Assisted Living Survey Tips
By Heidi LaMeyer, RN, LALD - Regional Director of Assisted Living - MN
Assisted living facilities must meet certain standards set by the Minnesota Department of Health (MDH) to ensure that they are providing high-quality care. Regular surveys are conducted to assess the facility's compliance with state regulations. As a caregiver or staff member, it is essential to be prepared for these surveys to ensure that they run as smoothly as possible. Here are some tips for making the survey process as efficient as possible:
Welcome the survey team and check for identification. This will help ensure the safety and security of your facility.
Offer refreshments to the survey team. This simple gesture can help set a positive tone for the visit and make the surveyors feel welcome.
Escort the survey team to a quiet work area that is not in resident or nursing space. This ensures that the survey team can work efficiently and without distractions, making their visit more productive.
Ensure the Survey Readiness Binder is up-to-date and ready to be handed over to the survey team. This binder contains all the necessary information about the facility's policies, procedures, and resident care, ensuring that the survey team has access to all the necessary information, making their job easier and more efficient.
Ensure frontline staff knows where the Survey Readiness Binder is kept and can gather it for the survey team if needed. This ensures that everyone knows where the binder is kept to avoid delays or confusion during the survey process.
Inform the onsite team that MDH has entered for the survey. It is essential to keep all staff members informed and updated throughout the survey process, ensuring that everyone is on the same page and can work together to make the survey process as smooth as possible.
Assign a team lead who will be in charge of coordinating and managing the survey process. This ensures that everything runs smoothly, and the team can work together to make the survey process as efficient as possible.
Ensure there is enough nursing help to maintain day-to-day operations when the MDH survey team is in the building. Adequate staffing ensures that the residents receive the care they need without any interruptions.
Be prompt in responses to requests from the surveyors. This helps to ensure that the survey team can complete their work efficiently and helps to build a positive relationship with the surveyors.
Be precise with responses and dig deeper to find information that will assist in resolving any questions of the survey team. This ensures that the surveyors have accurate information and can make informed decisions about the facility's compliance with state regulations.
Be aware and mindful of the process. Understand the next steps in the survey process, ask questions about progress, and don't be afraid to ask for clarification on what they are looking for.
Support your onsite team by holding start of day/end of day stand-up meetings to regroup and support the team. This helps ensure that everyone is on the same page and can work together to make the survey process as efficient as possible.
Leadership should remain on site during the survey process. This shows a commitment to the survey process and ensures that leadership is available to answer any questions the survey team may have.
During the exit interview, take good notes on the findings. This will help you start your plan of correction right away.
Try not to internalize the comments or findings. Stay calm and take deep breaths. Remember that the goal of the survey is to improve the quality of care provided to the residents of the facility.
In conclusion, by following these tips, you can make the survey process as efficient and smooth as possible. By being prepared, welcoming, and responsive to the survey team, you can demonstrate your commitment to providing high-quality care to the residents of your assisted living facility.