Q&A: Key roles postnotification of survey (part III)

Q: Which staff members should I give notice to once we know when our survey will take place?

A: Notification of certain staff members can boost your survey experience. Have a plan prepared ahead of time for notifying key individuals, including:

• Environmental services: This department needs to ensure that the selected room is clean and that trash and other items are removed on a regular basis.
• Medical records: With the advent of seeking closed record reviews as an option for surveyors, the medical records department needs to be informed of such requests so that they can produce these records on a timely basis. Typical records requested are those for would care, restraints, and invasive procedures.
• All department heads: When the survey is announced, take a tour through your department and look at it through the eyes of the surveyor. Remove clutter from desktops, store equipment out of the hallways, and ensure that medical gas shutoff valves and fire pulls are not obstructed, doors are not propped open, and medication rooms are locked. Remind staff members to carry on with patient care as usual. Ensure that all employees present are wearing their name badges and that the badges are prominently displayed.

Editor’s Note: Do you have a question about clarifying RFIs, policy management, or survey-prep for our experts? E-mail your queries to Jaclyn Zagami at jzagami@hcpro.com and receive one-on-one advice from our experienced advisory board. Submit a question and our credible sources will provide you with a timely answer.