Pharmacy SOPS Survey Data File Specifications

AHRQ Community Pharmacy Survey on Patient Safety Culture Data File Layout

AHRQ

Community Pharmacy Survey on Patient Safety Culture

Survey Data File Specifications

AHRQ Community Pharmacy Survey on Patient Safety Culture

Data Submission Specifications

These specifications are for preparing your respondent-level data from the Community Pharmacy Survey on Patient Safety Culture. The instructions below tell you how to prepare your Excel data file for submission to the Community Pharmacy Database.

INSTRUCTIONS (Excel File Only):

Step 1: Include a header row with the variable name for each column.

Step 2: Submit individual survey response data using the response values indicated in this document (beginning on page 4).

Step 3: Check your data before submitting for the following things:

• OUT-OF-RANGE VALUES

You should clean your data before submitting to the database to ensure that there are no out-of-range values and that the data submitted are free from error. Make sure all response values match the response value for the question.

• REVERSE CODED ITEMS

Do not submit reverse coded data on the survey’s negatively worded items—simply submit each individual’s unmodified responses to the survey items.

For example, survey item C3, “This pharmacy places more emphasis on sales than on patient safety” is negatively worded. Regardless, the data should be submitted so that 1=Strongly disagree and 5=Strongly agree, as originally indicated in the survey, as follows:

1=Strongly Disagree

2=Disagree

3=Neither

4=Agree

5=Strongly Agree

9= Does Not Apply or Don’t Know

• STAFF POSITIONS

If your pharmacy modified or added a new staff position (F3) category, you MUST RECODE your specific staff positions back to the survey’s original staff position category. If you added staff positions that do not match any of the survey’s original staff positions, re-code your specific staff positions as “OTHER” (F3 = “e”), before submitting your data.

• OTHER, PLEASE SPECIFY TEXT

Do not include Other-Please Specify data (Section G). While you may find it useful to review this text, it should not be submitted to the Database.

Record Identifier
Site ID	SITEID		Column A		5 digits or less
Individual Unique Record ID	UNIQUEID		Column B		4 digits or less
SECTION A: Working in This Pharmacy
This pharmacy is well organized	A1	Column C		1=Strongly Disagree 2=Disagree 3=Neither 4=Agree 5=Strongly Agree 9=Does Not Apply or Don’t Know blank=Missing
Staff treat each other with respect	A2	Column D		1=Strongly Disagree 2=Disagree 3=Neither 4=Agree 5=Strongly Agree 9=Does Not Apply or Don’t Know blank=Missing
Technicians in this pharmacy receive the training they need to do their jobs	A3	Column E		1=Strongly Disagree 2=Disagree 3=Neither 4=Agree 5=Strongly Agree 9=Does Not Apply or Don’t Know blank=Missing
Staff in this pharmacy clearly understand their roles and responsibilities	A4	Column F		1=Strongly Disagree 2=Disagree 3=Neither 4=Agree 5=Strongly Agree 9=Does Not Apply or Don’t Know blank=Missing
This pharmacy is free of clutter	A5	Column G		1=Strongly Disagree 2=Disagree 3=Neither 4=Agree 5=Strongly Agree 9=Does Not Apply or Don’t Know blank=Missing

Staff in this pharmacy have the skills they need to do their jobs well	A6	Column H	1=Strongly Disagree 2=Disagree 3=Neither 4=Agree 5=Strongly Agree 9=Does Not Apply or Don’t Know blank=Missing
The physical layout of this pharmacy supports good work flow	A7	Column I	1=Strongly Disagree 2=Disagree 3=Neither 4=Agree 5=Strongly Agree 9=Does Not Apply or Don’t Know blank=Missing
Staff who are new to this pharmacy receive adequate orientation	A8	Column J	1=Strongly Disagree 2=Disagree 3=Neither 4=Agree 5=Strongly Agree 9=Does Not Apply or Don’t Know blank=Missing
Staff work together as an effective team	A9	Column K	1=Strongly Disagree 2=Disagree 3=Neither 4=Agree 5=Strongly Agree 9=Does Not Apply or Don’t Know blank=Missing
Staff get enough training from this pharmacy	A10	Column L	1=Strongly Disagree 2=Disagree 3=Neither 4=Agree 5=Strongly Agree 9=Does Not Apply or Don’t Know blank=Missing

