Preparing for a Successful Site Visit Lelan F

Preparing for a Successful Site Visit Lelan F. Sillin, MD, MS(Ed), FACS EI Consortium Meeting Administration & Management Workshop March 15, 2013

Disclosures None

Preparing for the Site Visit l l 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: Surveyor’s 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: Surveyor’s 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 7: 30 AM 8: 00 AM 8: 30 AM Breakfast Introductions, Welcome Overview 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