Increasing survey response rates among EMS agencies

Background. Accessing readily available and current Emergency Medical Services (EMS) data still remains somewhat difficult for researchers and other health organizations. EMS for Children (EMSC) grantees are required to collect statewide EMS data on federal performance measures on a regular basis. This study evaluates a “Five Contact Survey Response Rate Plan” to increase response rates from EMS agencies. Methods. During the 2007-09 collection period no specific timeline nor contact system was given to EMSC grantees to collect the required data – only a target of an 80% response rate. During the 2010-11 surveys, grantees were required to collect the data within 3 months with the same target response rate as the previous period. Grantees received instructions on using five contact methods to increase response rates. Data from 26 states who surveyed EMS agencies (in both time periods) was compared. Results. During 2007-09, 4,788 EMS agencies responded, resulting in a 72.0% response rate with a survey timeframe that averaged 6 months (max 19.2, min 1.1). For 2010-11, 4,169 EMS agencies responded, resulting in an 83.7% response rate with a timeframe that averaged 2.7 months (max 3.3, min 0.3); an 11.7% increase from the previous period. Comparing the first three months of the 2007-09 period with the 2010-11 period resulted in a 26.5% increase (2007-09: 55.2%, 2010-11: 81.7%). Conclusions. Response rates can be substantially higher when based on a strategically implemented multiple contact system. This information is important for others who need to collect timely and important data from EMS agencies.