a separate survey containing these questions only will be sent to your MOA for completion The survey will remain open until CLOSING DATE but if you
30. om Checkbox Settings gt Permissions Adjust the other permissions items as desired It is recommended that you allow respondents to return to previous page and to resume incomplete responses Test the Survey We recommend having staff test the survey to check for final changes to catch typos and ensure that branching is working properly then send to a couple physicians to fully complete as a final test before sending it out to the full membership Launch the Survey When the survey is ready for distribution 1 Click on the desired survey 2 From the Share drop down menu select Launch Edit Survey Sharing v tr Survey Actions v Launch Created by rhussen Twitter 2004 1d889acb Link or Embed Email Invitation Manage Invitations 3 This will open the launch wizard which will walk you through the steps of launching the survey Launch wizard Permissions Select Invitation Only If you are not using invitations select Public Options It is recommended that you check off Allow Return to Previous Page Allow Resume Incomplete Responses and Display Save and Exit Button Limits In the Per respondent response limit field enter 1 This will limit each individual to completing the survey a single time If desired enter the final date the survey can be completed under End Date If you extend the time period for the survey remember to extend the date in Chec
31. on Finish The seston questions have been identified as potentially requiring EMR support If you are completing both sections of the survey we recommend identifying all questions you need support with so they can be addressed in one call to your EMR Vendor or local PITO RST You may also refer to the screenshots we have put together EMR Support Contacts for MOA Survey Organization Contact Contact Number Contact Email Name Again thank you for making time to fill out this survey The information we re gathering will benefit all of us as we strive to provide the best care possible to our patients and to improve our own work lives More detailed information about this survey its development and intended use is available on our website https www divisionsbc ca If you or your MOA require any assistance with completing the survey please do not hesitate to contact NAME at Community Practice Profile Survey Manual April 1 2014 28 Appendix C Example Completion Pages GP Survey Thank you for completing the Community Practice Profile Survey More detailed information about this survey its development and intended use is available on our website https www divisionsbc ca Don t forget to also complete the accompanying MOA Survey You will have received a separate email invitation with the MOA Survey link Please forward this to your MOA if applicable otherwise please fill out the MOA
32. ss bar with amp forcenew true at the end and click enter to go to the page For example Starting URL https surveys divisionsbc ca Survey aspx s 58c807671db541 3baecebea8e16f363 End URL https surveys divisionsbc ca Survey aspx s 58c807671db541 3baecebea8el 6f363 amp forcenew true 4 Enter the responses and complete the survey Note Administrators are not limited by response limits so ensure that you track which surveys have been entered to avoid duplication Note Responses entered in using the steps outlined above will appear in report summaries and exported data while test responses Select Edit Survey gt Survey Actions gt Test will not To tie this information back to an individual or user account is more difficult If the survey doesn t have a required field to identify a participant name email etc you may add a hidden item with where you can add the respondent s name For more information on Community Practice Profile Survey Manual April 1 2014 19 hidden items refer to the Checkbox Hidden Items Guide Then you can go into the sent invitation and mark off the individual as having responded 1 Click on Manage Invitations under Sharing as shown here Edit Survey Sharing Results Survey Actions w Launch Created by rhussen Twitter 4458498bc Link or Embed Email Invitation Wa Manage Invitations 2 Click on the name ofthe invitation
33. survey containing these questions only will be sent to your MOA for completion Thank you again for your participation in this important survey As always the Division greatly appreciates your ongoing support and welcomes all members contributions to this information gathering process More detailed information about this survey its development and intended use is available on our website https www divisionsbc ca If you or your MOA require any assistance with completing the survey please do not hesitate to contact NAME at Community Practice Profile Survey Manual April 1 2014 31 Appendix E Sample Report How much do you like the rain 4 Responses 1 25 She 2 50 1 25 100 m 16 22 How much do you like the sun 4 Responses 1 25 E Wa 1 2596 1 25 1 25 3 98 100 m0 Community Practice Profile Survey Manual April 1 2014 32 Divisions of Family Practice A GPSC initiative Choose 9 of the following options 4 Responses 1 1 3 2 1 1 1 1 1 1 1 1 2 2 Suite 115 1665 West Broadway Vancouver BC V6J 5A4 T 1800 665 2262 F 604 638 2916 www divisionsbc ca LI og a doctors BRITISH of O British Columbia Medical Assc stior COLUMBIA General Practice Services Committee
34. t once so survey launches must be staggered The Checkbox Surveys support team is located on the east coast and closes early It is better to launch in the morning so that they are available to assist if there are any technical issues to be resolved Friday launches are also not recommended Community Practice Profile Survey Manual April 1 2014 7 Frequently Asked Questions for Administrators Who is included in the survey audience The survey target audience includes residents GP s emergency and Hospitalists This survey does not focus on Nurse Practitioners What is the purpose of the data collection To help plan program initiatives Where is the data stored The data is held within the DivIT infrastructure on a Canadian based server Who has access to the data The division conducting the survey They may choose to share aggregated information with partners Whose data is it The data belongs to the physician responding to the survey Each division is the data steward for the surveys collected from the division members A consent statement will be included at the front of the survey such as the following By completing this Survey you understand and agree that the name Division of Family Practice may aggregate the information provided in your responses with information provided by other survey respondents and that the name Division of Family Practice will have the right to use and reproduce any such aggregated inform