Section B: Communication and Work Pace
Staff ideas and suggestions are valued in this pharmacy	B1	Column M	1=Never 2=Rarely 3=Sometimes 4=Most of the time 5=Always 9=Does Not Apply or Don’t Know blank=Missing
We encourage patients to talk to pharmacists about their medications	B2	Column N	1=Never 2=Rarely 3=Sometimes 4=Most of the time 5=Always 9=Does Not Apply or Don’t Know blank=Missing
Staff take adequate breaks during their shifts	B3	Column O	1=Never 2=Rarely 3=Sometimes 4=Most of the time 5=Always 9=Does Not Apply or Don’t Know blank=Missing
We have clear expectations about exchanging important prescription information across shifts	B4	Column P	1=Never 2=Rarely 3=Sometimes 4=Most of the time 5=Always 9=Does Not Apply or Don’t Know blank=Missing
Staff feel comfortable asking questions when they are unsure about something	B5	Column Q	1=Never 2=Rarely 3=Sometimes 4=Most of the time 5=Always 9=Does Not Apply or Don’t Know blank=Missing
We have standard procedures for communicating prescription information across shifts	B6	Column R	1=Never 2=Rarely 3=Sometimes 4=Most of the time 5=Always 9=Does Not Apply or Don’t Know blank=Missing

Our pharmacists spend enough time talking to patients about how to use their medications	B7	Column S	1=Never 2=Rarely 3=Sometimes 4=Most of the time 5=Always 9=Does Not Apply or Don’t Know blank=Missing
Staff in this pharmacy discuss mistakes	B8	Column T	1=Never 2=Rarely 3=Sometimes 4=Most of the time 5=Always 9=Does Not Apply or Don’t Know blank=Missing
We feel rushed when processing prescriptions	B9	Column U	1=Never 2=Rarely 3=Sometimes 4=Most of the time 5=Always 9=Does Not Apply or Don’t Know blank=Missing
It is easy for staff to speak up to their supervisor/ manager about patient safety concerns in this pharmacy	B10	Column V	1=Never 2=Rarely 3=Sometimes 4=Most of the time 5=Always 9=Does Not Apply or Don’t Know blank=Missing
Our pharmacists tell patients important information about their new prescriptions	B11	Column W	1=Never 2=Rarely 3=Sometimes 4=Most of the time 5=Always 9=Does Not Apply or Don’t Know blank=Missing

We have enough staff to handle the workload	B12	Column X	1=Never 2=Rarely 3=Sometimes 4=Most of the time 5=Always 9=Does Not Apply or Don’t Know blank=Missing
When patient safety issues occur in this pharmacy, staff discuss them	B13	Column Y	1=Never 2=Rarely 3=Sometimes 4=Most of the time 5=Always 9=Does Not Apply or Don’t Know blank=Missing
The status of problematic prescriptions is well communicated across shifts	B14	Column Z	1=Never 2=Rarely 3=Sometimes 4=Most of the time 5=Always 9=Does Not Apply or Don’t Know blank=Missing
In this pharmacy, we talk about ways to prevent mistakes from happening again	B15	Column AA	1=Never 2=Rarely 3=Sometimes 4=Most of the time 5=Always 9=Does Not Apply or Don’t Know blank=Missing
Interruptions/distractions in this pharmacy (from phone calls, faxes, customers, etc.) make it difficult for staff to work accurately	B16	Column AB	1=Never 2=Rarely 3=Sometimes 4=Most of the time 5=Always 9=Does Not Apply or Don’t Know blank=Missing

