Best Practice Response Rates

Best Practice – Increasing Response Rates

Arizona Digestive Health, a group made up of over 50 providers across 30 locations, is working to set a new standard of care for patients with digestive diseases. Part of their success comes from gathering patient feedback and implementing changes to address any issues that arise.

Ian Rogers, Director of Marketing & Patient Relations at Arizona Digestive Health through early 2015, shared some of his organization’s best practices. His group enjoys one of the top response rates among all of SurveyVitals’ SPSQ clients. With over 46,000 survey responses received over the past 3+ years, they’ve done a great job engaging their patients in the process.

Rogers explained, “We strive to be at the forefront of technology, and appreciate that surveys are sent via email, text message, and automated phone system. At intake, we gather patient email addresses and phone numbers, and note which are cell phone numbers. As a result of meaningful use, we’ve become very good at standardizing and updating our intake forms across the organization. Through these updates we are able to gather essential patient information, which has certainly helped collect more patient satisfaction data.”

Arizona Digestive Health takes patient satisfaction seriously, and provides training at multiple levels to support the initiative. “We spend quite a bit of time training the front desk staff. Our corporate office starts by training the office managers at our quarterly meetings. Each office manager is then responsible for training the intake and reception staff at their locations. We also do webinars with screen sharing,” Rogers continued.

Survey Poster

Patients see posters in the lobby and exam rooms that ask, “How did we do?” The posters let patients know they will soon receive a survey.

Arizona Digestive Health maximizes a patient’s cognitive recall by sending surveys to patients within a few days of their visit. “We upload patient data to SurveyVitals via their API. After a simple set up process, data is automatically sent every day or two. We don’t have to lift a finger to send surveys to all of our patients,” said Rogers. Patients typically receive a request to provide feedback within a week or two of their appointment date. This helps patients provide timely, accurate feedback to the practice.

All patient survey responses are tallied in real-time and displayed to providers and the administrators via client dashboards and reports. “I like the Contact Me feature of the SurveyVitals solution. The office managers are the first line of defense in contacting patients who may need to share further concerns about their experience, but I see the alerts too, and can stay on top of what’s going on in all of our locations. We take that feedback to heart and appreciate the information that patients are willing to share.”

Arizona Digestive Health makes sure all of their providers have access to their own survey results and scores. Then they took it a step further by redesigning their website to include those patient satisfaction scores in each provider’s bio, right alongside their education, specialties, board certifications, and hospital affiliations.

Patient Satisfaction Score

How did they get their providers and staff on board with this idea? “We involved them from the beginning in our patient satisfaction partner selection process. They saw the SurveyVitals demos and got to participate in the decision process from the start,” explained Rogers.

“We’re proud of our scores, and wanted to use the patient satisfaction data in a meaningful way. Physicians are competitive by nature. You publish their scores, and they want to keep getting better. That’s how the cycle of continuous improvement begins!” said Rogers.

The patient satisfaction surveys revealed a few other small issues as well. “We added trash cans and coat hangers in the waiting areas,” finished Rogers. “It was a simple change, but small things can really add up in terms of patient satisfaction.”

To summarize the best practices mentioned here:

  1. Collect patient email and cell phone numbers
  2. Train your staff to ask for this information during intake
  3. Tell patients they’ll receive a survey shortly after their visit
  4. Upload patient data daily using the SurveyVitals API so surveys are sent shortly after the visit
  5. Give your providers access to their survey results
  6. Share your provider’s scores with patients if appropriate
  7. Turn on alerts and assign someone to promptly respond to contact requests

Have your own best practices to share? Submit them to us, and we’ll feature them in an upcoming post.

August 17th, 2015 Categories: Best Practices, Client Spotlight, Outpatient Practice, Patient Experience

Tags: ,

Recent Posts

Trend: Patients seeking resources on scheduling COVID-19 vaccine in satisfaction surveys
March 17, 2021

An analysis of patient comments in the first two months of 2021 shows a trend in patients seeking information on how to schedule a COVID vaccine. Compared to the last two months of 2020, there has been a 301% increase in the mention of vaccines in free text patient comments. A limited vaccine supply has […]

MIPS Improvement Activities Best Practices
March 11, 2021

Clinicians and groups participating in the Merit-Based Incentive Payment System (MIPS) must earn 40 points for Improvement Activities (IA) in order to receive full credit for the IA performance category. High-weighted activities are worth 20 points, while medium-weighted activities are worth 10 points. Participants with special status will receive double points for each activity completed. […]

respond to online reviews
Best Practice: Responding to Online Reviews
March 3, 2021

Over 80% of patients turn to Google when looking for a new healthcare provider. SurveyVitals’ online reputation tools have helped boost client Google reviews by 281%. While increasing your number of online reviews is essential for attracting new patients, it’s equally important to respond to these reviews appropriately. Patients are certainly reading online reviews, but […]

Tips to Ease Telehealth Wait Time Concerns
February 17, 2021

Wait times have long been a common concern for patients at office-based medical appointments. When telehealth skyrocketed in popularity last year, it became clear that wait times are even more of a frustration for patients during virtual visits. The numbers show wait times are the biggest pain point for patients who use telehealth. While the […]