1. FY2017 NAQC Annual Survey Training Webinar September 27, :00pm – 4:00pm ET We will start at 3:00pm ET To mute your line: *1 To unmute your line: *1 For operator assistance: *0 Please do not put your line on hold

2. Overview of Technology
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Q&A function
Thank you for joining us today. My name is Maria Rudie, and I am the Research Manager for NAQC. Before we begin today’s webinar let’s review the technology.
We ask that you keep your phone on mute during the presentation. This will help reduce background noise during the presentation.
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3. FY2017 NAQC Annual Survey Training Webinar
Thank you again for joining us for today’s training webinar on NAQC’s FY2017 Annual Survey. To ensure we are able to cover all of the materials we will be muting the lines. If you have questions along the way please use the “Q&A” function on the right-hand side of your screen to submit your questions. Otherwise, we will unmute the lines for the Q&A session at the end of the presentation.
Maria Rudie, MPH
Research Manager
North American Quitline Consortium
September 27, 2017 3

4. Webinar Agenda Annual Survey Background & Timeline Changes from FY2016
How to submit survey response
FY2017 Survey Section Details
Please print the Annual Survey instrument so you can follow along:
We will be recording the webinar and posting it to the FY2017 Survey web page:
Today’s webinar will cover:
Background on the Annual Survey
Timeline for the FY2017 Annual Survey
Changes from the FY2016 survey
Overview of how to submit survey responses
Review of each section of the FY2017 survey 4

5. Annual Survey Background
Conducted Annually:
, , 2015 and 2016
Research Partners:
2016 and 2017: Meghan Mason, Independent Evaluation Consultant
2012, 2013 and 2015: PDA
2010 and 2011: Westat
2008 and 2009: Evaluation, Research and Development Unit, University of Arizona
2006: Center for Tobacco Research and Intervention, University of Wisconsin
2005: University of California, San Diego
2004: Tobacco Technical Assistance Consortium
NAQC has conducted an Annual Survey of quitlines since 2004, with the exception of 2007 and This slide lists the research partners NAQC has had over the years. For the FY2017 survey we will again partner with Meghan Mason, an independent evaluation consultant on the cleaning and analysis. 5

6. Annual Survey Background
Designed to collect information about:
Quitline service offerings
Budgets
Utilization
Evaluation data
The data will be used by NAQC to:
Report on the state of quitlines and trends over time
Compile quitline benchmarks
Help make the case for funding quitlines
Help forecast technical and other needs  
The Annual Survey was designed to collect information about quitline services, budgets, utilization and evaluation data. This data is used by NAQC to report on the current state of quitlines and trends over time, compile quitline benchmark data, help make the case for funding of quitlines, as well as forecast technical and other needs of the quitline community. 6

7. FY2017 Annual Survey Timeline
Survey opens on October 2, 2017
Survey closes on December 8, 2017
Data cleaning: December 2017
Data analysis: January – February, 2018
Benchmarking and Presentation of data to NAQC members: Spring 2018
The FY2017 Annual Survey will open on October 2, 2017 and close on December 8, 2017.
Our goal is to clean data and follow-up (when necessary) in December, with analysis occurring in January 2018.
We will present key data from the FY2017 Annual Survey and send out Benchmarking data to participating quitlines in spring 2018.

8. Planning for FY2017 Annual Survey
Goal for Review of Annual Survey
Review of survey questions to ensure NAQC continues to collect high quality data for reporting on current and relevant quitline services, budgets, utilization, participant demographics and participant outcomes to NAQC members, the quitline community, CDC and tobacco control partners
Review of timeline for fielding of survey
Timeline and Process
May – August 2017
1:1 conversations with NAQC members
1:1 conversations with NAQC staff
Phone calls, conference calls and correspondence
As part of the planning for the FY2017 Annual Survey, NAQC conducted a review of the Annual Survey Instrument and timeline for fielding.
The goal of this review was ensure NAQC continues to collect high quality data for reporting on current and relevant quitline services, budgets, utilization, participant demographics and participant outcomes to NAQC members, the quitline community, CDC and tobacco control partners
The review included 1:1 conversations with NAQC members and NAQC staff.
The review of the Annual Survey was conducted from May – August 2017. 8

