Transcript Beginning Slides - Welcome to ASTHO

PREPARING FOR A PHAB
SITE VISIT
Susan Ramsey
Pearls of Wisdom Consulting
[email protected]
253-606-0956
Lia Katz
ASTHO
[email protected]
(202) 371-9090
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Site Visit Process
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Site Visit Purpose
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Assess documentation for conformity
Develop Site Visit Report
Expert peer review
Verify documentation
Onsite review
o Visual observations
o Interview staff
o Meet with governing entity
o Meet with partner organizations and
community partners
Request additional documentation
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Your work begins years before you consider
a PHAB site visit
Fortunately many health departments have
worked with standards and QI
Agency culture change occurs that can
prepare you for PHAB review
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Work with your PHAB coordinator to finalize
the site visit agenda
Share with staff and partners the agenda as
soon as possible
Identify who will interview with the site visit
team for each Domain area
Determine how the governing entity and
partners will engage with the site visit team
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Applicability Matrix – Who Is Assigned What
Measures (have back-up identified) Excel
Share folder – Mind Manager maps
Outlook appointment notices
FAQ for partners and staff
4 meeting rooms (a room for each reviewer
and a home room)
Name tents for partner meeting,
site reviewers, staff interviewees
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Involve them in the agenda times
Ensure they know the documentation they
will be speaking about
Provide training on the do’s and don’ts
during the site visit
Keep them informed in all steps of the
process
Celebrate all the hard work
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The role as a reviewer is to
determine the level of
conformity of the supplied
documents (along with what
is learned on-site) to affirm
or deny the truth of the
department’s assertion of
demonstrating the measure
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Site Visit
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Two days (usual)
PHAB will schedule with HD and SVs
PHAB will set and provide site visit agenda
to health department prior to visit
◦ Organized by Domain
 Health Department selects staff for participation
◦ Include specific sessions to meet with:
 Members of governance entity
 Community partners
 Health Department director
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Preparing for Your Site Visit
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Work with PHAB Program Specialist on
schedule of visit
Work with your Accreditation Specialist on
the SV agenda
Review site visit agency with:
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Health Department director
Accreditation team
Governing entity
Partner organizations and community partners
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Your Site Visit Preparations
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Review AC Handbook
SV dates on the HD Director’s calendar
HD staff, community partners, partner
organizations, governance representatives:
◦ Notified, informed, scheduled and available
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Keep a list of arrangements and detailed
schedule
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Making the Most of Site Visit
Domain and Partner Interviews
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Explain to staff what to expect
Remind staff they are speaking for the agency
Select the best staff (just like the best
documentation)
Instruct staff on do’s and don’ts
Indentify cross cutting issues and coordinate in
advance for consistent messaging
Let staff know the schedule and get contact
information in case of last minute changes
Let partners know they don’t have to make formal
presentations, just participate in the conversation
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PHAB will provide you with an agenda for
your site visit prior to the scheduled arrival of
your site visitors
We will review a SAMPLE site visit agenda –
keep in mind that the agenda is set by PHAB
and will likely differ from the agenda
provided here
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Map/streets of local surroundings
Agency organizational chart
Building layout – meeting rooms
Chart of staff being interviewed
Restaurants/menus nearby health department
Local activities
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