Attachment K - MO Data File Specs

Medical Office Survey on Patient Safety Culture Data File Layout

AHRQ
Medical Office Survey on Patient Safety Culture
Data Submission Specifications

Medical Office Survey on Patient Safety Culture Data File Layout

AHRQ Medical Office Survey on Patient Safety Culture
Data Submission Specifications
These specifications are for preparing your respondent-level data from the Medical
Office Survey on Patient Safety Culture (MOSOPS). The instructions below tell you how
to prepare your Excel data file for submission to the MOSOPS Comparative Database.
INSTRUCTIONS (Excel File Only):
Step 1: Include a header row with the variable name for each column.
Step 2: Submit individual survey response data using the response values indicated in
this document (beginning on page 4).
Step 3: Check your data before for the following things:
•

SKIP PATTERN
There is one skip pattern in this survey. If a respondent answers 1 = Yes, to
question EA, “Are you an owner, a managing partner, or in a leadership position
with responsibility for making financial decisions for your medical office?” then
questions E1 – E4 should be blank.

•

OUT-OF-RANGE VALUES
You should clean your data before submitting to the database to ensure that there
are no out-of-range values and that the data submitted are free from error. Make
sure all response values match the response value for the question.

•

REVERSE-CODED ITEMS
Do not submit reverse-coded data on the survey’s negatively worded items—
simply submit each individual’s unmodified responses to the survey items.
For example, survey item C3, “In this office, we often feel rushed when taking
care of patients,” is negatively worded. Regardless, the data should be submitted
so that 1=Strongly disagree and 5=Strongly agree, as originally indicated in the
survey, as follows:
1=Strongly Disagree
2=Disagree
3=Neither
4=Agree
5=Strongly Agree
9= Does Not Apply or Don’t Know

2

Medical Office Survey on Patient Safety Culture Data File Layout
•

STAFF POSITIONS
If your medical office modified or added a new staff position (H3) category, you
MUST RECODE your specific staff positions back to the survey’s original staff
position category. If you added staff positions that do not match any of the
survey’s original staff positions, recode your specific staff positions as
“OTHER” (H3 = “g”) before submitting your data.

•

OTHER, PLEASE SPECIFY TEXT
Do not include Other-Please Specify data (questions B5, H3, and Section I).
While you may find it useful to review this text, it should not be submitted to the
Database.

•

SPANISH VERSION OF THE MO SOPS
Please indicate which respondents (if any) completed a Spanish version of the
patient safety culture survey, if you have this information available. You should
do so by adding an ‘S’ to the Individual Unique Record ID, e.g., 001S.

3

Medical Office Survey on Patient Safety and Health Care Quality – Numeric Specifications
Variable
Column
Survey Question
Response Values
Name
Position
Record Identifier
Site Id
Individual Unique Record ID

SITEID
UNIQUEID

Column A
Column B

5 digits or less
4 digits or less

SECTION A: List of Patient Safety and Quality Issues

1. A patient was unable to
get an appointment
within 48 hours for an
acute/serious problem

A1

Column C

2. The wrong chart/medical
record was used for a
patient

A2

Column D

3. A patient’s chart/medical
record was not available
when needed

A3

Column E

4. Medical information was
filed, scanned, or entered
into the wrong patient’s
chart/medical record

A4

Column F

5. Medical equipment was
not working properly or
was in need of repair or
replacement

A5

Column G

1=Daily
2=Weekly
3=Monthly
4=Several times in the past 12 months
5=Once or twice in the past 12 months
6=Not in the past 12 months
9=Does Not Apply or Don’t Know
blank=Missing
1=Daily
2=Weekly
3=Monthly
4=Several times in the past 12 months
5=Once or twice in the past 12 months
6=Not in the past 12 months
9=Does Not Apply or Don’t Know
blank=Missing
1=Daily
2=Weekly
3=Monthly
4=Several times in the past 12 months
5=Once or twice in the past 12 months
6=Not in the past 12 months
9=Does Not Apply or Don’t Know
blank=Missing
1=Daily
2=Weekly
3=Monthly
4=Several times in the past 12 months
5=Once or twice in the past 12 months
6=Not in the past 12 months
9=Does Not Apply or Don’t Know
blank=Missing
1=Daily
2=Weekly
3=Monthly
4=Several times in the past 12 months
5=Once or twice in the past 12 months
6=Not in the past 12 months
9=Does Not Apply or Don’t Know
blank=Missing

