Table 1.
Achieving a High Response Rate With a Health Care Provider Survey, Washington State, 2006
| Survey Step | Timing and Description | No. of Completed Surveys From Physicians (%)a | No. of Completed Surveys From Physician Assistants (%)b |
|---|---|---|---|
| First mailing | Day 1 | 247 (30) | 131 (22) |
| Contents | Copy of questionnaire booklet with original subject ID number, cover letter, $30 check incentive, postage-paid business return envelope. | ||
| Features/personalization | Survey packet delivered using express mail with the Washington State Department of Health as sender; visually appealing and easy-to-comprehend questionnaire booklet; cover letter addressing provider by name, on official organization letterhead, and signed by the Washington State health officer using a digital (preprinted) signature; inclusion of a token financial incentive; postage-paid return envelope. | ||
| Second mailing | Day 8 | 283 (34) | 189 (32) |
| Contents | Postcard | ||
| Features/personalization | Reminded providers to complete and return the survey. The postcard had the official state logo on it and a telephone number to call with questions or for a new questionnaire booklet. | ||
| Third mailing | Day 18-22 | 46 (5) | 119 (20) |
| Contents | Copy of questionnaire booklet with original subject ID number, reworded cover letter, postage-paid business return envelope. | ||
| Features/personalization | Survey packet delivered using express mail with the Washington State Department of Health as sender; visually appealing and easy-to-comprehend questionnaire booklet; cover letter on official organization letterhead addressing provider by name, mentioning the check incentive in the initial mailing, and signed by the Washington State health officer using a digital (preprinted) signature; postage-paid return envelope. Sent only to providers who had not yet responded. | ||
| Final contact by telephone | Day 30 | 86 (10) | 56 (9) |
| Contents | Minimum of 2 attempts to speak directly with the provider or leave a message on his or her voicemail. | ||
| Features/personalization | General reminder to complete the survey, along with a telephone number to call with questions, to request a fax, or to obtain an extra copy of the survey. Telephone calls made to only those who had not yet responded. | ||
| Total | 662 (79) | 495 (83) |
a
Unadjusted sample returned was calculated as the proportion of returned surveys (regardless of eligibility) by total number of surveys sent out to physicians; nonrespondents were included in the denominator (n = 838).
b
Unadjusted sample returned was calculated as the proportion of returned surveys (regardless of eligibility) by total number of surveys sent out to physician assistants; nonrespondents were included in the denominator (n = 600).