Successful Site Visit Preparation: Steps and Role Descriptions
Learn about the key roles involved in preparing for a successful site visit, including the reviewer and surveyor responsibilities. Understand the purpose of the site visit, the resources used, and what surveyors and reviewers expect during the process.
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Presentation Transcript
Preparing for a Successful Site Visit Lelan F. Sillin, MD, MS(Ed), FACS ACS EI Consortium Meeting Administration & Management Workshop March 15, 2013
Disclosures None
Preparing for the Site Visit Application Surveyor Reviewer Accreditation Review Committee (ARC)
Role of the Reviewer Presents a summary of the application & tells the story of the EI to the rest of the ARC Presents assessment of whether the EI application meets each of the Standards & Criteria Makes initial accreditation recommendation to the ARC and then has to explain why
Role of the Reviewer Understand the story of the site; To assess if the materials, personnel, resources, activities, etc. required by the accreditation criteria are present at the site; To determine if the site meets each of the accreditation criteria.
Reviewer: Resources Used Application Surveyor s report Supplementary Materials provided Standards & Criteria
Purpose of the Site Visit Corroborate the materials & statements in the application Clarify ambiguities in the application Communicate to the surveyor(s) (ARC) the EI s story Advocate for the EI
Role of the Surveyor To corroborate the information in the application; To assess if the materials, personnel, resources, activities, etc. required by the accreditation criteria are present at the site; To listen to and try to understand the story of the site; Ask questions and clarify ambiguities; Explain the program to the reviewer (ARC)
What Does a Surveyor Want? To understand the program To understand, follow, and be able to articulate the EI s story To identify the supporting evidence that the EI meets each of the criteria; To be able to ask questions
Application: Surveyors Perspective Clearly written Easy to follow narrative (logical progression) No jargon (particularly local jargon) Pertinent examples and supporting documents Appropriately placed references to supporting documents in easy to find attachments Attachments focused to address specific criterion Clear explanation of organizational relationships
Site Visit: Surveyors Perspective Clear presentation of the EI s story Clarity Transparency Time to ask questions of each of key people Time to ask questions of representatives of the key groups (staff, faculty, learners, etc.)
How to Schedule the Site Visit Identify the people that must be at the visit Survey them for available dates Pick 2 or 3 dates Have them hold those dates open Notify the ACS staff of the dates Once a date is chosen be sure that it is fixed on the schedule of your participants Free the other dates on their schedules
How to Structure a Site Visit Develop a draft agenda Feature your key programs & key people Call the lead surveyor & discuss the draft agenda Be sure the surveyor has time to talk with the key people and to ask questions Remember: it is essential that the surveyor understands your program
Sample Agenda 7:00 AM Breakfast 7:30 AM Introductions, Welcome 8:00 AM Overview 8:30 AM Review of EI s Programs Administration Medicine, CCM, Cardiology, IR Nursing Surgery, Anesthesia, Emergency Medicine Operations Staff
Sample Agenda 11:00 AM Tour 12:00 PM Lunch (working) Learner Attendees Surgical, Medical, Gyn residents; medical students; MDs; nurses; Respiratory Therapists, etc. Instructor Attendees Surgical, Medical, Nursing, ED, etc. 1:00 PM Document Review & Final Questions 1:30 PM Survey Team Writes Report 3:00 PM Closing Comments & Departure
Preparing for the Site Visit Summary Clarity Transparency Be able to tell your story easily Provide access to your people Showcase your programs Articulate your educational processes Make the surveyor & reviewer your advocate