9. Key Changes From FY2016 Annual Survey Questions
76 Questions in FY2016
77 Questions in FY2017
Note: multiple skip patterns, so number answered will be less
Addition of questions on:
Eligibility for cessation medications provided by quitlines
Provision of 2-week NRT Starter Kits
Unique Referrals and Unique Referrals that received evidence-based cessation services
Lung Cancer Screening
Assisting HUD Housing Residents
Adoption of recommendations from NAQC Best Practices Papers
As a result of the review and planning process, the FY2017 Annual Survey has 77 questions that covers key areas for quitlines, such as: Quitline Services, Referrals, Budget & Funding Sources, Utilization, MDS and Evaluation.
We have added some questions to better understand:
Who is eligible for cessation medications provided by state quitlines
Provision of 2-week NRT Starter Kits
Information on unique referrals and Unique referrals that received evidence-based cessation services
Asking Lung Cancer Screening Questions
Which states are assisting HUD housing residents with cessation
Adoption of recommendations from NAQC’s 2016 Best Practices Paper on Quitline Services: Current Practice and Evidence Base.
The total number of survey questions for FY2017 is 77, similar to FY2016, and there are skip patterns, so not all questions will be answered. The time to enter the survey responses into Survey Monkey should take about 20 minutes, if you have gathered all responses and documented them on a word version of the survey prior to opening Survey Monkey. We will review recommendations for gathering data and responding to the survey in the upcoming slides. 9

10. FY2017 Annual Survey Sections
Number of Items
Survey Question Numbers
1. Contact Information 1 Q1
Quitline Services 27
Q2 – Q28
3. Budget & Funding Sources 4
Q29 – Q32
4. Utilization 15
Q33 – Q47
5. Minimal Data Set 11
Q48 – Q58
6. Evaluation 17
Q59 – Q75
7. Recommendations from NAQC Issue Papers
Q76
8. Comments
Q77
Total 77
There are 8 Sections to the FY2017 Annual Survey.
As we go through each section I will point out suggested responders. For example, if the state agency is the most likely responder because they hold the data or if the service provider is the most likely responder because they collect and hold the data.

11. Steps for Submitting Data
Survey Launch – October 2, 2017
Download the WORD or PDF version of the FY2017 Annual Survey
Designate one staff member to gather all responses
Access Survey Monkey
Complete survey in Survey Monkey during ONE
Uninterrupted Session.
On October 2, 2017, NAQC will send a survey launch to one staff member from each quitline. This is the person who responded to the FY2017 Annual Survey or the key contact for the state qutiline. If you do not receive an and believe you should have please contact me. The survey launch will contain links to the WORD and PDF versions of the survey and a link to Survey Monkey.
You will need those links to access the FY2017 Annual Survey. Only one person per quitline should access/complete the survey in Survey Monkey. Please do not forward the Survey Monkey link to other quitline staff or service providers for them to complete specific questions or sections of the survey. If there are multiple responders in Survey Monkey from your state there will be incomplete data for your state.
Like last year, we recommend that quitlines designate one staff person to gather all responses to survey questions and document those responses on one copy of the survey. We realize that to complete the survey quitline staff will need to reach out to other members of the state tobacco control unit, quitline team and service provider. The WORD and PFD Versions of the survey are great for sharing with other members whom you will need assistance from in gathering data, but those responses should be compiled by one staff and documented on one copy of the survey.
After ALL response to the survey are gathered, then access the survey in Survey Monkey and enter the response during ONE UNINTERUPTED SESSION.
This year, NAQC provided a copy of the survey to service providers in September so that service providers would have time to review the survey and begin to gather data states will need to complete the survey.
The amount of time it will take to gather the responses will vary from state to state.
One final note: We have extended the closing date for the survey to allow states sufficient time to gather and review data before submitting. We encourage states to use the month of October to work with their service provider to gather utilization, demographic and evaluation data. The month of November can then be used by the state to gather budget and other service information data before submitting data by December 8, 2017. 11

