Table 5 Step 4: Before and after tool’s adaptation: Layout of the tool

Section 1. General descriptive questions about the organization

(Questions, N = 14)

People working in PE in PS

Section 0. Questions identifying the participants and their organizations (N = 5)

Type of organization and services provided

Identify the general characteristics of the participants and organizations:

Switching from focused and specific dimensions (Quebec health system), to more integrated and typical dimensions (Canadian health systems).

Number of years employed

Type of location (urban, rural) and postal code

Type of training received

Job title and department

Structure of PE in PS: e.g. department responsible for PE in PS

Years of experience in the position within the organization

Section 2. Questions related to PE strategies in general

(Questions, N = 15)

PE activities

Section 1. General questions on culture, collaboration tools, and resources or structures contributing to PE in PS (N = 12)

Existing directorates and departments for implementing and managing PE programs

Integration and/or modification of additional PE organizational dimensions: development of new fundamental dimensions for organizing and implementing the PE process (structural, strategic, resources, well-being) as well as new symbolic and complementary dimensions (cultural, communication, etc.).

Structure and strategies used to engage patients

Mechanisms for collaborating with various departments, committees and community organizations

Organization and committees

Budgets and financial investments used to sustain PE integration and incentive factors

Training and simulations

Structures, material, and human resources used to engage patients

Collaboration with various departments or community organizations

Existing user and patient committees

Indicators: implementation, planning and performance

Existing tools and mechanisms for promoting a PE culture

Transparency and current policies

Section 3. questions related to RM and PS (Questions N = 50)

PE process and activities

Section 2. Questions related to the PE process (activities, strategies, structure and resources) at the strategic and organizational level (N = 16)

PE general strategic plan and PE initiatives and programs

Integration of additional and/or modification of PE operational and process dimensions: development of technical dimensions specific to PE processes (training, collaboration, evaluations, incentives, awards, grants, recruitment process, research, conferences, patients as presenters, etc.) necessary to maintaining and monitoring the activities of the PE process.

Structures used to engage patients

PE training and simulations plans or programs

Organization and committee

PE operational planning and process organization

Training and simulation

PE indicators and performance measurement (implementation, planning and performance evaluation)

Collaboration with various departments or community organizations

PE collaboration mechanisms with various departments, committees or community organizations

Indicators (implementation, planning and performance)

Transparency and current policies

Development and implementation of PE promotion, transparency and culture policies

Section 4. General information on the involvement of the people answering the tool (Questions N = 3)

Participation of management on PS committees

Section 3. Questions related patient safety process (activities, strategies, structure and resources at the organizational and clinical level

(N = 34)

PS general strategic plan and PS initiatives and programs

Integration of additional and/or modification of organizational and clinical dimensions specific to the PS process: developing technical dimensions specific to the PS process (training, collaboration, evaluation, monitoring of disclosure, how PE improves PS, etc.) necessary to maintaining and monitoring the activities of the PS process. Developing symbolic and cultural dimensions (transparency and culture policies).

Reformulation of questions pertaining to the PS process in order to make a direct link with PE in PS

Process activities carried out with regard to patient engagement in safety / risk management

PS operational planning and process organization

PS indicators and performance measurement (implementation, planning and performance evaluation)

Additional comments

PS training and simulations plans or programs

PS collaboration mechanisms with various departments, committees or community organizations

PE promotion, transparency and culture policy development and implementation

Section 4. Context and impact of PE in PS

(N = 8)

Investment in and improvement of PE in PS in the organization

Integration of additional and/or modification of contextual dimensions and dimensions of impact and change: developing dimensions of contributing factors and monitoring and impact evaluation indicators, developing dimensions of improvements in PE in PS, and integrating participants’ and the organizations’ perspectives on the changes.

Indicators of change and impact of PE on PS

Factors influencing PE in PS

Documents, guides, processes, and framework that support PE in PS in the organization

Additional comments and suggestions