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National Accrediting
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| Archives |
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Volume 65 - Winter 1996
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Preparation, protocol and communication for a site visit
by George J. Payan
Program Coordinator |
Feedback from site visitors and the programs they visit reinforces the critical need for programs to carry out adequate preparation before the site visit. This includes supplying all necessary documentation prior to the site visit. Providing these materials helps to ensure a positive, constructive, mutually educational and, yes, even an enjoyable experience. This is the benefit derived from the site visit process.
Unfortunately, one or two day site visits present time constraints to visitors and programs. Often, site visitors and program faculty perceive that they are rushed. A visit may be extended by agreement between the program director, the team coordinator and the NAACLS office. Academic based programs require two day visits due to the numerous clinical affiliates to be evaluated. Programs may also choose to videotape or have alternate site visitors evaluate distant clinical affiliates.
Hospital based programs, because they traditionally have no clinical affiliates, are generally scheduled for one day visits, although they also have the option of extending the site visit an extra day. This option is rarely chosen due to program costs.
It is imperative that the program provide well in advance as much information as possible for the site visitors. This reduces the time needed to review program materials on site and helps to ensure adequate time for review of facilities.
The following requirements help to ensure a positive site visit:
For the program:
Provide as early as possible to NAACLS any information that might influence the scheduling or length of the site visit.
Provide a copy of the Self-Study Report to site visitors immediately after confirmation by the NAACLS office.
Provide the response to the paper review and a list of items that will be available for review at the time of the site visit to site visitors as soon as possible.
Be familiar with the Site Visit Report in order to understand what information will be requested and evaluated.
Provide for the team, the night before at their hotel or before they arrive, any materials that would be time consuming to review during the visit (e. g. , tests and objectives), too voluminous to include in the Self-Study Report, or requested by the site visitors.
Meet with the site visitors the night before the visit in order to facilitate preparations for the next day.
For the site visitors:
Discuss with the program director early in the process any special requirements for the visit ( e. g. , extended time, visits to special sites).
Initiate communication with the program director and between team members early in the process.
Thoroughly read the program's Self-Study Report, paper review and the program's response to this review. This allows the team to be familiar with the program and provide constructive input.
Thoroughly read the Site Visitor Manual and adhere to NAACLS' protocols and policies.
Develop a list of any needed materials and request that these be available (for the team's review) at the hotel the evening before.
Attend NAACLS workshops to keep abreast of changes in policies and procedures.
Remember that site visitors are invited guests of the institution.
Exhibit impartiality, adaptability and forbearance.
Refrain from any suggestion that another institution's philosophies, policies or procedures are superior.
Mr. Payan is Program Coordinator for CLS/MT programs.
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Copyright © 2008 National Accrediting Agency for Clinical Laboratory Sciences. All rights reserved. Comments or suggestions to the site editor. |
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