Follow-Up Cover Letter
<DATE>
<FIRSTNAME> <LASTNAME>
<ADDRESS1>
<ADDRESS2
<CITY>, <STATE> <ZIP>
Dear <TITLE> <LASTNAME>:
You have been randomly selected to participate in a survey sponsored by the Agency for Healthcare Research and Quality (AHRQ). AHRQ is a federal agency under the US Department of Health and Human Services charged with improving the quality, safety, efficiency, and effectiveness of health care for all Americans. The purpose of the survey is to learn how clinicians use health care information resources to make treatment decisions for their patients. The results of the survey will be used to inform AHRQ's efforts to develop and disseminate unbiased, evidence-based information to patients, doctors, and others involved in health care decisionmaking. Your participation is very important for making this survey valid, meaningful, and influential.
We invite you to participate in this important survey by filling out the enclosed questionnaire and return it using the postage-paid envelope as soon as possible. The survey will take approximately 20 minutes to complete. The survey is being conducted by Battelle Memorial Institute (Battelle) on behalf of AHRQ. This is a follow-up mailing of the survey package – the initial package sent to you contained a $50 cash incentive.
Your responses to the survey will be kept confidential to the extent permitted by law, including AHRQ's confidentiality statute, 42 USC 299c-3(c). Battelle will use your name and contact information only for the purpose of conducting this survey and will not publish it in any report, nor will it ever share that information with AHRQ or any other organization.
We hope you will help us with this important study and respond as soon as possible. If you have any questions about how to respond to the survey, please call Judith Berkowitz of Battelle at 1-866-846-9021. If you have questions about the purpose of this study, please contact the study director, Dr. Sari Siegel of IMPAQ International, at 1-855-237-3330.
Sincerely yours,
Carolyn M. Clancy, M.D
Director
Post Card Reminder
We recently invited you to participate in a survey of clinicians on behalf of the Agency for Healthcare Research and Quality (AHRQ), U.S. Department of Health and Human Services, on how clinicians use health care information resources to make treatment decisions for their patients. The results of the survey will be used to inform AHRQ's efforts to develop and disseminate unbiased, evidence-based information to patients, doctors, and others involved in health care decision-making.
If you have not yet completed and returned the survey using the postage paid envelope, please respond at your earliest convenience. Your response is critical to ensure a representative sample of clinicians across the nation.
If you have already completed and returned the survey, thank you!
If you never received the survey packet in the mail, or have misplaced the packet, and would like to participate in the study, please contact Judith Berkowitz at 1-866-846-9021. |
Follow-Up Telephone Prompting Call Script
If call is answered by a person:
Hello, this is _______________ with Battelle Memorial Institute. May I please speak with Dr.____________ ?
If call is answered by the participant:
Hello, Dr.________________. We recently sent you a package in the mail inviting you to participate in a survey sponsored by the U.S. Agency for Healthcare Research and Quality. The package contained the survey questionnaire, a return envelope, and $50 cash in appreciation of your time and effort given to the study. The purpose of the survey is to learn how health care providers use medical research information to make treatment decisions for their patients.
We have not received your response to the survey yet, and we were hoping you would complete and return the questionnaire at your soonest convenience.
Do you still have the survey packet that we mailed to you?
If Yes: Ok. We know that you are a very busy person, but if you can find the time, please complete the survey and return it to us using the postage paid envelope included in the packet. Thank you, and have a nice day.
If No: Would you like for us to send you another packet so that you can participate in the survey?
If No: Okay. Thank you for your time. Have a good day.
If Yes, confirm mailing address on record or obtain preferred mailing address.
| Current mailing address on record: |
Correct Information |
| FIRSTNAME LASTNAME |
Name _________________________________ |
| ADDRESS1 |
Address 1_______________________________ |
| ADDRESS2 |
Address 2______________________________ |
| CITY, STATE ZIP |
City ______________State_____ Zip _________ |
If call is answered by someone other than participant:
We are calling to remind Dr. ___________ about a survey that we are conducting on behalf of the U.S. Agency for Healthcare Research and Quality. Is there a good time to call when we might be able to speak to Dr.________________?
Record time. Okay. Thank you and have a nice day.
If call goes to voice-mail/answering machine:
Hello, Dr.________________. This is _______________ with Battelle Memorial Institute. We recently sent you a packet in the mail inviting you to participate in a survey sponsored by the U.S. Agency for Healthcare Research and Quality. The package contained the survey questionnaire, a return envelope, and $50 cash in appreciation of your time and effort given to the study. The purpose of the survey is to learn how health care providers use medical research information to make treatment decisions for their patients.
We have not received your response to the survey yet, and we were hoping you would complete and return the questionnaire at your soonest convenience. If you have any questions or would like to receive another survey packet, please call SURVEY COORIDNATOR at TOLLFREENUMBER.
If you have already completed and returned the survey, thank you!
Have a nice day.
[End Message]
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