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<p class="MsoNormal"><b>From:</b> Andrea Krause <KrauseAK@jacksoncounty.org> <br>
<b>Sent:</b> Thursday, December 6, 2018 11:41 AM<br>
<b>To:</b> Razzano Joey W <JOEY.W.RAZZANO@dhsoha.state.or.us><br>
<b>Subject:</b> FW: [LHDAccreditation] Some questions about ramping up for a site visit<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="color:#1F497D">Hi Joey,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">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)<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Andrea<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b>From:</b> Andrea Krause <br>
<b>Sent:</b> Monday, November 26, 2018 2:45 PM<br>
<b>To:</b> 'Amber.ROCHE@co.lane.or.us' <<a href="mailto:Amber.ROCHE@co.lane.or.us">Amber.ROCHE@co.lane.or.us</a>><br>
<b>Subject:</b> [LHDAccreditation] Some questions about ramping up for a site visit<o:p></o:p></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="color:#1F497D">Hi Amber,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">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.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Let me know if you have any questions.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt;font-family:"Lucida Handwriting";color:#1F497D">Andrea
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Harlow Solid Italic";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Andrea Krause, DVM MS MPH<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Accreditation Coordinator<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Jackson County Health and Human Services<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">140 S. Holly Street<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Medford, OR 97501<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Phone: 541-774-3852<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><img border="0" width="148" height="148" style="width:1.5416in;height:1.5416in" id="_x0000_i1025" src="cid:image002.png@01D47CBE.928CF9D0" alt="cid:image001.png@01D2DBB8.27B1E100"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b>From:</b> Andrea Krause <br>
<b>Sent:</b> Thursday, November 15, 2018 9:38 AM<br>
<b>To:</b> 'Valeree Lane' <<a href="mailto:vlane@klamathcounty.org">vlane@klamathcounty.org</a>><br>
<b>Subject:</b> RE: [LHDAccreditation] Some questions about ramping up for a site visit<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="color:#1F497D">Hi Valeree,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">My responses are posted below. Attached are examples of some of the preparation documents I mention.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt;font-family:"Lucida Handwriting";color:#1F497D">Andrea
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Harlow Solid Italic";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Andrea Krause, DVM MS MPH<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Accreditation Coordinator<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Jackson County Health and Human Services<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">140 S. Holly Street<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Medford, OR 97501<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Phone: 541-774-3852<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><img border="0" width="148" height="148" style="width:1.5416in;height:1.5416in" id="_x0000_i1026" src="cid:image002.png@01D47CBE.928CF9D0" alt="cid:image001.png@01D2DBB8.27B1E100"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b>From:</b> LHDAccreditation [<a href="mailto:lhdaccreditation-bounces@listsmart.osl.state.or.us">mailto:lhdaccreditation-bounces@listsmart.osl.state.or.us</a>]
<b>On Behalf Of </b>Valeree Lane<br>
<b>Sent:</b> Tuesday, October 23, 2018 8:18 AM<br>
<b>To:</b> Razzano Joey W <<a href="mailto:joey.w.razzano@state.or.us">joey.w.razzano@state.or.us</a>>;
<a href="mailto:lhdaccreditation@listsmart.osl.state.or.us">lhdaccreditation@listsmart.osl.state.or.us</a><br>
<b>Subject:</b> EXT: [LHDAccreditation] Some questions about ramping up for a site visit<o:p></o:p></p>
</div>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="color:#1F497D">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:<o:p></o:p></span></p>
<ol style="margin-top:0in" start="1" type="1">
<li class="MsoListParagraph" style="color:#1F497D;margin-left:0in;mso-list:l1 level1 lfo2">
Did you have pre-site visit reopened items? If so, how many?<o:p></o:p></li></ol>
<p class="MsoNormal" style="margin-left:.5in"><span style="color:#843C0C">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.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.25in"><span style="color:#1F497D"><o:p> </o:p></span></p>
<ol style="margin-top:0in" start="2" type="1">
<li class="MsoListParagraph" style="color:#1F497D;margin-left:0in;mso-list:l1 level1 lfo2">
Did you have post-site visit reopened items? If so, how many?<o:p></o:p></li></ol>
<p class="MsoNormal" style="margin-left:.5in"><span style="color:#843C0C">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<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="color:#843C0C"><o:p> </o:p></span></p>
<ol style="margin-top:0in" start="3" type="1">
<li class="MsoListParagraph" style="color:#1F497D;margin-left:0in;mso-list:l1 level1 lfo2">
How did you prepare your colleagues for the site visit?<o:p></o:p></li></ol>
<p class="MsoNormal" style="margin-left:.5in"><span style="color:#843C0C">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.<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="color:#843C0C;mso-list:l0 level1 lfo4">Accreditation Committee<o:p></o:p>
<ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="color:#843C0C;mso-list:l0 level2 lfo4">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.<o:p></o:p></li><li class="MsoListParagraph" style="color:#843C0C;mso-list:l0 level2 lfo4">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<o:p></o:p></li><li class="MsoListParagraph" style="color:#843C0C;mso-list:l0 level2 lfo4">Domain Leads were asked to review the study guide and the Standards & Measures in their Domain and come up with:<o:p></o:p>
<ul style="margin-top:0in" type="square">
<li class="MsoListParagraph" style="color:#843C0C;mso-list:l0 level3 lfo4">A list of key processes associated with the Domain<o:p></o:p></li><li class="MsoListParagraph" style="color:#843C0C;mso-list:l0 level3 lfo4">A list of potential questions from site visitors<o:p></o:p></li><li class="MsoListParagraph" style="color:#843C0C;mso-list:l0 level3 lfo4">A list of key talking points/messages for that Domain (making sure to highlight our strengths)<o:p></o:p></li></ul>
</li><li class="MsoListParagraph" style="color:#843C0C;mso-list:l0 level2 lfo4">I used the materials generated by the Domain Leads to create Domain summary sheets<o:p></o:p></li><li class="MsoListParagraph" style="color:#843C0C;mso-list:l0 level2 lfo4">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<o:p></o:p></li></ul>
</li><li class="MsoListParagraph" style="color:#843C0C;mso-list:l0 level1 lfo4">All health department staff participating in site visit interviews/sessions<o:p></o:p>
<ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="color:#843C0C;mso-list:l0 level2 lfo4">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<o:p></o:p></li><li class="MsoListParagraph" style="color:#843C0C;mso-list:l0 level2 lfo4">There was also a handout that I created on general interview session tips included in each binder<o:p></o:p></li><li class="MsoListParagraph" style="color:#843C0C;mso-list:l0 level2 lfo4">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<o:p></o:p></li></ul>
</li><li class="MsoListParagraph" style="color:#843C0C;mso-list:l0 level1 lfo4">All health department staff<o:p></o:p>
<ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="color:#843C0C;mso-list:l0 level2 lfo4">Given a general informational handout
<o:p></o:p></li><li class="MsoListParagraph" style="color:#843C0C;mso-list:l0 level2 lfo4">Presentation given at an all-staff meeting<o:p></o:p></li></ul>
</li><li class="MsoListParagraph" style="color:#843C0C;mso-list:l0 level1 lfo4">County Commissioner and public health advisory board<o:p></o:p>
<ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="color:#843C0C;mso-list:l0 level2 lfo4">Jackson had a one-on-one meeting with our County Commissioner liaison who was the only commissioner who participated in our governing entity session<o:p></o:p></li><li class="MsoListParagraph" style="color:#843C0C;mso-list:l0 level2 lfo4">Jackson also gave a presentation to our advisory board<o:p></o:p></li><li class="MsoListParagraph" style="color:#843C0C;mso-list:l0 level2 lfo4">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 <o:p></o:p></li></ul>
</li><li class="MsoListParagraph" style="color:#843C0C;mso-list:l0 level1 lfo4">Community Partner session participants<o:p></o:p>
<ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="color:#843C0C;mso-list:l0 level2 lfo4">Got a handout about what to expect from their session<o:p></o:p></li><li class="MsoListParagraph" style="color:#843C0C;mso-list:l0 level2 lfo4">I handled calls and/or e-mails from any partners who had questions
<o:p></o:p></li></ul>
</li></ul>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<ol style="margin-top:0in" start="4" type="1">
<li class="MsoListParagraph" style="color:#1F497D;margin-left:0in;mso-list:l1 level1 lfo2">
What was your overall impression of the site visit experience?<o:p></o:p></li></ol>
<p class="MsoNormal" style="margin-left:.5in"><span style="color:#843C0C">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.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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What was the best part?<o:p></o:p></li></ol>
<p class="MsoNormal" style="margin-left:.5in"><span style="color:#843C0C">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.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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What do you wish had been better?<o:p></o:p></li></ol>
<p class="MsoNormal" style="margin-left:.5in"><span style="color:#843C0C">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</span><span style="color:#1F497D">
</span><span style="color:#843C0C">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.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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Do you have a tip to share with another site soon to be visited?<o:p></o:p></li></ol>
<p class="MsoNormal" style="margin-left:.5in"><span style="color:#843C0C">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.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="color:#843C0C"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="color:#843C0C">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.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="color:#843C0C"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="color:#843C0C">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.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="color:#843C0C"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="color:#843C0C">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.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="color:#843C0C"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="color:#843C0C">Getting through the site visit is a big deal. Have a plan to celebrate this milestone.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Thanks. Have a great day.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><img border="0" width="319" height="153" style="width:3.3229in;height:1.5937in" id="Picture_x0020_1" src="cid:image003.png@01D47CBE.928CF9D0" alt="email sig"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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