SECTION C: Patient Safety and Response to Mistakes
Staff are treated fairly when they make mistakes	C1	Column AC	1=Strongly Disagree 2=Disagree 3=Neither Agree nor Disagree 4=Agree 5=Strongly Agree 9=Does Not Apply or Don’t Know blank=Missing
When a mistake happens, we try to figure out what problems in the work process led to the mistake	C2	Column AD	1=Strongly Disagree 2=Disagree 3=Neither Agree nor Disagree 4=Agree 5=Strongly Agree 9=Does Not Apply or Don’t Know blank=Missing
This pharmacy places more emphasis on sales than on patient safety	C3	Column AE	1=Strongly Disagree 2=Disagree 3=Neither Agree nor Disagree 4=Agree 5=Strongly Agree 9=Does Not Apply or Don’t Know blank=Missing
This pharmacy helps staff learn from their mistakes rather than punishing them	C4	Column AF	1=Strongly Disagree 2=Disagree 3=Neither Agree nor Disagree 4=Agree 5=Strongly Agree 9=Does Not Apply or Don’t Know blank=Missing
When the same mistake keeps happening, we change the way we do things	C5	Column AG	1=Strongly Disagree 2=Disagree 3=Neither Agree nor Disagree 4=Agree 5=Strongly Agree 9=Does Not Apply or Don’t Know blank=Missing
This pharmacy is good at preventing mistakes	C6	Column AH	1=Strongly Disagree 2=Disagree 3=Neither Agree nor Disagree 4=Agree 5=Strongly Agree 9=Does Not Apply or Don’t Know blank=Missing

We look at staff actions and the way we do things to understand why mistakes happen in this pharmacy	C7	Column AI	1=Strongly Disagree 2=Disagree 3=Neither Agree nor Disagree 4=Agree 5=Strongly Agree 9=Does Not Apply or Don’t Know blank=Missing
Staff feel like their mistakes are held against them	C8	Column AJ	1=Strongly Disagree 2=Disagree 3=Neither Agree nor Disagree 4=Agree 5=Strongly Agree 9=Does Not Apply or Don’t Know blank=Missing
The way we do things in this pharmacy reflects a strong focus on patient safety	C9	Column AK	1=Strongly Disagree 2=Disagree 3=Neither Agree nor Disagree 4=Agree 5=Strongly Agree 9=Does Not Apply or Don’t Know blank=Missing
Mistakes have led to positive changes in this pharmacy	C10	Column AL	1=Strongly Disagree 2=Disagree 3=Neither Agree nor Disagree 4=Agree 5=Strongly Agree 9=Does Not Apply or Don’t Know blank=Missing

SECTION D: Documenting Mistakes
When a mistake reaches the patient and could cause harm but does not, how often is it documented?	D1	Column AM	1=Never documented 2=Rarely documented 3=Sometimes documented 4=Most of the time documented 5=Always documented 9=Does Not Apply or Don’t Know blank=Missing
When a mistake reaches the patient but has no potential to harm the patient, how often is it documented?	D2	Column AN	1=Never documented 2=Rarely documented 3=Sometimes documented 4=Most of the time documented 5=Always documented 9=Does Not Apply or Don’t Know blank=Missing
When a mistake that could have harmed the patient is corrected BEFORE the medication leaves the pharmacy, how often is it documented?	D3	Column AO	1=Never documented 2=Rarely documented 3=Sometimes documented 4=Most of the time documented 5=Always documented 9=Does Not Apply or Don’t Know blank=Missing
SECTION E: Overall Rating
1. How do you rate this pharmacy on patient safety?	E1	Column AP	1=Poor 2=Fair 3=Good 4=Very Good 5=Excellent blank=Missing or properly skipped

SECTION F: Background Questions
How long have you worked in this pharmacy?	F1	Column AQ	a=Less than 6 months b=6 months to less than 1 year c=1 year to less than 3 years d=3 years to less than 6 years e=6 years to less than 12 years f=12 years or more blank=Missing
Typically, how many hours per week do you work in this pharmacy?	F2	Column AR	a=1 to 16 hours per week b=17 to 31 hours per week c=32 to 40 hours per week d=More than 40 hours per week blank=Missing
What is your position in this pharmacy? Check ONE category that best applies to your job.	F3	Column AS	a= Pharmacist (including pharmacy manager, lead pharmacist, pharmacist-in-charge, staff pharmacist) b= Pharmacy technician (including lead technician and staff technician) c= Pharmacy clerk or pharmacy cashier d= Pharmacy student intern/extern e= Other blank=Missing
TEXT FOR YOUR COMMENTS [Section G]* - DO NOT SUBMIT TO DATABASE

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