Attachment E: Hospital Survey Data File Specifications

AHRQ Surveys on Patient Safety CultureTM (SOPS®)
Hospital Survey Version 2.0
Site-Level Data File Specifications

HS-1021

Last updated October 25, 2021

AHRQ SOPS Hospital Survey Version 2.0
Site-Level Data File Specifications

Site-Level Data File Specifications
Use these instructions if you are submitting data from multiple hospitals all at the
same time.
INSTRUCTIONS:
Step 1: Site-level data must be in Excel format (.xls, .xlsx).
Step 2: Include a header row with the variable name for each column.
Please include all variable names from the table below and ensure that each one is entered in the
correct column. Failure to do so will result in delays in processing your data.
Step 3: Site ID(s) must match IDs in respondent-level data file.
Please enter a unique Site ID for each hospital. Make sure that each hospital’s Site ID matches its
Site ID in your respondent-level data file. This step is crucial for linking site-level and
respondent-level data.
Step 4: File must contain one record for each hospital.
Enter each hospital in a separate row, including all required variables from the table below.

HS-1021

Last updated October 25, 2021

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AHRQ SOPS Hospital Survey Version 2.0
Site-Level Data File Specifications

Variable
Name

Variable Label

Type

Details/Comments

SiteID

Site ID

Numeric

Unique Site ID matching respondentlevel data file.

Column B*

SiteName

Site Name

Character

Please use a unique name for each site.

Column C*

Address1

Street Address 1

Character

Column D

Address2

Street Address 2

Character

Column E*

City

City

Character

Column F*

State

State

Character

2-character State abbreviation

Column G*

ZipCode

Zip Code

Character

5-digit zip code (include leading
zeroes)

Column H

ZipPlusFour

Zip Code +4

Numeric

4-digit zip code extension

Column
Column A*

You must enter the name, phone number, and email of the contact person at each hospital. The contact
person entered can be the same for all hospitals if they will be distributing the results to all hospitals.
Column I*

Contact_First

Contact First Name

Character

Column J*

Contact_Last

Contact Last Name

Character

Column K*

Contact_Phone

Contact Phone #

Numeric

10-digit phone number with no spaces
or special characters. Example:
3014442222

Column L

Contact_Ext

Contact Extension

Numeric

Phone number extension

Column M*

Contact_Email

Contact Email
Address

Character

If a site does not have a unique AHA ID, then Bed Size, Ownership, and Teaching Status are required.
Column N*

MedProvID

Medicare Provider ID

Character

6-character Medicare Provider
ID (include leading zeroes)

Column “O” AHA ID is required for all AHA Registered Hospitals.
Column O

AHAID

American Hospital
Association ID

Character

7-character AHA ID (include
leading zeroes)

Column P*

BedSize

Bed Size

Numeric
(1-8)

Please identify the total number
of licensed beds in the hospital.
1 = 6-24 beds
2 = 25-49 beds
3 = 50-99 beds
4 = 100-199 beds
5 = 200-299 beds
6 = 300-399 beds
7 = 400-499 beds
8 = 500 or more beds

* Indicates required information for each hospital.

HS-1021

Last updated October 25, 2021

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AHRQ SOPS Hospital Survey Version 2.0
Site-Level Data File Specifications

Column

Variable
Name

Variable Label

Type

Details/Comments

Column Q*

Ownership

Ownership

Numeric
(1-4)

Please identify the type of
organization that controls and
operates the hospital.
1 = Government non federal
2 = Nongovernment not-for-profit
3 = Investor-owned (for-profit)
4 = Government, federal

Column R*

Teaching

Teaching Status

Numeric
(1-2)

Please indicate whether your
hospital is teaching or nonteaching.
1 = Teaching
2 = Non-teaching

SOPS Supplemental Items
Column S*

HITSupps

Did you administer the
AHRQ Health
Information
Technology (HIT)
Supplemental Items
with HSOPS 2.0?

Numeric
(1-2)

1 = Yes
2 = No

Column T*

WPSSupps

Did you administer the
AHRQ Workplace
Safety Supplemental
Items with HSOPS
2.0?

Numeric
(1-2)

1 = Yes
2 = No

Column U*

VESupps

Did you administer the
AHRQ Value and
Efficiency
Supplemental Items
with HSOPS 2.0?

Numeric
(1-2)

1 = Yes
2 = No

* Indicates required information for each hospital.

HS-1021

Last updated October 25, 2021

4

AHRQ SOPS Hospital Survey Version 2.0
Site-Level Data File Specifications

Column

Variable
Name

Column V*

Denominator

Variable Label
How many providers
and staff were asked to
complete the survey?

Type

Details/Comments

Numeric

Must be 10 or more

This is NOT the same
as number of
completed surveys.
Column W*

SurveyMode

For HSOPS 2.0, what
was the mode used to
administer the survey?

Numeric
(1-3)

1 = Paper
2 = Web
3 = Web and paper

Column X*

StaffSurveyed

Staff Surveyed for
HSOPS 2.0

Numeric
(1-4)

Please indicated who the survey
was administered to:
1 = All staff/sample of all staff
2 = Selected departments/units
only (please specify)
3 = Selected staff positions only
(please specify)
4 = Selected departments/units
and selected staff positions
(please specify)

* Indicates required information for each hospital.

HS-1021

Last updated October 25, 2021

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AHRQ SOPS Hospital Survey Version 2.0
Site-Level Data File Specifications

Column

Variable
Name

Variable Label

Type

Details/Comments

Column Y*

PleaseSpecify

Please Specify for
HSOPS 2.0

Character
(1000
max.)

If StaffSurveyed= 2, 3, or 4,
please specify who the survey
was administered to.

Column Z*

StartMonth

Numeric
(1-12)

Month of data collection
completion

Column AA*

StartYear

Numeric

Year of data collection
completion (YYYY)

Column AB*

EndMonth

Numeric
(1-12)

Month of data collection
completion

Column AC*

EndYear

Start Month for
HSOPS 2.0 Data
Collection
Start Year for
HSOPS 2.0 Data
Collection
End Month for
HSOPS 2.0 Data
Collection Completion
End Year for
HSOPS 2.0 Data
Collection Completion

Numeric

Year of data collection
completion (YYYY)

* Indicates required information for each hospital.
For hospitals that administered the SOPS Health Information Technology (Health IT) Patient Safety
Supplemental Items at the end of the SOPS Hospital Survey, please answer the following questions.

Column

Variable
Name

Column
AD**

HadEHR

Variable Label

Type

Details/Comments

How long has your
hospital had its
primary EMR/EHR
system?

Numeric
(1-6, 9)

1 = Less than 1 year
2 = 1 year to less than 2 years
3 = 2 years to less than 3 years
4 = 3 years to less than 5 years
5 = 5 years to less than 10 years
6 = 10 years or more
9 = Don’t know

** Only required if you are submitting SOPS Health Information Technology (Health IT) Patient Safety
Supplemental Items data with your SOPS Hospital survey data.

HS-1021

Last updated October 25, 2021

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