4

Medical Office Survey on Patient Safety and Health Care Quality – Numeric Specifications
Variable
Column
Survey Question
Response Values
Name
Position

6. A pharmacy contacted
our office to clarify or
correct a prescription

A6

Column H

7. A patient’s medication
list was not updated
during his or her visit

A7

Column I

8. The results from a lab or
imaging test were not
available when needed

A8

Column J

9. A critical abnormal result
from a lab or imaging
test was not followed up
within 1 business day

A9

Column K

1=Daily
2=Weekly
3=Monthly
4=Several times in the past 12 months
5=Once or twice in the past 12 months
6=Not in the past 12 months
9=Does Not Apply or Don’t Know
blank=Missing
1=Daily
2=Weekly
3=Monthly
4=Several times in the past 12 months
5=Once or twice in the past 12 months
6=Not in the past 12 months
9=Does Not Apply or Don’t Know
blank=Missing
1=Daily
2=Weekly
3=Monthly
4=Several times in the past 12 months
5=Once or twice in the past 12 months
6=Not in the past 12 months
9=Does Not Apply or Don’t Know
blank=Missing
1=Daily
2=Weekly
3=Monthly
4=Several times in the past 12 months
5=Once or twice in the past 12 months
6=Not in the past 12 months
9=Does Not Apply or Don’t Know
blank=Missing

SECTION B: Information Exchange With Other Settings

1. Outside lab/imaging
centers?

B1

Column L

1=Problems daily
2= Problems weekly
3= Problems monthly
4= Problems several times in the past
12 months
5= Problems once or twice in the past
12 months
6=No problems in the past 12 months
9=Does Not Apply or Don’t Know
blank=Missing

5

Medical Office Survey on Patient Safety and Health Care Quality – Numeric Specifications
Variable
Column
Survey Question
Response Values
Name
Position

2. Other medical offices/
outside physicians?

B2

Column M

3. Pharmacies?

B3

Column N

4. Hospitals?

B4

Column O

5. Other? (Specify):

B5

Column P

1=Problems daily
2= Problems weekly
3= Problems monthly
4= Problems several times in the past
12 months
5= Problems once or twice in the past
12 months
6=No problems in the past 12 months
9=Does Not Apply or Don’t Know
blank=Missing
1=Problems daily
2= Problems weekly
3= Problems monthly
4= Problems several times in the past
12 months
5= Problems once or twice in the past
12 months
6=No problems in the past 12 months
9=Does Not Apply or Don’t Know
blank=Missing
1=Problems daily
2= Problems weekly
3= Problems monthly
4= Problems several times in the past
12 months
5= Problems once or twice in the past
12 months
6=No problems in the past 12 months
9=Does Not Apply or Don’t Know
blank=Missing
1=Problems daily
2= Problems weekly
3= Problems monthly
4= Problems several times in the past
12 months
5= Problems once or twice in the past
12 months
6=No problems in the past 12 months
9=Does Not Apply or Don’t Know
blank=Missing

TEXT FOR OTHER, SPECIFY [B5os]- DO NOT SUBMIT TO DATABASE

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Medical Office Survey on Patient Safety and Health Care Quality – Numeric Specifications
Variable
Column
Survey Question
Response Values
Name
Position
SECTION C: Working in Your Medical Office

1. When someone in this

office gets really busy,
others help out

C1

Column Q

C2

Column R

C3

Column S

C4

Column T

C5

Column U

C6

Column V

2. In this office, there is a

good working relationship
between staff and
providers

3. In this office, we often

feel rushed when taking
care of patients

4. This office trains staff

when new processes are
put into place

5. In this office, we treat

each other with respect

6. We have too many

patients for the number of
providers in this office

1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing
1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing
1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing
1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing
1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing
1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing

7

Medical Office Survey on Patient Safety and Health Care Quality – Numeric Specifications
Variable
Column
Survey Question
Response Values
Name
Position

7. This office makes sure

staff get the on-the-job
training they need

8. This office is more

disorganized than it should
be

C7

Column W

C8

Column X

C9

Column Y

C10

Column Z

C11

Column AA

C12

Column AB

C13

Column AC

9. We have good procedures

for checking that work in
this office was done
correctly

10. Staff in this office are

asked to do tasks they
haven’t been trained to do

11. We have enough staff to

handle our patient load

12. We have problems with

workflow in this office

13. This office emphasizes

teamwork in taking care of
patients

1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing
1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing
1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing
1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing
1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing
1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing
1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing

8

Medical Office Survey on Patient Safety and Health Care Quality – Numeric Specifications
Variable
Column
Survey Question
Response Values
Name
Position

14. This office has too many

patients to be able to
handle everything
effectively

15. Staff in this office follow

standardized processes to
get tasks done

C14

Column AD

C15

Column AE

1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing
1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing

SECTION D: Communication and Followup
1. Providers in this office are
open to staff ideas about
how to improve office
processes

D1

Column AF

2. Staff are encouraged to
express alternative
viewpoints in this office

D2

Column AG

3. This office reminds
patients when they need to
schedule an appointment
for preventive or routine
care

D3

Column AH

4. Staff are afraid to ask
questions when something
does not seem right

D4

Column AI

1=Never
2=Rarely
3=Sometimes
4=Most of the time
5=Always
9=Does Not Apply or Don’t Know
blank=Missing
1=Never
2=Rarely
3=Sometimes
4=Most of the time
5=Always
9=Does Not Apply or Don’t Know
blank=Missing
1=Never
2=Rarely
3=Sometimes
4=Most of the time
5=Always
9=Does Not Apply or Don’t Know
blank=Missing
1=Never
2=Rarely
3=Sometimes
4=Most of the time
5=Always
9=Does Not Apply or Don’t Know
blank=Missing

9

Medical Office Survey on Patient Safety and Health Care Quality – Numeric Specifications
Variable
Column
Survey Question
Response Values
Name
Position

5. This office documents
how well our chronic-care
patients follow their
treatment plans

D5

Column AJ

6. Our office follows up
when we do not receive a
report we are expecting
from an outside provider

D6

Column AK

7. Staff feel like their
mistakes are held against
them

D7

Column AL

8. Providers and staff talk
openly about office
problems

D8

Column AM

9. This office follows up
with patients who need
monitoring

D9

Column AN

10. It is difficult to voice
disagreement in this office

D10

Column AO

11. In this office, we discuss
ways to prevent errors
from happening again

D11

Column AP

1=Never
2=Rarely
3=Sometimes
4=Most of the time
5=Always
9=Does Not Apply or Don’t Know
blank=Missing
1=Never
2=Rarely
3=Sometimes
4=Most of the time
5=Always
9=Does Not Apply or Don’t Know
blank=Missing
1=Never
2=Rarely
3=Sometimes
4=Most of the time
5=Always
9=Does Not Apply or Don’t Know
blank=Missing
1=Never
2=Rarely
3=Sometimes
4=Most of the time
5=Always
9=Does Not Apply or Don’t Know
blank=Missing
1=Never
2=Rarely
3=Sometimes
4=Most of the time
5=Always
9=Does Not Apply or Don’t Know
blank=Missing
1=Never
2=Rarely
3=Sometimes
4=Most of the time
5=Always
9=Does Not Apply or Don’t Know
blank=Missing
1=Never
2=Rarely
3=Sometimes
4=Most of the time
5=Always
9=Does Not Apply or Don’t Know
blank=Missing

10

Medical Office Survey on Patient Safety and Health Care Quality – Numeric Specifications
Variable
Column
Survey Question
Response Values
Name
Position

12. Staff are willing to report
mistakes they observe in
this office

D12

Column AQ

1=Never
2=Rarely
3=Sometimes
4=Most of the time
5=Always
9=Does Not Apply or Don’t Know
blank=Missing

SECTION E: Owner/Managing Partner/Leadership Support
A. Are you an owner, a
managing partner, or in a
leadership position with
responsibility for making
financial decisions for
your medical office?

EA

Column AR

1=Yes
2=No
blank=Missing

If question EA (Column AR) = 1 (Yes) then skip to section F.
1. They aren’t investing
enough resources to
improve the quality of
care in this office

E1

Column AS

2. They overlook patient care
mistakes that happen over
and over

E2

Column AT

3. They place a high priority
on improving patient care
processes

E3

Column AU

4. They make decisions too
often based on what is best
for the office rather than
what is best for patients

E4

Column AV

1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing or properly skipped
1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing or properly skipped
1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing or properly skipped
1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing or properly skipped