12. Survey Monkey Tips
Best viewing Internet Explorer (also works with Mozilla/Firefox)
Do not use browser “back” or “forward” arrows!
Use “PREV” and “NEXT”
Required questions marked with *
Enter “-9” if you are unable to report
Enter “0” only no funds received/budgeted or no people to report.
Directions for responding are listed immediately after each question
For help,
Over the years NAQC staff have complied some common questions from NAQC members on Survey Monkey. Here are a few tips from those frequently asked questions:
It is recommended to view the survey in Internet Explorer, but it also works with Mozilla and Firefox
Do not use your internet browser “back” or “forward” arrows! Use the “Previous” and “Next” buttons at the bottom of each survey page.
Questions marked with an “*” are required and need a response for each field in the question.
Enter “-9” for questions that you are unable to respond to rather than leave it blank.
Only enter “0” for questions where the dollar amount received or budgeted was “0” or there were “0” people to report for that category.
This year we have listed directions for responding immediately after each question. We hope this will make it easier to complete the survey.
For help please

13. Reasons for Error Messages
Left a required field blank
Enter a response. Use “-9” for “unable to report.”
Entered a response in the wrong format
Delete commas, decimals, or other symbols for whole-number responses
Delete commas or other symbols for decimal responses
Enter response within the acceptable range
The most frequently asked question is about “error messages” received. You will receive an error message from Survey Monkey if you have left a required field blank or entered a response in the wrong format.
Remember, if you are unable to respond to a question or a field within a question, you can enter “-9” as your response option. Then you will not receive an “error message”.
Some questions that ask for a numerical response require a whole-number response, meaning no decimals or other symbols. We let you know in the directions of the question if a decimal is needed.

14. FY2017 ANNUAL SURVEY SECTION DETAILS
Now, let’s take a look at each section of the survey.

15. Section 1: Contact Information *Required, 1 item, Q#1
Section 1 exactly the same as FY2016
Question 1 asks you to supply contact information for the person completing the survey. This is so we know who to contact should we need to follow-up on any of the data submitted.

16. Section 2: Quitline Services
Includes questions 2 – 28
Questions 2 & 3: mobile, web-based and referral services
Question 4: cessation protocols for specific populations
Question : provision of cessation medications, including populations eligible for cessation medications
Question 14 & 15: provision of 2-week NRT Starter Kits
Questions 16 – 22: provision of cessation medications to Medicaid enrollees
Questions 22 & 23: outreach to special populations
Questions 24 & 25: assistance to HUD housing residents
Questions 26 – 28: Lung Cancer Screening
Section 2 covers Quitline Services
The suggested responder for this section is the state agency.
Questions 2 & 3: ask about mobile, web-based and referral services offered by the quitline. Definitions for each type of service are provided, but please reach out if you need further clarification.
Question 4: ask about cessation protocols for specific populations (i.e., Native American, quitline participants with behavioral health issues, youth)
Question : ask about provision of cessation medications, including:
populations eligible for cessation medications
Standard amount provided
If some groups are eligible for additional amounts of cessation medications, and which groups
If the amount of cessation medication provided decreased at all during FY17 and reason why
Question 14 & 15: asks about the provision of 2-week NRT Starter Kits. Please note, a 2-week NRT Starter Kit is considered to be outside of, or separate, from the standard amount of cessation medication your quitline provides to eligible quitline participants.
Questions 16 – 22: asks about provision of cessation medications to Medicaid enrollees and who pays for the medications.
Questions 22 & 23: asks about outreach to special populations which goes beyond the provision of pamphlets, posters or general communications.
Questions 24 & 25: asks assistance to HUD housing residents. With the new HUD rule, NAQC is seeking to better understand where quitlines are at with collaborating with local HUD housing agencies.
Questions 26 – 28: asks if the quitline is engaged in asking quitline participants Lung Cancer Screening questions and what the quitline recommends quitline participants do.