35. tion some specific to you some pertaining to the whole office If you prefer to have an MOA complete this information please enter their contact information in the survey when prompted and a separate survey containing these questions only will be sent to your MOA for completion e Use the tab key to advance to the next question instead of the enter key which will advance you to the next page or complete the survey e Some pages contain required questions If you are unable to advance to the next page scroll down and ensure you have not missed any required questions They will be indicated with a red error message e In order for your responses to be marked as complete please ensure that you click through to the end and click on Finish Suite 115 1665 West Broadway Vancouver BC V6J 5A4 doctors T 1800 665 2262 F 604 638 2916 www divisionsbc ca amp G C BRITISH of T COLUMBIA General Practice Services Committee Again thank you for making time to fill out this survey The information we re gathering will benefit all of us as we strive to provide the best care possible to our patients and to improve our own work lives More detailed information about this survey its development and intended use is available on our website https www divisionsbc ca If you or your MOA require any assistance with completing the survey please do not hesitate to contact NAME at MOA Survey Welcome to the Community Pra
36. to contact at Community Practice Profile Survey Manual April 1 2014 22 MOA Survey Dear Dr LastName Further to the invitation you received asking you to fill out the Community Practice Profile Survey this email contains your own unique link to the accompanying MOA Survey Click here to take the survey If you have an MOA please forward this email to her him for completion If you do not have an MOA please fill out this survey yourself Based on survey testing results we estimate that the MOA Survey will take no more than one hour to complete As with the Physician Survey the MOA Survey will remain open until completing both surveys prior to DATE will be entered into a draw to win completion of both surveys you will receive a payment for payment of AMOUNT will also be provided to you for completion of the MOA survey for our MOA Billing Clerk Once you have completed the survey please contact rich to have a sessional form sent to you but everyone Upon Thank you again for your participation in this important survey Please forward this email to your MOA if applicable or follow this link to complete the survey yourself More detailed information about this survey its development and intended use is available on our website https www divisionsbc ca DIVISION NAME If you or your MOA require any assistance with completing the survey please do not hesitate to contact NAME at A Combi
37. ve an MOA please fill out this survey yourself Based on survey testing results we estimate that the MOA Survey will take no more than one hour to complete Community Practice Profile Survey Manual April 1 2014 30 Thank you again for your participation in this important survey Please forward this email to your MOA if applicable or follow this link to complete the survey yourself More detailed information about this survey its development and intended use is available on our website https www divisionsbc ca If you or your MOA require any assistance with completing the survey please do not hesitate to contact NAME at E Combined GP amp MOA Survey Dear Dr LastName Don t forget to fill out the Community Practice Profile Survey by DATE in order to be entered in a draw for i The information we are collecting will help us to understand the current capacity and challenges within our practices and will help with physician resource planning evaluating current and proposed Division programs developing CME programs and training modules and planning for increased incentives and support Click here to take the survey Please note you will have an opportunity to complete a number of questions around general office information some specific to you some pertaining to the whole office If you prefer to have an MOA complete this information please enter their contact information in the survey when prompted and a separate
38. vey invitations Create a new invitation and add only the users who need the survey link re sent As long as you have added users to Checkbox then added them to the invitation s Checkbox is able to match up the information for individual users and apply the same rules and restrictions to them The original invitation and reminder will provide different URLs to the user however both will direct them to the same survey including partially completed responses if the user saves and exits part way through completing the survey They will still be limited to answering the survey once if you have applied that limit to the number of responses per respondent Their response will also be tracked in both the original invitation and the individual reminder If you did not add the person as user in Checkbox before sending them the invite follow this process to generate the unique link that was initially sent out to the recipient and resend in a new invitation or in an email outside of Checkbox 1 Click on Manage Invitations under Sharing 2 Click on Invitation Actions and select Export Invitation Details This will give you an export of each person invited and some details associated with their invitation 3 Open the export in Excel identify the user s you with to resend to and copy the text from the Recipient Guid column in Excel Paste this text on the end of this URL 4 Your final URL will look like this only wit

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