Article 1: Purpose

The non-profit organisation Shared Patient eXperience (SPX) wants to bring together organisations that promote patient experience to exchange knowledge and good practice on this topic.

The SPX Awards 2023 recognise the best inspiring initiatives and innovative ideas that can contribute to a higher level of patient experience on a larger scale/for all organisations. Each winning project must significantly improve the patient experience in an organisation.

Article 2: Organisation

The SPX Awards are organised on the initiative of Shared Patient eXperience vzw, with registered office in Belgium, 4180 Hamoir, Rue de la Tour, 13.

The organisation and delivery of these awards may be interrupted, delayed or cancelled by the organisers if circumstances so require and/or in case of force majeure.

Article 3: Participants

Any organisation, listed in one of the categories below, that has launched an initiative to promote the patient experience may submit an initiative to the SPX Awards, with the exception of the previous year’s winners who may not submit a project to this event.

Three categories have been defined to win the SPX Awards 2023:

• Hospitals
• Health and social care institutions (nursing homes, home care, health schools…)
• Start-ups in the health sector

Article 4: Conditions of participation

The project is an initiative of the organisation itself, which still exists, and in which the focus is on the perception of the patient and/or carer.

The same organisation may submit several projects if it so wishes. In that case, one form will have to be filled for each submittted project.

A project that has been nominated in a previous edition but has not been elected may apply again if it has evolved significantly since its last application and if it meets the selection criteria.

Shortlisted candidates undertake to submit by 30 March 2023 a short video of maximum 1 minute in a simple format summarising their initiative in concrete terms in English or with English subtitles. The list of shortlisted initiatives will be announced on 3 March 2023.

The candidate gives SPX the right to broadcast the submitted video via communication channels (YouTube, social networks, website…) and guarantees to have received a written agreement from the people represented in the video.

If nominated, candidates agree to have their project published in a specific Shared Patient eXperience document for sharing good practice.

If nominated, candidates agree to be present in person or by videoconference at the award ceremony to be held on 9 June 2023.

Candidates undertake to answer any questions from the press in connection with this event.

Candidates undertake to communicate the initiative as much as possible to those around them.

The winners undertake to get involved in sharing good practice around their project. They agree to support any person wishing to develop a similar initiative.

Article 5: Participation procedures

The candidate must go to the “Awards” section of the website https://spexperience.org and complete the form mentioned before 3pm on 22 February 2023.

The initial deadline for participation in the call for projects is midnight on 1 February 2023. Due to the expansion of the prizes offered, an additional period will be granted to participants. The new deadline for participation is 3pm on 22 February 2023.

Language of the application accepted: Dutch, French, English or Spanish.

Article 6: Procedure and Jury

In order to be elected as the winner, the project will have to go through three stages of the selection procedure:

1. A first vote by a jury of four SPX members who will pre-select a maximum of 10 initiatives for the next stage on the basis of a previously established evaluation grid.
2. These shortlisted initiatives will be submitted to a public vote.
3. A second vote will be carried out by a 2nd jury (different from the 1st jury) who will choose the winner of the SPX Awards for each category, from the shortlisted entries and on the basis of an established evaluation grid. There will be a separate jury for each category. The members of this 2nd jury will be composed, for each category: the winner of the previous year and 3 other professionals who are experts in the category, members of the SPX association or involved in the patient experience within their institution.

6.1. Jury 1

Decisions are taken after deliberation and taking into account the selection criteria set out in the evaluation grid. These decisions are not subject to appeal and do not have to be justified.

The members of the jury undertake to observe the secrecy of the deliberations.

The members of the jury undertake not to be involved in any way whatsoever in a participating project.

The list of selected initiatives will be announced on 3 March 2023.

6.2. Jury 2

Decisions are taken after deliberation and taking into account the selection criteria listed in the evaluation grid. These decisions are final and do not have to be justified.

The members of the jury undertake to observe the secrecy of the deliberations.

The members of the jury undertake not to be involved in any way whatsoever with a participating project.

The winning initiatives will be announced on 9 June 2023.

6.3. Public voting

The public will vote from 1 april 2023 (12pm GMT+2) until 24 april 2023 (12pm GMT+2) for their favourite project in each category. The public vote is taken into account in the final ranking of the selected projects.

Rules for public voting:

Only one vote per person is accepted. The organisers reserve the right to exclude a candidate in case of abuse or cheating.

The organiser reserves the right to modify the organisation, suspend or terminate the voting at any time and without notice in the event of force majeure or any other exceptional event beyond its control, in particular in the event of a malfunction of the Internet network, any other problem relating to telecommunications networks, computers, Internet providers and servers, and this without the participants or any other person being able to claim damages or interest.

The organiser reserves the right not to count votes suspected of being fraudulent.

Subject to their serious or intentional fault, neither the organiser, nor its staff, nor the third parties it has called upon in the context of the vote may be held responsible for any damage of any kind whatsoever that may arise during participation in the vote or as a result of the organisation of the vote. Nor can they be held liable for the modifications, suspensions and cancellations mentioned in the previous point.

The organizer cannot be held responsible for the wrong wording or indication of the data provided by the participants, resulting in an erroneous or unknown email or postal address or telephone number of the participants.

An email will be sent to both nominees and non-nominees at the end of the pre-selection process.

Article 7: Selection criteria

7.1. Criteria for admission of the file

• The initiative promotes the PX
• The initiative is still in place
• The initiative relates to actions that the institution itself has carried out
• The previous year’s winner cannot participate

7.2. Criteria for the pre-selection of the 10 nominees

The composition jury, selecting the 10 pre-selected projects, will take into consideration different criteria for the evaluation of the nominated projects such as:

• The initiative initiates an open dialogue/stimulates a cultural change
• The initiative is innovative in the sense that it shows real reflection and/or redesign of current processes and uses new technologies
• The initiative meets the current needs of the patient/carer
• The initiative can submit concrete and measurable results
• …

7.3. Final selection criteria

Different criteria are included in the pre-selection as well as others depending on the category:

• The initiative shows, through an analysis of results, the added value
• The initiative that has won the most votes from the public jury will get 5 extra points to its final score
• …

SPX can contact the initiator for further details if necessary.

Article 8: Awarding of prizes

The announcement of the winners will take place on 9 June 2023. The winners will be honoured internationally for one year as the Patient Experience Organisation of the Year.

The total prize money (€15,000) will be distributed equally among the winners.

A cheque for €5,000 will be presented to the winner of each category.

All available communication channels (including general and professional press, newsletter / website / SPX social networks / international webinar) will be used for this purpose.

Article 9: Personal data management

9.1. The organiser processes the personal data transmitted in the context of the action in accordance with the law of 8 December 1992 on the protection of privacy with regard to the processing of personal data and the law of 13 June 2005 on electronic communications.

9.2. Participants’ personal data shall be processed, in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation), for the purposes of the proper conduct of the action, and in particular in order to contact participants.

9.3. Participants have a right of access and a right to rectify this data and, if necessary, a right to object to its use for direct marketing purposes. To this end, the participant can simply send an email to [email protected] or unsubscribe from the newsletters received.

9.4. The organiser will take all necessary precautions to keep the data secret. By confirming the sending of personal data, the participant acknowledges that sending such data via the internet is never without risk.

9.5. In case of selection and participation in the award ceremony, photos will be taken at the event. If you do not wish to be photographed, please let [email protected] know.

Article 10: Acceptance of the rules

Decisions taken at all levels of selection are final.

The organisers decline all responsibility in the event of a dispute relating to intellectual or industrial property rights with regard to the commitments made by the candidates.

Participation in the “SPX Awards” implies acceptance of these rules.