17. Section 3: Budget & Funding Sources
Includes questions 29 – 32.
Questions only ask about FY2017 budgets and funding sources
Question 29 - TOTAL State Tobacco Control Budget
Question 30 - TOTAL Quitline Budget and Quitline Budget Categories
Questions 31 - Government Funding Sources
Questions 32 - Amount of funding from key sources
Section 3 of the survey covers Budget & Funding Source. The suggested responder for the questions in this section is the state agency.
Question 29 asks quitlines to report the TOTAL State Tobacco Control Budget. This data will help us determine what percentage of the TOTAL State Tobacco Control Program Budget the quitline budget makes up.
Question 30 asks for the TOTAL Quitline Budget and budget for the following Quitline Budget Categories: Quitline Services, Quitline Medications, Quitline Evaluation, Quitline Media/Promotion & Outreach and Other Quitline Specific Items or Activities.
Question 31 asks about what Government funding sources supported the state quitline. This question only asks what sources provided funds, not the amount.
Question 32 asks about the amount of funds received from three key sources: CDC, State Funds and Master Settlement Agreement/Tobacco Settlement Funds

18. Section 4: Utilization Includes Questions 33 – 47
Question 33 – 38: Volume by Mode of Entry
Questions 39 – 41: Completed Registrations by Mode of Entry
Questions : Unique Tobacco Users
Questions 46 & 47: Unique Referrals
Section 4 of the survey covers Utilization of quitline services and covers questions 33 thru 47.
The suggested responder for this section is the service provider.
In FY2016, the questions were changed to follow a flow that more closely mimics the data collection and reporting systems of services providers while maintaining essential information about mode of entry and unique tobacco users need to calculate reach. The FY2017 Annual Survey maintains the changes form FY2016.
Questions 33 to 38 ask for reporting total volumes by mode of entry.
Question 33 asks for total number of direct calls
Question 34 asks if the state quitline offered web-based enrollment for phone counseling and/or cessation medications (including 2 week starter kits). This question has a skip pattern so only state quitlines that offer web-based enrollment will be asked to report numbers in Questions 35.
Question 36 and 37 asks what types of referral modes the state quitline accepts, and question 38 asks for total number of referrals received by referral mode. If your state quitline does not accept referrals from any given mode listed, please report “-9”.
Questions 39 – 41 ask for reporting completed registrations by mode of entry
Question 39 ask for completed registrations for phone counseling and/or cessation medications (including 2 week NRT starter kits) by mode of entry. For example, number of completed registrations for phone counseling and/or cessation medications from Direct Calls.
Question 40 asks if the state quitline offered web-based or mobile health cessation services. For example, text messaging or web-based interactive counseling. This question has a skip patter so only states quitlines that offered these services will be asked to report the number of completed registrations.
Questions ask for data on Unique Tobacco Users
Question 42 asks for the Total number of Unique Tobacco Users among the Total number of completed registrations that were reported in Questions 41, row e.
Question 43 asks for the number of Unique tobacco Users that received evidence-based services. Data from Question 43 are used to calculate Treatment Reach.
Question 44 asks fro the average number of minutes per counseling call.
Questions 45 asks for the average number of counseling calls completed.
Questions 46 and 47 ask for data on Unique Referrals. This data will allow NACQ to calculate a conversation rate for referrals. Something we were not able to do in the FY2016 Annual Survey

19. Section 4: Utilization Key Definitions
Definition of DIRECT CALLS: The total number of inbound calls to the quitline telephone systems, regardless of whether or not the calls were answered. This includes proxy calls and wrong numbers/prank calls. Definition of Web Visits to Web Enrollment Page/Site: A web visit to web enrollment page/site refers to any page view to the state quitline’s web enrollment page/site, regardless of whether the view results in any clicks or registration entry.
Here are definitions for key terms used in the Utilization Section. I would like to review each.

