SOPS Hospital Survey Data Submission Information

Participation Requirements

• Hospitals must be located in the United States or in a U.S. territory.
• Hospitals must submit data formatted according to the site and data specifications.
• Each hospital must have a minimum of 10 responses.

What Hospitals Will Need for Submission

1. Enter Hospital Site Information: Hospital site information includes details such as site name, address, contact information, and some site characteristics such as number of licensed beds, ownership, and teaching status. Please use the Hospital Site-Level Specifications (PDF, 178 KB) as a guide when entering your site information.
   Sample Hospital Site Information Excel File (XLSX, 13 KB)
   Users can upload hospital site information in one of two ways:
   • Enter hospital site information one hospital at a time through the online site information form (best for submitters of one hospital).
   • Enter hospital site information for multiple sites all at once in an Excel spreadsheet (best for submitters with more than one hospital).
   NOTE: Each hospital, including those from a health care system, is considered a separate hospital for submission purposes and each hospital must be submitted with a unique site identification number.
2. Submit Hospital Questionnaire(s) Administered: Hospitals will need to upload a copy of the actual questionnaire(s) administered. If your hospital used a copy of the Spanish questionnaire, please upload this questionnaire as well. We will review the submitted questionnaire(s) and hospitals will receive an approved/not approved email within 3 business days. Hospitals will not be able to submit their survey data in step 4 until the questionnaire has been approved.
   Note: Core survey items are in Sections A–F in the SOPS Hospital Survey 2.0. The core does not include staff positions, units/work areas, and background questions at the end of the survey.
   All submissions of survey data to the SOPS Hospital Database must comply with the following guidelines:
   • The SOPS Hospital Survey 2.0 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-F).
   • The core survey items cannot be reordered.
   • All definitions of terms, subheadings, and instructions must be included in the survey.
   • Changes can only be made to:
     • Staff positions,
     • Units/work areas, and,
     • Background questions at the end of the survey.
     • If staff positions, units/work areas, and/or background questions 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.
   Hospitals that administer the SOPS Hospital Survey 2.0 with any of the SOPS Hospital Supplemental Item Sets must comply with the following guidelines:
   • Any SOPS Hospital supplemental items included by your facility must be inserted at the end of the core survey (after section F), and before the background questions.
   • No changes can be made to the supplemental item text and/or response options.
   • All composite measures and single item measures within the supplemental item set(s) can be administered, OR only a subset of the measures can be administered.
   • A subset of the supplemental measures would include:
     • Selected composite measures
       — However, ALL items within the selected composite measures must be administered.
     • Selected single item measures
       — You can include or delete any single item measures.
   • Selected supplemental items must not be reordered.
   • All definitions of terms, subheadings (re-lettering sections as needed), and instructions from the supplemental items must be included in the survey.
   To determine whether a survey is acceptable for submission to the SOPS Hospital Database prior to survey administration, email a copy of the survey to DatabasesOnSafetyCulture@westat.com.
3. Sign and Submit Data Use Agreement (DUA): Each hospital is required to submit a signed SOPS Hospital Data Use Agreement (PDF, 135 KB). Vendors and QIOs cannot sign data use agreements for hospitals or hospital systems.
   To submit the DUA, please sign and return a copy of your DUA via:
   • The DUA Submission Portal
   • Email DatabasesOnSafetyCulture@westat.com, or
   • Fax 1-888-852-8277
   NOTE: Hospital systems are required to list all hospitals the signed Data Use Agreement covers.
4. Hospital Survey Data: Once the questionnaire is approved, users will will need to upload their hospital survey data, conforming to data specifications of the survey version you administered listed below. Your data will not be accepted if you combined data from multiple site locations under a single site identification number.
   
   Supported Survey Version
   
   
   Version 2.0
   • SOPS Hospital Survey 2.0 Data Specifications (PDF, 258 KB)
   • Sample Hospital Survey 2.0 Data File (XLSX, 13 KB)
   Version 2.0 with Supplemental Item Set(s)
   • SOPS Hospital Survey 2.0 Data Specifications with Health IT Patient Safety, Workplace Safety and/or Value and Efficiency (PDF, 258 KB)
   • Sample Hospital Survey 2.0 with Health IT Patient Safety, Workplace Safety and/or Value and Efficiency Data File (XLSX, 13 KB)