From Application to Accreditation The Application and Documentation Package Contains Instructions Application Documentation Checklist Reviewers Appendix Educational Materials Tips and Helpful Resources ID: 1034601
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1. Accreditation Webinar Part 3From Application to Accreditation
2. The Application and Documentation PackageContains: Instructions Application Documentation Checklist Reviewer’s Appendix Educational Materials Tips and Helpful Resources
3. The ApplicationGuides agency through the process of developing documentation packageProvides CAAS staff and reviewers with overview of your agencyCross reference CAAS characteristics with your documentation materialsFormatIntroductionIndividual Sections 101-204Section PurposeStandards ListingSpecific Characteristics
4. 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.
5. DefinitionsSpecial Teams 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.
6. 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.
7. The Application Package
8. The Application Package
9. The ApplicationInstructionsIncluded with the application OPEN FIRSTProvide clear descriptions for application and documentation assembly and submissionApplications submitted incorrectly may be DENIED.
10. The Application Package
11. The Application Package
12. Application- Introduction
13. Application- Introduction
14. Application- Introduction
15. Application- Introduction
16. Application- Introduction
17. Application- Introduction
18. Application- Introduction
19. Application and Documentation
20. Completing the Application
21. Completing the Application
22. Providing the DocumentationDocumentation checklist provided with applicationCross referenced to standard characteristics Indicates specific documentation required for each characteristic
23. The Documentation Checklist
24. Providing the Documentation
25. Providing the Documentation
26. Providing the Documentation
27. Instructions for SubmissionAre included in your materialsWord format for completed applicationWord format for completed documentation checklistPDF for all agency submitted documentsSubmit four (4) complete submissions on flash drives to CAAS
28. The Off-Site ReviewCAAS staff reviews for completenessAgency notified of missing documentsAgency provides follow-up materialOnly when complete will you move to on-site queue
29. The On-Site ReviewScheduled with a reasonable timetableReviewers selected based upon:ExpertiseSize, scope, model of agencyAgency reviews and approves team members
30. Getting Ready for the On-Site ReviewWalk through the application several timesPerform a mock site reviewColossal cleaningAlert duty personnel and explain the process and the likelihood they will be interviewedHave key people on site for the duration of the review:Management StaffMedical DirectorShift Supervisors
31. Getting Ready for the On-Site ReviewDesignate a person to be team “guide”Have documentation current and accessibleRelaxYou’ve done the hard workYou have a great teamYou have pride and confidence in your service
32. Getting Ready for the On-Site ReviewPre-ArrivalTeam leader will contact site the night beforeMake sure the team has clear directions to your siteHave key people there to meet the teamLeadership/Management Medical DirectorShift Supervisors
33. Getting Ready for the On-Site ReviewPre-ArrivalProvide a private, secure work area for the reviewersBe prepared to give a brief presentation about your organizationProvide drivers and guides to other facilities
34. Site Review – Day 1Introductions and opening meetingRepresentatives of your organization describe your operationCAAS team will provide overview of CAAS and review schedulePlan a brief tour of main facilityReviewers will get to work- you can resume “normal” operationsTeam will request documents, access to departments and personnel, or transport to other facilities as neededEnd of day meetingIdentify any issues or concernsPlan day two schedule
35. Site Review – Day 2Team will finish review of documents, interviews and toursReviewers may request to ride along with ambulancesMid- day progress reportThey will conduct a formal end of review meeting
36. Do’s…Have management/key personnel available to reviewersProvide a private work areaProvide coffee/soft Drinks/snacksAnswer reviewer questions honestlyHave all documents available for review team
37. And Don'ts…Don’t buy meals for the reviewersDon’t socialize with the reviewersDon’t hide or conceal informationDon’t stand over their shouldersDon’t ask them if you’ve passed
38. After the On-Site ReviewTeam Leader compiles report and sends it to CAAS for final formattingReport Is returned to reviewers for approvalReport sent to agency for additional comment periodReview of report and action from the Panel of Commissioners
39. Possible Action from the Panel of CommissionersThree-Year AccreditationOne-Year AccreditationDenial
40. AppealsAgency may communicate their response to any action or reportMust provide documentation to back up any appealThe appeal will be judged against the standards
41. Reporting Changes Once You Are Accredited You Will Need to Communicate Any Significant Changes to CAASWhen agency is acquired by, or merges with another agencyAny change in the size or scope of serviceNew or expanding operationsMajor restructuring of operations or personnelMajor policy changes
42. Re-AccreditationSame criteria as initial accreditationSame fee structureApplication and documentation materials due 6 MONTHS prior to expiration dateExpect that CAAS will look closely at all previous deficienciesIncreased emphasis on outcomes and results for continuous improvement initatives
43. Your Ongoing ResourcesCAAS Staff1-847-657-6828CAAS Helpline 1-877-457-CAAS (2227)CAAS Websitewww.caas.org Agency NetworkingAccredited AgenciesSeminar Attendees
44. Questions ?