Deadline for Submitting an Updated 2023 ICH CAHPS Quality Assurance Plan
folder_openOther Announcementscalendar_todayPosted May 1, 2023
This is a friendly reminder that the deadline for ICH CAHPS Survey vendors to submit the annual Quality Assurance Plan (QAP) is 5:00 PM Eastern Time on May 31, 2023.
The QAP must describe how the survey vendor will implement, comply with, and provide oversight of all survey and data processing activities associated with the ICH CAHPS Survey. To ensure prompt review and acceptance of your Annual QAP, please follow the procedures listed below:
- Locate the version of your most recently approved QAP; that is, the version that was accepted by CMS and the Coordination Team in 2022 (or later if edits were made and submitted after May 2022).
- Make a copy of that version and accept all tracked changes, creating a clean copy of your QAP.
- Make all 2023 updates to your clean copy using track changes, so that your document reflects only the changes made since your most recently approved QAP.
- Make sure to include updates to your QAP if your organization has had changes in ICH CAHPS Survey personnel, changes to protocols or procedures, and/or changes in approved survey mode(s).
- Make sure your QAP follows the format shown in the Model QAP posted on the ICH CAHPS website. Also make sure that you provide information for every topic included in the Model QAP.
- Before submitting your annual QAP, check it carefully to make sure that it reflects all ICH CAHPS Survey protocols disseminated via announcements posted on the ICH CAHPS website and/or described in the latest version of the Survey Administration and Specifications Manual.
- Vendors should submit for review a copy of all survey materials for each language the survey was administered during the previous survey period or will be administered in the next survey period. As a reminder, starting with the 2023 QAP Submission, vendors must begin including:
- a copy of cover letters 1 and 2 for each language they are administering, and
- a screenshot of their ICH CAHPS Survey package envelope template (used to send both prenotification letters and mail survey packages).
- Submit your QAP online via the ICH CAHPS website by accessing the Submit Quality Assurance Plan option under the “For Vendors” menu on the grey bar at the top of the website’s home page (https://ichcahps.org/).
The QAP must be updated and submitted annually on or before May 31 of each year and any time the vendor has a change in ICH CAHPS personnel, capabilities, or systems that are used to administer the ICH CAHPS Survey. Remember that you must also update your online ICH CAHPS Vendor Application Form if you have been approved to add/drop survey modes, changed key personnel and/or subcontractors, and/or have changed your business name or location.
Please contact the ICH CAHPS Coordination Team at 1-866-245-8083 or via email at firstname.lastname@example.org if you have any questions about the QAP update process or deadline.