SOPS Ambulatory Surgery Center Survey Data Submission

Definition of an Ambulatory Surgery Center (ASC)

• ASCs must be CMS-certified with a valid CMS Certification Number (CCN).
• An ASC is defined as a facility where patients have surgical/procedural services that do not require hospitalization (except in unusual circumstances).
• ASCs should not share space with a hospital or hospital outpatient surgery department.

What ASCs Will Need for Submission

1. Enter Site Information: ASC site information includes details such as site name, address, contact information, and some site characteristics such as number of operating/procedure rooms and specialty. Please use the Ambulatory Surgery Center Site-Level Data File Specifications (PDF, 232 KB) as a guide when entering your site information.
   
   Sample Ambulatory Surgery Center Site-Level Data File (XLSX, 11 KB)
   
   Users can upload ASC site information in one of two ways:
   • Enter ASC site information one ASC at a time through the online site information form (best for submitters of one ASC).
   • Enter ASC site information for multiple sites all at once in an Excel spreadsheet (best for submitters with more than one ASC).
   
   NOTE: Each ASC that is part of an ASC chain or health care system is considered a separate ASC for submission purposes. Each ASC must be submitted with a unique site identification number.

2. Submit Questionnaire(s) Administered: ASCs will need to upload a copy of the actual questionnaire(s) administered. If your ASC used a copy of the Spanish questionnaire, please upload this questionnaire as well. We will review the submitted questionnaire(s) and users will receive an approved/not approved email within 3 business days.

   NOTE: ASCs will be able to submit their Data Use Agreement (DUA) (step 3) and survey data (step 4) prior to questionnaire approval. However, if the questionnaire is not approved because it does not meet the criteria below, you will be notified, and your survey data will be removed from the database.

   Surveys may be emailed to DatabasesOnSafetyCulture@westat.com for review prior to data submission.

   All submissions of survey data to the SOPS ASC Survey Database must comply with the following guidelines:

   • The SOPS ASC Survey must be administered in its entirety without any changes or deletions to the item text and/or response options of the core survey (Sections A-G).
   • The core survey items must not be reordered.
   • All definitions of terms, subheadings, and instructions must be included in the survey.
   • Changes can only be made to the background questions at the end of the survey (Section H).
     • If background question response categories are changed, they need to be cross walked back to the original survey categories before submitting data.
     • Background questions at the end can be deleted.
   • Any added new questions must be placed after the core survey (Section G) and before the background questions (Section H).

3. Sign and Submit Data Use Agreement (DUA): Each ambulatory surgery center is required to submit a signed SOPS Ambulatory Surgery Center Data Use Agreement (PDF, 142 KB).

   To submit the DUA, please sign and return a copy of your DUA via:
   • The The DUA Submission Portal, or
   • Email DatabasesOnSafetyCulture@westat.com, or
   • Fax 1-888-852-8277
4. Submit ASC Survey Data: Users will need to upload their ambulatory surgery center survey data, conforming to the Ambulatory Surgery Center Survey Data File Specifications (PDF, 202 KB). Your data will not be accepted if you combined data from multiple site locations under a single site identification number.
   
   • Sample Ambulatory Surgery Center Survey Data File (XLSX, 11 KB)