1. Survey timetable Process 2016/17 Q1 Jul-Sep16 Q2 Oct-Dec16
Process
2016/17
Q1 Jul-Sep16
Q2 Oct-Dec16
Q3 Jan-Mar17
Q4 Apr-Jun17
Patients with a ‘date of last consultation’ at the practice they’re enrolled with, in a set 1 week sample period each quarter
8 Aug-14 Aug
31 Oct – 6 Nov
7 Feb – 13 Feb
1 May - 7 May
PHO extracts patient data
24 Aug 16
16 Nov 16
22 Feb 17
17 May 17
Extract uploaded to national survey provider
Survey ed or text to all patients with an or cell contact
Real time ‘unweighted’ reports available for the quarter
Reminder /text sent 7 days later
31 Aug 16
23 Nov 16
1 Mar 17
24 May 17
/text survey links close after 21 days
14 Sep 16
7 Dec 16
15 Mar 17
7 Jun 17
Survey response data files provided to PHOs
16 Sep 16
9 Dec 16
17 Mar 17
9 Jun 17
Weighted reports (draft) provided to MOH/DHBs/PHOs by the Commission
23 Sep 16
23 Dec 16
24 Mar 17
23 Jun 17
Final weighted reports provided by the Commission
30 Sep 16
20 Jan 16
31 Mar 17
30 Jun 17

2. PHOs getting started
Advise Cemplicity who your survey administrator is and IT key contact
Give practices the getting started guide
Practices need to send you: Practice name and contact details for invite, practice logo file; name of person and address for contact requests
Send all collated practice information to Jerrard at Cemplicity before the survey sample week.
Order rip off pads (printer file can be downloaded)
Get your log in details to the reporting portal from Cemplicity

3. Joining via NES
PHOs need to provide Cemplicity with the following details:
PHO Information
PHO Name
PHO contact for survey
PHO IT contact for survey
PHO login address
PHO HPI-O ID
Practices Information
Practice Name
Practice contact for survey
Practice HPI-O ID
Practice Signatory
Practice alerts address
Practice login address
Practice Logo (optional)

4. PHOs getting started
System documentation ‘how to’ quick guide and full manual) are available on programmes/health-quality-evaluation/projects/health-quality- and-safety-indicators/patient-experience/primary-care-patient- experience/resources/
Log-in to your reporting portal 2 weeks following survey sample week to start viewing results.
Review patient comments within a month of the survey closing: Evaluation/PR/PES/Reviewing-patient-comments-Oct-2016.pdf

5. Practices getting started
Advise your PHO and nominate your key contact person
Send your PHO: practice logo file; name of person and address for contact requests and practice details.
Follow Cemplicity’s instructions to log in to the reporting portal so you can view your results
Ensure practice admin team are briefed well in advance – see the guide for frontline staff
Put up the poster at the start of the survey sample week. If you have a tv screen, show the silde on there as well
Hand out the flyer to patients aged 15 years and over
Save patient’s addresses and preferences to the PMS
View your patient’s responses in the reporting portal