Att I - 2014 NEHRS letters

Attachment I: 2014 NAMCS NEHRS Letters
First Mailing:
September 24, 2013
John Doe, MD
Position (if provided, i.e. Director, Chief, etc)
Practice Name (if provided)
5 Smith Street
Nowhere, NC 99999-1111
Dear Dr. Doe,
You have been randomly selected to participate in a brief mail survey on the use of electronic health records in
office-based practices. Results from the enclosed survey will be used to track adoption of electronic health
records nationwide. We are conducting this as the “National Electronic Health Records Survey” which is
affiliated with the National Ambulatory Medical Care Survey (NAMCS) that routinely collects information about
office-based practices. I would request that you please take the time to answer the questions in this 20-minute
research survey and return it in the enclosed envelope. You are not being asked to provide any patient information
for this mail survey.
Data collection for the NAMCS is authorized under Section 306 of the Public Health Service Act (Title 42, U.S.
Code, 242k). We are required to keep your survey data confidential in accordance with Section 308(d) of the
Public Health Service Act (42, U.S. Code, 242m(d)) and the Confidential Information Protection and Statistical
Efficiency Act (Title 5 of PL 107-347). This information will be used for statistical purposes only. Also, we
intend to do additional health care research by linking your responses to this survey to available administrative
medical information and other related records. The National Center for Health Statistics’ Research Ethics Review
Board has approved this research survey.
We look forward to receiving your completed survey on this important public health issue. If you are unable to
complete the survey yourself, then an office manager or another staff member could complete the survey on your
behalf. As survey participation is voluntary, if you choose not to participate, please answer Questions 2 and 6 on
the form and return it to us in the enclosed envelope.
Please accept the enclosed pen as a token of our gratitude. We have routinely relied on the generosity of
physicians like you to provide the much needed information to help policy makers, health services researchers,
and medical associations understand the current issues with health care delivery in the United States. If you have
any questions or comments regarding this study, please call the study coordinator at 1-866-966-1473. Additional
information on the survey may be obtained by visiting the NAMCS participant Web site at www.cdc.gov/namcs.
Thank you for your valuable assistance with this worthy study.
Sincerely,

Charles J. Rothwell
Acting Director

Second Mailing:
September 24, 2013
John Doe, MD
Position (if provided, i.e. Director, Chief, etc)
Practice Name (if provided)
5 Smith Street
Nowhere, NC 99999-1111
Dear Dr. Doe,
About three weeks ago, I sent you a 20-minute survey entitled the “National Electronic Health Records Survey”
about an important research study on the use of electronic health records in office-based practices. As of the date
of this letter, we have not received your survey.
I am writing again because of the importance of your participation to us. Although the survey was sent to other
physicians, the value of this study is dependent upon obtaining a good representation of physicians’ unique
insights and experiences. The data you provide are invaluable to track adoption of electronic health records
nationwide.
We are required to keep your survey data confidential in accordance with Section 308(d) of the Public Health
Service Act (42, U.S. Code, 242m(d)) and the Confidential Information Protection and Statistical Efficiency Act
(Title 5 of PL 107-347). All information will be used for statistical purposes only. Also, we intend to do
additional health care research by linking your responses to this survey to available administrative medical
information and other related records. Although we hope that you will take part in the study, your participation is
voluntary.
If you are no longer in practice or do not provide care for ambulatory patients, please answer Question 2 on the
survey and return it in the postage-paid envelope. If you choose not to participate, please answer Questions 2 and
4 on the blank questionnaire and return it in the envelope.
Please accept the enclosed pen as a token of our gratitude. Whether you have already mailed a completed survey,
are planning to complete the survey, or decided not to participate, we want to thank you very much for your time,
effort, and contribution to this important study. If you have any questions or comments regarding this study,
please do not hesitate to contact the study coordinator at 1-866-966-1473.

Sincerely,

Charles J. Rothwell
Acting Director

Third mailing:
September 24, 2013
John Doe, MD
Practice Name (if provided)
5 Smith Street
Nowhere, NC 99999-1111
Dear Dr. Doe,
We have been trying to reach you about an important research study on the use of electronic health records in
office-based practices. Results from the enclosed 20-minute survey will be used to track adoption of electronic
health records nationwide. We are conducting this as a special “National Electronic Health Records Survey” to
the National Ambulatory Medical Care Survey (NAMCS) which routinely collects information about office-based
practices. You are not being asked to provide any patient information for this mail survey and participation is
voluntary. All information will be used for statistical purposes only. Also, we intend to do additional health care
research by linking your responses to this survey to available administrative medical information and other related
records.
This research study is drawing to a close, and one of our concerns is that those physicians who have not
responded to the survey may have different experiences from those who have returned surveys. In order to make
statistically valid conclusions from the study, we need to hear from all types of physicians. If you are unable to
complete the survey yourself within the next week, then an office manager or another staff member could
complete the survey on your behalf. I urge you to take about 20 minutes to complete the survey and return it in
the postage-paid envelope.
If you are no longer in practice or do not provide care for ambulatory patients, please answer Question 2 on the
survey and return it in the postage-paid envelope. If you choose not to participate, please answer Questions 2 and
4 on the form and return it to us in the enclosed envelope.
Please accept the enclosed pen as a token of our gratitude. Whether you have already mailed a completed survey,
are planning to complete the survey, or decided not to participate, we want to thank you very much for your time,
effort, and contribution to this important study. If you have any questions or comments regarding this study,
please do not hesitate to contact the study coordinator at 1-866-966-1473.

Sincerely,

Charles J. Rothwell
Acting Director

Sealed Post Card Reminder:

Last week a questionnaire was mailed to you requesting your participation in an important research study of
electronic health records in office-based practices.
If you have already returned the questionnaire, let me take this opportunity to thank you for your contribution to
this research. If not, please do so today. Your participation in the study is critical to its success and to improving
the understanding of the adoption of electronic health records systems in the United States.
If you did not receive the questionnaire, or if you have misplaced it, please call our toll-free number at 1-866-9661473 and we will be happy to send you another one.
Thank you for your participation.

Charles J. Rothwell
Acting Director