20. Section 4: Utilization Key Definitions
Definition of REFERRALS: Referrals are client referrals to the quitline from health professionals (e.g., health care provider, dentist, pharmacist), state services or community-based service organizations (e.g., WIC, Head Start, workforce development) on behalf of a patient or client who expressed interest in assistance with quitting tobacco, which generates an out bound call initiated from the quitline to the tobacco user.

21. Section 4: Utilization Key Definitions
Definition of Electronic Health Record (EHR): The terms electronic health record (EHR) and electronic medical record (EMR) are often used interchangeably, although technically there is a distinction between the two. An EMR is a computerized medical record designed to replace the traditional paper chart in a provider setting. EHRs are essentially EMRs with the capacity for greater electronic exchange (e.g., following patients from practice to practice, data exchange and messaging among physicians).
This definition helps provide an understanding of what an EHR is. However, EHR’s are used for e-Referrals, which is a mode used by some quitlines for health care providers and possibly other entities, to referral patients or clients interested in quitting to the quitline for cessation assistance.

22. Section 4: Utilization Key Definitions
Definition of REGISTRATION: Registration refers to questions asked by the state quitline of tobacco users seeking cessation assistance to enroll the tobacco user in cessation services.

23. Section 4: Utilization Key Definitions
Definition of WEB ENROLLMENT: Web Enrollment is an online intake form for enrollment in cessation services offered by the state quitline and completed via the state quitline’s Web Enrollment Page/Site.

24. Section 4: Utilization Key Definitions
Definition of UNIQUE TOBACCO USER: A unique tobacco user is a single unique unduplicated tobacco user. A unique tobacco user can be a smoker, chewer, etc., and can be a current user or recent quitter interested in staying quit (i.e., have not been quit at intake or registration for more than 30 consecutive days).

25. Section 4: Utilization Key Definitions
Definition of RECEIVED SERVICES:
Received services includes receipt of one or more of the following:
Quitline self-help materials
Began at least one counseling call with a cessation coach/counselor (Note: Intake/Registration time does not qualify as a counseling call)
Received FDA approved cessation medication

26. Section 4: Utilization Key Definitions
Definition of COUNSELING CALL: Counseling Call is defined as tobacco-user centered, person tailored, in depth, motivational interaction between a cessation coach/counselor and tobacco user. This DOES NOT include time spent on intake/registration or administration.

27. Section 4: Utilization Key Definitions
Definition of FDA APPROVED CESSATION MEDICATIONS:
FDA approved cessation medications include:
Nicotine Replacement Therapy (NRT) in the form of gum, patch or lozenge
Nicotine Inhaler
Nicotine Nasal Spray
Bupropion (Wellbutrin)
Varenicline (Chantix)

28. Section 5: Minimal Data Set (MDS)
Question
Demographics of quitline participants that received evidence-based cessation services
Gender
Age (added Youth aged 12 – 18 years old)
Education
Ethnicity
Race
Sexual Orientation & Gender Identity
Behavioral Health screening questions and number of quitline participants who indicated they have a behavioral health condition
Chronic Health Screening
Insurance Status
Section 5 asks quitlines to report data captured from the Minimal Data Set. The questions in this section are the same as those that appeared in the FY2016 Annual Survey, with the addition of one new question.
The suggested responder for this section is the service provider.
Questions 48 – 53 & 57 – 58 ask for MDS data on quitline callers who received evidence-based cessation services from the quitline:
Gender
Age (added Youth aged 12 – 18 years old)
Education
Ethnicity
Race
Sexual Orientation & Gender Identity
Insurance Status
Questions 54 & 55 ask if the quitline screening for behavioral health conditions and to report the number of quitline participants who reported a behavioral health condition.
Question 56 asks if the quitline screens for chronic health conditions.
Finally a quick note about callers served by the National Asian Quitline. For FY2017, NAQC will work directly with the National Asian Quitline to gather utilization and MDS data. Please Do NOT include those served by the National Asian Quitline in you response to Utilization or MDS questions in the survey.

