Founding member of the NY Capital Region AMA chapter American Association for Public Opinion Research Fact Finders' Services Telephone Surveys Focus Groups Executive Interviews Mail Surveys Mail Surveys General. Fact Finders provides all services related to mail survey administration, including project design, questionnaire development, questionnaire design and layout, sample management, printing, mailing, data processing, and reporting. The various components of Fact Finders’ mail survey procedure follow. Sampling. Creation of the sampling frame is a fundamental and crucial endeavor that sets the foundation for the research. Random Probability Samples. Given the large populations that are often involved in our studies, Fact Finders has expertise in constructing random probability samples from total population databases. The essential requirement for constructing a superior quality random probability sample is an initial database that includes a complete inventory of all those who meet the definition for inclusion. Further requirements include the elimination of duplication through prevention or cleaning, standardization of the way in which the data has been collected and recorded, and diligence in tracking down correct information when a field is empty or has erroneous information. Sample Stratification. In order to represent separate entities within the total population, a stratified random probability sample design is employed. Stratification assures adequate sample sizes for reporting individual entities. The sample can be stratified as needed. For hospital patients, this stratification may be by disease, procedure, physician, physician practice, or service. Additionally, the sample may be stratified by individual hospital, by hospital system, by state or region, etc. Sample Size. The size of samples may be dictated by many variables. Sometimes sample sizes are prescribed by external sources that are commissioning and/or requiring the research. When this is not the case, Fact Finders recommends sample sizes based on analytic needs, desired confidence level and statistical sampling error, projected needs from and use of the data, budget, and total population size. Patient Database. Fact Finders obtains from the client the database of recently discharged patients that will comprise the sample. Determination of Sample Specifications. Assuming no limitations attributable to the database, criteria for inclusion in the sample are determined by information objectives and client request. Obtaining a File from the Client. Fact Finders works with our clients to ensure that the sample includes all those, and only those, patients who meet the criteria for inclusion. Typically, Fact Finders initiates this process by forwarding to the client a file request that lists the necessary and desired fields and the desired file format. Frequency of File Transfer. In general, frequency of file transfer is determined by the Information Services capability of the client mediated by the desirability of surveying patients soon after discharge. At times this frequency is prescribed by external sources. Questionnaire Development. Survey questionnaires are designed to accurately and comprehensively measure the client’s objectives. The development of the questionnaire involves interaction between Fact Finders, Inc. and designated representatives of the client. Fact Finders generally provides a preliminary questionnaire draft after facilitating a meeting with the client to discuss information objectives. Questions are then written to address each of these information objectives. Draft questionnaires are pilot tested to ensure that the questions are clear and understood, that there is no contextual bias in the questionnaire, that the questionnaire efficiently elicits all of the information needed by the client, and that the elapsed time it takes to complete the questionnaire is well within the tolerance of the respondent. Training. Initial project training sessions are held so that all staff will understand the purpose of the research and the overall framework of the specific mail survey project. The training includes a discussion of procedures, an outline of the timeline and intervening milestones, and instructions on the chain of command for responding to inquiries. Staff Expertise. Fact Finders has a staff that is experienced in executing mail surveys including second mailings, reminder postcards, and telephone follow-up of non-respondents. Fact Finders is also experienced in tracking all inbound and outbound mail survey dispositions, and providing our clients a thorough and accurate accounting of dispositions for each potential respondent in the original database. Printing. Fact Finders contracts with an area printing company for the printing and mailing functions of our survey projects. Fact Finders has a long-standing relationship with this printer and, as a result of having collaborated on numerous projects, we can be confident that the quality of services is consistent with Fact Finders’ high standards. The printing process involves both offset printing and digital/variable data printing. Offset printing achieves the highest level of production quality in the printing of all standard content. This offset printing is combined with digital printing technology to provide maximum flexibility in incorporating personalized and variable data. Mailing. The vendor with which we contract for mailing services checks all addresses using National Changes of Address (NCOA) and external databases. Mailing production technologies include ink jet and inserting stations. The mailing process is protected by the use of laser technology to stop the production process if components do not match as they are being combined and inserted. Tracking. All tracking is generated from the unique identifier that is attached to each record at the point of sample creation. This identifier allows all sample maintenance and project management information, including intermediate and final dispositions, to be attached while ensuring confidentiality. Confidentiality. Use of the unique identifier allows Fact Finders to de-identify the database that contains the survey responses. Additionally, with the advent of HIPAA regulations, Fact Finders is working with our clients to identify protected health information (PHI) so that database information can either be de-identified or protected as specified by HIPAA. This will ensure that Fact Finders and our clients are in compliance with HIPAA’s Privacy Rule. Database Development. The survey responses are gathered into databases by Fact Finders. These databases are then thoroughly cleaned and prepared for the analysis and reporting functions. Analysis and Reporting. All analysis and reporting is conducted in-house by Fact Finders. Fact Finders’ research reporting is customized to the specific needs of each client. In general, a preliminary report is produced in order to introduce the research findings. Following presentation and discussion of the preliminary report, both bound paper and electronic copies of the final report, including an executive abstract, are forwarded. In addition, Fact Finders routinely provides our clients with ongoing consultation services for purposes of organizational integration of the research findings.

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