[LHDAccreditation] Response to: Some questions about ramping up for a site visit
Razzano Joey W
joey.w.razzano at state.or.us
Thu Dec 6 11:47:48 PST 2018
From: Andrea Krause <KrauseAK at jacksoncounty.org>
Sent: Thursday, December 6, 2018 11:41 AM
To: Razzano Joey W <JOEY.W.RAZZANO at dhsoha.state.or.us>
Subject: FW: [LHDAccreditation] Some questions about ramping up for a site visit
Hi Joey,
I wanted to forward my replies to Valeree/Amber to you so you can get this out to the whole group, either through posting on GovSpace or posting to the listserv (for some reason my replies only went to individuals)
Andrea
From: Andrea Krause
Sent: Monday, November 26, 2018 2:45 PM
To: 'Amber.ROCHE at co.lane.or.us' <Amber.ROCHE at co.lane.or.us<mailto:Amber.ROCHE at co.lane.or.us>>
Subject: [LHDAccreditation] Some questions about ramping up for a site visit
Hi Amber,
Here is my response to Valeree from Klamath regarding the site visit. I'm not sure why it didn't reply back to the entire listserv.
Let me know if you have any questions.
Andrea
Andrea Krause, DVM MS MPH
Accreditation Coordinator
Jackson County Health and Human Services
140 S. Holly Street
Medford, OR 97501
Phone: 541-774-3852
[cid:image001.png at 01D2DBB8.27B1E100]
From: Andrea Krause
Sent: Thursday, November 15, 2018 9:38 AM
To: 'Valeree Lane' <vlane at klamathcounty.org<mailto:vlane at klamathcounty.org>>
Subject: RE: [LHDAccreditation] Some questions about ramping up for a site visit
Hi Valeree,
My responses are posted below. Attached are examples of some of the preparation documents I mention.
Andrea
Andrea Krause, DVM MS MPH
Accreditation Coordinator
Jackson County Health and Human Services
140 S. Holly Street
Medford, OR 97501
Phone: 541-774-3852
[cid:image001.png at 01D2DBB8.27B1E100]
From: LHDAccreditation [mailto:lhdaccreditation-bounces at listsmart.osl.state.or.us] On Behalf Of Valeree Lane
Sent: Tuesday, October 23, 2018 8:18 AM
To: Razzano Joey W <joey.w.razzano at state.or.us<mailto:joey.w.razzano at state.or.us>>; lhdaccreditation at listsmart.osl.state.or.us<mailto:lhdaccreditation at listsmart.osl.state.or.us>
Subject: EXT: [LHDAccreditation] Some questions about ramping up for a site visit
Good morning, everyone. Klamath County has its site visit the first week of December. We are interested in the experience of other counties. Here are our questions:
1. Did you have pre-site visit reopened items? If so, how many?
We had 33 measures reopened and an additional 8 questions to answer in response to the pre-site visit review. If your visit is the first week of December, you should have been informed of any items that you need to respond to by now.
1. Did you have post-site visit reopened items? If so, how many?
I think we only had 2 or 3. Pretty much just those you can expect - budget and organizational chart - and maybe one other. This did not turn out to be a big deal with our site visit
1. How did you prepare your colleagues for the site visit?
There were different approaches to preparation for different audiences/level of participation in the site visit and overall Accreditation process. Those that were on the Accreditation Committee (and therefore were Domains Leads and intensively involved in documentation) had the most involved preparation.
* Accreditation Committee
* As a group we performed a self-assessment. We reviewed all our submitted documentation against the Standards and Measures and assigned ourselves Fully, Largely, Slightly, or Does Not Demonstrate. We also generated a list of strengths and weaknesses within each Domain.
* I used this information to create "study guides" for each Domain. These were given to the Domain Leads to be used as a basis for Domain Lead prep
* Domain Leads were asked to review the study guide and the Standards & Measures in their Domain and come up with:
* A list of key processes associated with the Domain
* A list of potential questions from site visitors
* A list of key talking points/messages for that Domain (making sure to highlight our strengths)
* I used the materials generated by the Domain Leads to create Domain summary sheets
* We also had a mock site visit session for Domain 11 (as everyone could relate to the content of this domain) with a local person (not in our department) who serves as a site visitor
* All health department staff participating in site visit interviews/sessions
* Everyone got a binder containing the Domain summary sheets, measure narratives, and document descriptions relevant to the sessions they would be participating in. They were asked to be familiar with the talking points for that Domain and what documentation had been submitted that was relevant to their work. I opted not to print out the documents themselves to save paper and instead had a laptop in each session so participants could look at the documents electronically if they needed to in the session. Participants could print submitted documentation on their own if they felt they needed it for their own preparation
* There was also a handout that I created on general interview session tips included in each binder
* Any staff who were participating in the site visit but had not been on the Accreditation Committee also had a just-in-time training presentation from me about what to expect
* All health department staff
* Given a general informational handout
* Presentation given at an all-staff meeting
* County Commissioner and public health advisory board
* Jackson had a one-on-one meeting with our County Commissioner liaison who was the only commissioner who participated in our governing entity session
* Jackson also gave a presentation to our advisory board
* Our Commissioner and our advisory board chair (who directly participated in the governing entity session) each got handouts about (1) what to expect in the governing entity session specifically and (2) general tips
* Community Partner session participants
* Got a handout about what to expect from their session
* I handled calls and/or e-mails from any partners who had questions
1. What was your overall impression of the site visit experience?
It is a blur. It went by really fast. For us, honestly, it was something to get through. I know some have found it to be a really valuable part of their experience, but for us, the self-evaluation and self-study through the whole documentation and site visit preparation process was much more informative in terms of being able to identify strengths and weaknesses, etc. I didn't find our site visit report to be a useful document for the most part, other than it let us know why (sometimes) we were scored the way we were. There were several things that they just got totally wrong about us.
1. What was the best part?
The closing session. It is SUPER short, but I appreciated the chance to get some insight into their impressions of us and other staff who attended commented that hearing what the site visitors had to say made them feel proud of us and our department.
1. What do you wish had been better?
Hard to say. I wish I would have better understood that the Strategic Plan, CHA, and CHIP would still be discussed (sometimes extensively) in the Domain 1 and 5 sessions even though they had already had their own sessions. I might have assigned staff participating in those sessions differently. Overall, I wish we wouldn't have had to run three sessions simultaneously; it was really hard to always have the right people in the room as certain people couldn't be two places at once.
1. Do you have a tip to share with another site soon to be visited?
Our site visitors did not interact with anyone who was not specifically a part of a session. They didn't ask any other staff random questions on their tour. So there wasn't any need to excessively prep staff not participating in a session.
I was glad that I didn't print out all the documentation. I don't think anyone in any of our sessions needed to reference a document during the session. The questions we got were mostly if not exclusively focused on general process and how we approach things, not on the specific examples or documents themselves.
I did arrange to have note takers in all our sessions because I had heard from others that this was useful. If I had to go back, I don't think I would have bothered with this.
Expect the unexpected to come up and be willing to go with the flow. We had our head site visitor get stuck in San Francisco and have to rent a car and miss half of the first day. Our Accreditation Specialist wasn't able to make it to the visit and had to Skype into sessions. We had one site visitor who just didn't seem to be able to comprehend anything we told them. No way to prep for it. Just try to take it in stride.
Getting through the site visit is a big deal. Have a plan to celebrate this milestone.
Thanks. Have a great day.
[email sig]
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