11

Medical Office Survey on Patient Safety and Health Care Quality – Numeric Specifications
Variable
Column
Survey Question
Response Values
Name
Position
SECTION F: Your Medical Office
1. When there is a problem

in our office, we see if we
need to change the way we
do things

F1

Column AW

F2

Column AX

F3

Column AY

F4

Column AZ

F5

Column BA

F6

Column BB

2. Our office processes are

good at preventing
mistakes that could affect
patients

3. Mistakes happen more

than they should in this
office

4. It is just by chance that we

don’t make more mistakes
that affect our patients

5. This office is good at

changing office processes
to make sure the same
problems don’t happen
again

6. In this office, getting more

work done is more
important than quality of
care

1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing
1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing
1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing
1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing
1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing
1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing

12

Medical Office Survey on Patient Safety and Health Care Quality – Numeric Specifications
Variable
Column
Survey Question
Response Values
Name
Position
7. After this office makes

changes to improve the
patient care process, we
check to see if the changes
worked

F7

Column BC

1=Strongly Disagree
2=Disagree
3=Neither Agree nor Disagree
4=Agree
5=Strongly Agree
9=Does Not Apply or Don’t Know
blank=Missing

SECTION G: Overall Ratings
1a. Is responsive to individual
patient preferences, needs,
and values

G1a

Column BD

1b. Is based on scientific
knowledge

G1b

Column BE

1c. Minimizes waits and
potentially harmful delays

G1c

Column BF

1d. Ensures cost-effective care
(avoids waste, overuse,
and misuse of services)

G1d

Column BG

1e. Provides the same quality
of care to all individuals
regardless of gender, race,
ethnicity, socioeconomic
status, language, etc.

G1e

Column BH

2. Overall, how would you
rate the systems and clinical
processes your medical
office has in place to
prevent, catch, and correct
problems that have the
potential to affect patients?

G2

Column BI

1=Poor
2=Fair
3=Good
4=Very good
5=Excellent
blank=Missing
1=Poor
2=Fair
3=Good
4=Very good
5=Excellent
blank=Missing
1=Poor
2=Fair
3=Good
4=Very good
5=Excellent
blank=Missing
1=Poor
2=Fair
3=Good
4=Very good
5=Excellent
blank=Missing
1=Poor
2=Fair
3=Good
4=Very good
5=Excellent
blank=Missing
1=Poor
2=Fair
3=Good
4=Very good
5=Excellent
blank=Missing

13

Medical Office Survey on Patient Safety and Health Care Quality – Numeric Specifications
Variable
Column
Survey Question
Response Values
Name
Position
SECTION H: Background Questions

a=Less than 2 months
b=2 months to less than 1 year
1. How long have you worked
c=1 year to less than 3 years
in this medical office
d=3 years to less than 6 years
H1
Column
BJ
location?
e=6 years to less than 11 years
f=11 years or more
blank=Missing
a=1 to 4 hours per week
2. Typically, how many hours
b=5 to 16 hours per week
per week do you work in
c=17 to 24 hours per week
this medical office
H2
Column BK d=25 to 32 hours per week
location?
e=33 to 40 hours per week
f=41 hours per week or more
blank=Missing
a=Physician (MD or DO)
b= Physician Assistant, Nurse
Practitioner, Clinical Nurse
Specialist, Nurse Midwife,
Advanced Practice Nurse, etc.
3. What is your position in
c=Management
this office? Check ONE
d=Administrative or clerical staff
H3
Column BL
category that best applies to
e= Nurse (RN), Licensed Vocational
your job.
Nurse (LVN), Licensed
Practical Nurse (LPN)
f=Other clinical staff or clinical
support staff
g=Other position
blank=Missing
TEXT FOR OTHER, SPECIFY [H3gos]* - DO NOT SUBMIT TO DATABASE
TEXT FOR YOUR COMMENTS [Section I]* - DO NOT SUBMIT TO DATABASE

14

Medical Office Survey on Patient Safety and Health Care Quality – Numeric Specifications

Two examples of SECTION E: Owner/Managing Partner/Leadership Support questions are
displayed below. Columns C - AQ are omitted for display purposes.
Example 1: Are you an owner, a managing partner, or in a leadership position with responsibility
for making financial decisions for your medical office?
1=Yes
2=No
SiteID
1

UniqueID
Hospital ABC

…
…

EA
1

E1

E2

E3

E4

F1
2

Columns E1 through E4
are left blank because
EA is 1 (Yes).
Example 2: Are you an owner, a managing partner, or in a leadership position with responsibility
for making financial decisions for your medical office?
1=Yes
2=No
SiteID
2

UniqueID
Hospital XYZ

…
…

EA
2

E1
3

E2
4

E3
5

E4
2

F1
3

Columns E1 through E4
are filled in because EA
was 2 (No).

15