It’s Game Time Put Me in Coach!

In part 1 of our 3-part series, we learned that “staying ready” for the game or the survey is a critical piece in the successful outcome that all providers desire. Now we will take a look into part 2 of this series “It’s Game Time” and discover some best practices to use while you are in the midst of your survey.

Just as an athlete has trained for a long period of time for the big game, so have you. The training may look very different than that of an athlete but the time devoted to preparing for your survey will have a huge impact on the end result. You are in the game; you have trained and prepared; and now it’s time to call the plays from your playbook as you coach your team through the survey.

The survey team has entered the facility and now what seemed to be starting as a calm day has turned into lacing up your running shoes for the week ahead. While it can feel chaotic, overwhelming and taxing, keep in mind, you have trained all season for this. Since you are in the best shape and ready for your survey, let’s look at some things that will help you manage the survey for the best outcomes possible.

Game Time Tips:

Ø  Assign each manager a unit or hallway to monitor during the entire survey. The manager should make constant rounds, assisting with call lights, picking up trash, monitoring staff and in general just being a second pair of eyes and ears.

Ø  Gather the items the survey team has requested quickly. These items should mostly be ready in your “Survey Binder” with minimal updates needed and will be a simple hand-off to the survey team. Hint: surveyors love to see a facility that has an organized and prepared approach as it sends the message for a GREAT first impression.

Ø  Assign a clinical team member to round with each of the surveyors as they take the initial tour as well as someone for the kitchen. This will assist in ensuring questions are answered properly for the surveyor and also allow for the facility team to note what the surveyor observed on those rounds. Following up to those observations is critical for a successful survey.

Ø  Each day the Administrator and DON should check-in with the survey team about three times throughout the day. This is just enough time to not be disruptive yet also ensure the surveyors have all the items they need. This helps build the rapport with the survey team and shows that you are engaged and available.

Ø  As the survey team leaves each day, it is likely they will leave a list of items for you to gather for them. It is best practice to gather those items prior to you leaving for the day and have them prepared and place these in the survey room.

Ø  Maintain copies of what was provided to the surveyors throughout the week/day in case you need to reference them to help answer questions, write your plan of correction or IDR a deficiency.

Ø  When the survey team brings a concern forward, take corrective action immediately and follow up with the survey team to inform them of the action you took to correct their concerns. This is a great time to show the survey team you are responsive when something is out of compliance. Provide them with documented proof of your corrective action and any QAPI measures taken.

Ø  During the Exit Conference, ask questions regarding any citations that you are unclear about and what the deficient practice was the survey team found. Take notes during this time so that you have them for reference if there is a dispute or so that you can correct the deficient practice immediately.

Following these Game Time Tips can provide you with successful survey outcomes and ensure the inspection runs smoothly.

If you do find yourself in a situation where you have received the dreadful “penalty flag” or the “technical foul”, lace your shoes back up and focus on the immediate need to recover from the penalty. This means the whole team and outside resources for support must huddle up and go into action. While your plans to finish the game have shifted, your plan of defense has not. Keep coaching your team and finish the game.

QSR5 offers a survey package to assist post-acute providers such as SNF, ALF, Memory Care, Home Health & Hospice, to ensure great outcomes on your inspections.

Contact QSR5 for a free consultation to discuss how our expertise and support services can help you during the big game and assist if you have received immediate jeopardy or extended survey and need to rapidly have this removed.