29. NAQC standard quit rate based on 2015 Update best practices paper
Section 6: Evaluation
Questions
NAQC standard quit rate based on 2015 Update best practices paper
Section 6 asks about quitline evaluation data. The questions in this section are have been modified to capture data based on recommendations from NAQC’s best practices paper “ Calculating Quit Rate, 2015 Update”. This paper recommended quitlines calculate 2 standard quit rates:
Conventional tobacco
Conventional tobacco plus ENDS
Depending on which organization conducts the evaluation, the service provider or state agency could respond to the questions in this section.

30. Section 7: Recommendations from NAQC Issue Papers
Question 76
Adoption of recommendations made NAQC’s 2016 best practices paper titled “Quitline Services: Current Practice and Evidence Base”
Section 7 contains question is designed to understand how many state quitlines have adopted or implemented recommendations made in NAQC best practices papers.
The FY2017 Annual Survey will assess for implementation of recommendations from the “Quitline Services: Current Practice and Evidence Base” published in 2016.
The suggested responder for this section is the state agency, but consultation with the service provider may be needed.

31. Section 8: Final Comments
Question 77
Opportunity to provide NAQC Staff with feedback/comments about the survey items
Notes about your responses to specific items
Comments about the survey process
Things NAQC should consider for future surveys
Section 8 contains one question. It allows quitlines an opportunity to provide feedback or general comments on the survey. We do read these comments, so please provide us some feedback! We are always looking for ways to improve the survey.
When you are finished responding to survey questions, please click the “DONE.” button to submit your survey data.

32. How Annual Survey Data Will Be Used
Summary report presented to NAQC members
Full set of findings available on NAQC website
Data are available to members and researchers for additional analysis
Publications and reports (aggregate data)
Benchmarking (reach, spending, and quit rates) and ranking
Populate quitline profile “metrics” section
The Annual Survey data will be ….
used to create a summary report that will be presented to NAQC members in the Spring of This presentation will also be available on NAQC’s website;
available to members and researchers for additional analysis;
used in publications and reports (aggregate data);
used to calculate benchmarking data (i.e., reach, spending, and quit rates). These benchmarking and ranking data will be given to each state and their service provider;
used to populate quitline profile “metrics” section.

33. Need assistance with the survey?
Contact NAQC:
Call: (800) ext. 701
How to get assistance with the survey….

34. QUITLINE MAP UPDATES:
Text messaging (under services offered)
Open text field under each section for additional information
Online services button
Please make sure your information is current at all times and refer to the quitline map TA page for additional information.
Finally, I would like to point out some changes to Quitline Profiles.
The Quitline Map ( continues to be the most visited and utilized pages on the NAQC website and we have made a number of updates this month to make it even more useful as a resource. As you know, each state, province, and territory has a designated contact who is able to make updates to the quitline map profile at any time.
As of today, you can indicate text messaging services as an offered service under the “services offered” section as well as add additional details under each section of the profile. These appear as open text fields when you are logged in as a profile manager.
An “enroll in online cessation services” button was added to simplify the enrollment process in the online services of smokers visiting the map profile. If you have any questions about how to make updates to your map profile, please contact us at or visit map TA page located under “publications and resources”.
Please keep your profile updated at all times. Please contact
for any assistance.

35. Maria Rudie, MPH
Research Manager North American Quitline Consortium Phone: x
Here is my contact information incase you have any questions about NAQC’s overall research and survey efforts.
If your questions pertain to the FY2017 annual survey, please the .

36. Q&A
DISCUSSION
Now, we will unmute the phone lines and being our Q&A time.