1. MASTERING THE PROCESS Helpful Hints for Inspectors Edgar H. Pierce, Jr. MD Regional Commissioner Mid-Central Region 13

2. THE ASSIGNMENT WelcomeWelcome It UseUse It PlanPlan For It MASTERING THE PROCESS

3. THE PACKET ExpectExpect It OpenOpen It ExamineExamine It OrganizeOrganize With It DistributeDistribute It MASTERING THE PROCESS

4. MESSAGE TO THE LABORATORY Reapplication Sent 150 Days Before AnniversaryReapplication Sent 150 Days Before Anniversary Return Reapplication in 35 DaysReturn Reapplication in 35 Days When You Send the Application…...When You Send the Application…... MASTERING THE PROCESS They Will Come!!

5. MESSAGE FROM THE CAP TO THE INSPECTOR Mailed When Application is CompleteMailed When Application is Complete When You Get the Packet …….When You Get the Packet ……. MASTERING THE PROCESS They Are Ready!!

6. INSPECTION DATE (30 Days Before Anniversary) Team ConvenienceTeam Convenience Make the CallMake the Call Write a NoteWrite a Note Turn in Your Date (1-800-323-4040 option 2)Turn in Your Date (1-800-323-4040 option 2) MASTERING THE PROCESS

7. THE TEAM MEMBERS Pick ThemPick Them Augment ThemAugment Them Supply ThemSupply Them Meet With ThemMeet With Them Rely On ThemRely On Them Plan For ThemPlan For Them Thank ThemThank Them MASTERING THE PROCESS

8. TRAVEL ARRANGEMENTS Ask the Locals For AdviceAsk the Locals For Advice Decide on Convenient Mode of TransportationDecide on Convenient Mode of Transportation Call The CAP Travel Office (1-800-323-4040 X 7800)Call The CAP Travel Office (1-800-323-4040 X 7800) Keep Your ReceiptsKeep Your Receipts Watch Your ExpensesWatch Your Expenses MASTERING THE PROCESS

9. THE SCHEDULE Time - Where Does It GoTime - Where Does It Go Allow Plenty for Travel & MealsAllow Plenty for Travel & Meals Get an Early Start at the LabGet an Early Start at the Lab Finish at a Reasonable HourFinish at a Reasonable Hour MASTERING THE PROCESS

10. INSPECTORS Know Your SectionKnow Your Section Review Your Checklist - TwiceReview Your Checklist - Twice Review the CommentaryReview the Commentary MASTERING THE PROCESS

11. INSPECTORS FIND IN THE PACKET FIND IN THE PACKET The Extent of ServiceThe Extent of Service Size & Complexity of SectionSize & Complexity of Section Previous DeficienciesPrevious Deficiencies MASTERING THE PROCESS

12. INSPECTORS Relax (you will do fine)Relax (you will do fine) Remember this is a peer review process that is educational to all Remember this is a peer review process that is educational to all MASTERING THE PROCESS

13. THE BIG DAY Show Up PromptlyShow Up Promptly Smile (this is fun)Smile (this is fun) Do the IntroductionsDo the Introductions Go To Your SectionsGo To Your Sections MASTERING THE PROCESS

14. TEAM LEADER Fill-In the Medical DirectorFill-In the Medical Director Make an Appointment With AdministrationMake an Appointment With Administration Make an Appointment With Chief of StaffMake an Appointment With Chief of Staff Do Your Section -Do Your Section - MASTERING THE PROCESS

15. WATCH YOUR PACE A Large Section by NoonA Large Section by Noon Confer at LunchConfer at Lunch Small Sections in PMSmall Sections in PM Questions During Pre-summationQuestions During Pre-summation MASTERING THE PROCESS

16. IN THE LAB Follow The SpecimenFollow The Specimen See The Written ProcessSee The Written Process See It In ActionSee It In Action Stay On TaskStay On Task MASTERING THE PROCESS

17. LOOK, ASK, CHECK, COMPARE Look Around At The BenchLook Around At The Bench Ask Open Ended QuestionsAsk Open Ended Questions Check Cupboards, Refrigerators, Sinks & ShelvesCheck Cupboards, Refrigerators, Sinks & Shelves Compare What You See With The ManualCompare What You See With The Manual Ask Specifics When Something Is MissingAsk Specifics When Something Is Missing MASTERING THE PROCESS

18. STAND IN THEIR SHOES - BE THEM! Stand Or Sit Where They WorkStand Or Sit Where They Work Where Would The QC Records Be?Where Would The QC Records Be? Where Would The Maintenance Records Be?Where Would The Maintenance Records Be? Do You See What You Need To Work At This Station?Do You See What You Need To Work At This Station? MASTERING THE PROCESS

19. EXCHANGE IDEAS Make Observations That May Help ThemMake Observations That May Help Them Ask For Copies Of Good MaterialAsk For Copies Of Good Material Avoid “Making It Your Way”Avoid “Making It Your Way” Be Open & ReceptiveBe Open & Receptive MASTERING THE PROCESS

20. DEFICIENCIES Immediate FixesImmediate Fixes Allow Them Systemic ProblemsSystemic Problems Look for Them Document The ReasonDocument The Reason MASTERING THE PROCESS

21. DEFICIENCIES Be CarefulBe Careful Be SureBe Sure Be FairBe Fair MASTERING THE PROCESS

22. TELL THEM NOW! Let Them RespondLet Them Respond Let Them Do It Their WayLet Them Do It Their Way Let Them Fix The Isolated IncidentalLet Them Fix The Isolated Incidental Record The Reasons For DeficienciesRecord The Reasons For Deficiencies MASTERING THE PROCESS

23. PRE-SUMMATION CONFERENCE Review Checklist AgainReview Checklist Again Confer For Systemic ProblemsConfer For Systemic Problems Clear Up QuestionsClear Up Questions Make Sure You Record What Was Wrong (so they know what to address)Make Sure You Record What Was Wrong (so they know what to address) Relax (you’ve done a good job)Relax (you’ve done a good job) MASTERING THE PROCESS

24. SUMMATION CONFERENCE Thank ThemThank Them Compliment ThemCompliment Them Report Your FindingsReport Your Findings Listen To RebuttalListen To Rebuttal Defer To Team LeaderDefer To Team Leader MASTERING THE PROCESS

25. INSPECTION SUMMATION REPORT Team Leader CompletesTeam Leader Completes Medical Director SignsMedical Director Signs Leave a Copy of DeficienciesLeave a Copy of Deficiencies Tell Them To Respond Within 30 Days (they will receive nothing further or “official” from the College)Tell Them To Respond Within 30 Days (they will receive nothing further or “official” from the College) MASTERING THE PROCESS

26. COMPLETE THE PROCESS Discard ChecklistsDiscard Checklists Fill Out Expense FormsFill Out Expense Forms Mail Back The PacketMail Back The Packet MASTERING THE PROCESS

27. THE ACCREDITATION Packet Arrives at LAP (within 5 days)Packet Arrives at LAP (within 5 days) Responses Received (within 30 days)Responses Received (within 30 days) Data Entry Into ScoresData Entry Into Scores Technical ReviewTechnical Review Commissioner Review (within 120 days)Commissioner Review (within 120 days) MASTERING THE PROCESS