Setup & Data Requirements

During the setup process you’ll be asked to

# Step
1 Define your Organization and Divisions.
2 Input your providers National Provider Identification number (NPI)
3 Customize audio and email settings for surveys.
4 Meet export and file type requirements.
5 Set up a data profile to map your data to the SurveyVitals system.
6 SurveyVitals data validation process.
7 Map, authorize or blacklist locations to be surveyed from your data file.
8 Select an import method – automated (API) or manual upload.
9 Portal demo & final verification of chosen upload process.
10 Enroll users – Organization, Division and Providers – in ‘SurveyVitals University’ training.

1. Organization Definition

Organizational Structure

Defining your organization hierarchy will determine how your users and reports exist in the SurveyVitals portal. There is unlimited flexibility for divisions to roll data up. Meaning all survey data within their tier and below will be in their reporting section as well as allow them user management. Providers will always be in the bottom tier but may practice within multiple divisions.

Organizational Structure
  • Organization
    • Division
      • Division
        • Provider
        • Provider
    • Division
      • Division
        • Division
          • Provider
Example
  • Anesthesia Practice USA
    • Central
      • Minnesota
        • Provider A
        • Provider B
    • East
      • Maryland
        • Baltimore
          • Provider A

2. Provider NPI & Authorization

Once providers have been entered into the system via the setup wizard or third party integration you will need to ensure their NPI has been associated. National Provider Identification numbers are unique to the provider and act as the primary means to tie your data file variables to the SurveyVitals system. This must be the individual providers NPI, not the practices or organizations NPI; NPIs cannot be shared. To view if a provider is enabled or disabled please .

Manage or Sign-up for NPI

Learn more at the National Plan & Provider Enumeration System via the link below.

3. Data Requirements & Upload

Please find broad data requirements below and survey specific requirements for your specific survey needs a bit further down.

Patient Data

The foundation of quality feedback starts with a clean, up-to-date, and accurate list of patient contacts exported from your data system.

Required Fields Optional Fields Care Team Fields ASC
Patient First Name
Patient Last Name
Patient Date of Birth
Patient Phone
Patient Email
Patient Zip
Provider NPI 2nd Provider NPI 3rd Provider NPI
Provider First Name 2nd Provider First Name 3rd Provider First Name
Provider Last Name 2nd Provider Last Name 3rd Provider Last Name
Location Code If multiple locations
Date of Visit
Case #
CPT Code
ASA Code
Race
Gender
Ethnicity
Preferred Language

If you run a Care Team (Anesthesiologist/CRNA or AA team care) or an ASC model and can provide the data for all 3 provider types (Anesthesiologist/CRNA or AA/Surgeon) the highlighted fields above will be required to run surveys.

4. Sample Files

Accepted formats include: CSV, XLS, XML

Anesthesia Patient Satisfaction Questionnaire (APSQ)

File Type
XLS (download) XLS”M” with no Macros or any other formatting except the dates.
CSV (download) Separated by Comma, Text delimiter (preferred if not using the XML format.
XML (download)

Standard Patient Satisfaction Questionnaire (SPSQ)

File Type
XLS (download) XLS”M” with no Macros or any other formatting except the dates.
CSV (download) Separated by Comma, Text delimiter (preferred if not using the XML format.
XML (download)

Hospital Satisfaction Questionnaire (HSQ)

File Type
XLS (download) XLS”M” with no Macros or any other formatting except the dates.
CSV (download) Separated by Comma, Text delimiter (preferred if not using the XML format.
XML (download)

Reffering Radiologist Satisfaction Questionnaire (RRSQ)

File Type
XLS (download) XLS”M” with no Macros or any other formatting except the dates.
CSV (download) Separated by Comma, Text delimiter (preferred if not using the XML format.
XML (download)

Ambulatory Surgical Center (ASC)

File Type
XLS (download) XLS”M” with no Macros or any other formatting except the dates.
CSV (download) Separated by Comma, Text delimiter (preferred if not using the XML format.
XML (download)

Care Team XML (Anesthesia Team Model)

File Type
XML (download)

Defining your profile

Utilizing an export file from a patient information software, for example an EMR, EHR, or Billing program, the SImpL processing engine uses either a qualified email or phone number to survey your patients. In order to get timely results we recommend a delivery timeline between 48hours and 2 weeks of visit date.

Due to the wide range of systems reporting to SurveyVitals SImpL we’ve built a customizable file profile process. Simply define the heading name, for your patient data export file, next to the appropriate field below. For example, Patient First Name might read “First_Name” in your file. (this is meant to be customizable to suit your file headings).

If your organization will be submitting an .xls or .csv the top row must contain a column heading and not be empty. Headers can be anything that signifies what is in the column but cannot contain blank spaces before or after additionally they can be in any order. Please note that date format must be meet the one of the following format requirements:

  • MM/DD/YYYY with separators, forward slash or hyphen
  • DD/MM/YYYY with separators, forward slash or hyphen
  • YYYY/MM/DD with separators, forward slash or hyphen
  • YYYY/DD/MM with separators, forward slash or hyphen
  • MMDDYYYY without separators requires leading zero
  • DDMMYYYY without separators requires leading zero
  • YYYYMMDD without separators requires leading zero
  • YYYYDDMM without separators requires leading zero
Find Sample files in the tabs above

5. Locations

Mapping locations allows you to report based on these facilities. Location mapping is limited to what can be exported in the data file. Important factors in this mapping include:

  • Exporting the lowest level of location will get you a higher level of granularity in reporting data. Exporting the location the provider works at will be sufficient.
  • In the example on the left Baltimore West is the preferred location to map in the data file.
  • In the location tab you will be able to map the specific variables you can export to the human readable location.
    • For example: Baltimore West in your data file may read “BaltW” or “B123”, it does not matter what variable is exported it’s only important to map it.

Top level organization Upper division Base Location (to be mapped)

Example
  • Anesthesia Practice USA  
    • Central  
      • Minnesota  
        • Provider A
        • Provider B
    • East  
      • Maryland  
        • Baltimore  
          • Baltimore West  
            • Provider A

6. Import Methods

Import data to the system via two methodologies

  1. Manually via the Upload & Statuspage.
  2. Automated, using SurveyVitals API/Webservice

7. Demo & Final Steps

Need to schedule a demo or assistance on setup? Please connect with us via chat!