Clarification of Proxy Flag Assignment
folder_openChanges to Protocols and Guidelinescalendar_todayPosted May 8, 2012

As indicated in previous announcements and in the Home Health Care CAHPS Protocols and Guidelines Manual, Version 4.0, HHCAHPS Survey vendors must indicate on the XML file (the <proxy> variable) whether a completed mail survey or telephone interview was completed by the sample patient or by a proxy respondent.  This announcement serves to clarify the procedures for assigning proxy flags. First, we review the guidance for mail surveys, then for telephone surveys.

For mail surveys, HHCAHPS Survey vendors are asked to follow the guidance provided on Page 131 in the Protocols and Guidelines Manual.  The determination of whether a mail survey was completed by the sample patient or by a proxy respondent is based on the respondent’s answers to Questions 33 and 34 in the completed mail survey.  If response option 3 (answered the questions for me) is marked in Q34, code 1 should be entered for the <proxy> variable on the XML file for that sample patient. For convenience, the table illustrating the applicable code to enter in the <proxy> variable on the XML for mail survey cases is repeated here:

Exhibit 10.4
When to Assign the Proxy Flag for Mail Survey Cases

For telephone surveys, the telephone interviewer must indicate on the computer-assisted telephone interview (CATI) or electronic data collection record whether the interview was conducted with a proxy respondent or not.  When creating the XML file, the proxy code assigned by the telephone interviewer must be entered in the <proxy> variable on the XML for each completed telephone interview. The proxy code for a telephone interview should always be a 1 or a 2. It is not acceptable to assign a proxy value of “M” for surveys completed via telephone.