The Consumer Assessment of Healthcare Providers and Systems (CAHPS) survey is a standardized instrument used across the United States healthcare system to measure patient experiences with health plans, providers, and medical facilities. The results provide consumers with comparable data and help organizations identify areas for quality improvement. Understanding when this survey is administered requires looking beyond a single date, as the schedule is a defined process driven by regulatory requirements and specific program timelines. The administration of CAHPS is not a single event but a carefully scheduled annual cycle with distinct sampling, collection, and reporting phases.
Annual Survey Cycles and General Timing
Most major CAHPS surveys follow a fixed annual schedule set in collaboration with the Agency for Healthcare Research and Quality (AHRQ) and sponsoring organizations. This predictable cycle ensures data is collected consistently year over year, allowing for meaningful performance comparisons. The main data collection phase, often called “fielding,” typically occurs during the first half of the calendar year, spanning from late February or March through May or June. During this time, a new, random sample of health plan members is selected to participate. The consistent timing is important for health plans, which use the results to maintain accreditation standards set by organizations like the National Committee for Quality Assurance (NCQA), and certified third-party vendors execute the administration, adhering to strict protocols.
Timing Specific to Healthcare Programs
The exact timing of the CAHPS administration is dictated by the specific healthcare program and the regulatory body requiring the data. These mandatory reporting schedules are tied to quality rating systems and public accountability goals.
Medicare and Star Ratings
The timing for Medicare Advantage (Part C) and Prescription Drug Plans (Part D) is controlled by the Centers for Medicare & Medicaid Services (CMS). CAHPS scores are a substantial component of the annual Medicare Star Ratings, which determine quality bonus payments and public plan comparisons. Administration for these plans is typically concentrated in the March through June window. The data collected during this period is then used to calculate the Star Ratings released the following year.
Medicaid and Marketplaces
State Medicaid programs also mandate the use of CAHPS, often aligning schedules with state reporting cycles. The fielding period for Medicaid surveys, including those for children, commonly takes place between February and May. Similarly, plans offered through the Health Insurance Marketplaces established by the Affordable Care Act have specific timing requirements, with surveys generally administered between February and May. This uniformity ensures current, comparable data is available for consumers shopping on these exchanges.
The Administration Window: Sampling and Collection Periods
The actual process of administering the CAHPS survey involves several distinct logistical stages that define the collection period. The first stage is sampling, where eligible members are selected based on a “look-back period,” meaning they had an interaction with the provider or plan within a defined timeframe, such as the preceding six months. The fielding duration, or the time patients have to complete the survey, is a multi-week, mixed-mode process that typically spans 10 to 14 weeks. This period involves an initial mailing of the paper survey, subsequent mail reminders, and often a final telephone follow-up to maximize the response rate. Following active collection, the data must be cleaned, analyzed, and submitted to relevant databases, creating a significant lag between the patient’s experience and the public release of the results, which typically occurs in the late summer or fall.