Accreditation Webinar Part 3 From Application to Accreditation
Accreditation Webinar Part 3 From Application to Accreditation
The Application and Documentation Package Contains: Instructions Application Documentation Checklist Reviewer’s Appendix Educational Materials Tips and Helpful Resources © CAAS 2017 Page 2 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
The Application • Guides agency through the process of developing documentation package • Provides CAAS staff and reviewers with overview of your agency • Cross reference CAAS characteristics with your documentation materials Format § Introduction § Individual Sections 101 -204 - Section Purpose - Standards Listing - Specific Characteristics © CAAS 2017 Page 3 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Definitions Inter-Facility Transports (IFT) services are defined as those agencies that regularly accept or plan for scheduled transports between healthcare facilities. Specialty Care Transport (SCT) services are defined as those agencies that regularly accept or plan for transports between healthcare facilities that are outside the normal scope of practice of an EMS provider. -Examples include, but are not limited to: neonatal transports, balloon pump transports, medications outside EMS scene protocols, ventilator patients, etc. © CAAS 2017 Page 4 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Definitions Special Teams of employees established by the agency for specialized purposes. Examples may include: Wilderness Rescue, Bike Teams, Swift Water Rescue, Dive Teams, High Angle Rescue, SWAT Teams, etc. © CAAS 2017 Page 5 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Definitions “A”= Any. This line is to be checked if any IFT, SCT or ST is done or planned for. “D” = Dedicated. This line is to be checked if crews and/or vehicles are dedicated to IFT, SCT or ST’s. You are asked to self-determine whether or not you accept or regularly plan for IFT or SCT calls within your agency (pg 3 of application). However, the site reviewers will have the obligation to evaluate your agency based upon all appropriate CAAS standards. © CAAS 2017 Page 6 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
The Application Package © CAAS 2017 Page 7 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
The Application Package © CAAS 2017 Page 8 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
The Application Instructions § Included with the application OPEN FIRST § Provide clear descriptions for application and documentation assembly and submission § Applications submitted incorrectly may be DENIED. © CAAS 2017 Page 9 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
The Application Package © CAAS 2017 Page 10 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
The Application Package © CAAS 2017 Page 11 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Application- Introduction © CAAS 2017 Page 12 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Application- Introduction © CAAS 2017 Page 13 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Application- Introduction © CAAS 2017 Page 14 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Application- Introduction © CAAS 2017 Page 15 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Application- Introduction © CAAS 2017 Page 16 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Application- Introduction © CAAS 2017 Page 17 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Application- Introduction © CAAS 2017 Page 18 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Application and Documentation © CAAS 2017 Page 19 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Completing the Application © CAAS 2017 Page 20 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Completing the Application © CAAS 2017 Page 21 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Providing the Documentation • Documentation checklist provided with application • Cross referenced to standard characteristics • Indicates specific documentation required for each characteristic © CAAS 2017 Page 22 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
The Documentation Checklist © CAAS 2017 Page 23 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Providing the Documentation © CAAS 2017 Page 24 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Providing the Documentation © CAAS 2017 Page 25 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Providing the Documentation © CAAS 2017 Page 26 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Instructions for Submission • Are included in your materials • Word format for completed application • Word format for completed documentation checklist • PDF for all agency submitted documents • Submit four (4) complete submissions on flash drives to CAAS © CAAS 2017 Page 27 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
The Off-Site Review • CAAS staff reviews for completeness • Agency notified of missing documents • Agency provides follow-up material • Only when complete will you move to on-site queue © CAAS 2017 Page 28 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
The On-Site Review • Scheduled with a reasonable timetable • Reviewers selected based upon: – Expertise – Size, scope, model of agency • Agency reviews and approves team members © CAAS 2017 Page 29 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Getting Ready for the On-Site Review • Walk through the application several times • Perform a mock site review • Colossal cleaning • Alert duty personnel and explain the process and the likelihood they will be interviewed • Have key people on site for the duration of the review: – Management Staff – Medical Director – Shift Supervisors © CAAS 2017 Page 30 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Getting Ready for the On-Site Review • Designate a person to be team “guide” • Have documentation current and accessible • Relax – You’ve done the hard work – You have a great team – You have pride and confidence in your service © CAAS 2017 Page 31 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Getting Ready for the On-Site Review Pre-Arrival § Team leader will contact site the night before § Make sure the team has clear directions to your site § Have key people there to meet the team - Leadership/Management - Medical Director - Shift Supervisors © CAAS 2017 Page 32 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Getting Ready for the On-Site Review Pre-Arrival • Provide a private, secure work area for the reviewers • Be prepared to give a brief presentation about your organization • Provide drivers and guides to other facilities © CAAS 2017 Page 33 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Site Review – Day 1 • Introductions and opening meeting • Representatives of your organization describe your operation • CAAS team will provide overview of CAAS and review schedule • Plan a brief tour of main facility • Reviewers will get to work- you can resume “normal” operations • Team will request documents, access to departments and personnel, or transport to other facilities as needed • End of day meeting – Identify any issues or concerns – Plan day two schedule © CAAS 2017 Page 34 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Site Review – Day 2 • Team will finish review of documents, interviews and tours • Reviewers may request to ride along with ambulances • Mid- day progress report • They will conduct a formal end of review meeting © CAAS 2017 Page 35 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Do’s… • Have management/key personnel available to reviewers • Provide a private work area • Provide coffee/soft Drinks/snacks • Answer reviewer questions honestly • Have all documents available for review team © CAAS 2017 Page 36 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
And Don'ts… • Don’t buy meals for the reviewers • Don’t socialize with the reviewers • Don’t hide or conceal information • Don’t stand over their shoulders • Don’t ask them if you’ve passed © CAAS 2017 Page 37 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
After the On-Site Review • Team Leader compiles report and sends it to CAAS for final formatting • Report Is returned to reviewers for approval • Report sent to agency for additional comment period • Review of report and action from the Panel of Commissioners © CAAS 2017 Page 38 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Possible Action from the Panel of Commissioners • Three-Year Accreditation • One-Year Accreditation • Denial © CAAS 2017 Page 39 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Appeals • Agency may communicate their response to any action or report • Must provide documentation to back up any appeal • The appeal will be judged against the standards © CAAS 2017 Page 40 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Reporting Changes Once You Are Accredited You Will Need to Communicate Any Significant Changes to CAAS § When agency is acquired by, or merges with another agency § Any change in the size or scope of service § New or expanding operations § Major restructuring of operations or personnel § Major policy changes © CAAS 2017 Page 41 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Re-Accreditation • Same criteria as initial accreditation • Same fee structure • Application and documentation materials due 6 MONTHS prior to expiration date • Expect that CAAS will look closely at all previous deficiencies • Increased emphasis on outcomes and results for continuous improvement initatives © CAAS 2017 Page 42 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Your Ongoing Resources • CAAS Staff – 1 -847 -657 -6828 • CAAS Helpline – 1 -877 -457 -CAAS (2227) • CAAS Website – www. caas. org • Agency Networking – Accredited Agencies – Seminar Attendees © CAAS 2017 Page 43 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
Questions ? © CAAS 2017 Page 44 COMMISSION ON ACCREDITATION OF AMBULANCE SERVICES
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