Sample Site Visit Schedule
The Site Visit Team must accomplish these tasks:
- tour the facility
- decide upon and review key documents and charts as needed
- interview the stakeholders
- conduct the Exit Conference
Tips for creating your own Tentative Schedule.
Timing and scheduling
- Consider the arrival and departure time of CABC representative(s) for your particular Site Visit.
- Consider religious holidays of interviewees when scheduling interviews.
- The site visit team will work until the site visit is complete, including late in the evening. The site visit may take more or less time than anticipated, and schedules should be flexible to accommodate this.
- The site visitor will need to work through lunches. Please arrange to bring food in so that they do not have to stop to go out for lunch.
Preparation for a smooth process
- Have all documents in the Document Checklist (found in the Accreditation manual) in the same order as the standards to which they apply, in one room for the site visitor to review.
- Have someone ready to pull the requested records while the site visitor tours the birth center.
- If your birth center employs birth assistants, be sure to include one interview with a birth assistant in the schedule.
- The hospital administrator interviewed may be an RN as long as this person functions in an administrative capacity. The administrator should be someone who is in a position to know:
- The ease, technical outcomes, and quality of transfers to the hospital
- The frequency, content, and quality of communication between the birth center and hospital
- The overall quality of the relationship between the birth center and hospital
- Interviews may be conducted by phone or in person, at the convenience of the person being interviewed.
- In order to maximize the site visitor’s time, please limit the number of interviews to those that are essential. If you are uncertain whom to schedule for interviews, check with the CABC office prior to your site visit.
SAMPLE Tentative Site Visit Schedule
Please remember that this is flexible (Depending on how long the site visit work requires. Do NOT plan anything else during your site visit and avoid being on-call if possible.)
9:00 AM – 6:00 PM
- Arrive at Birth Center
- Request birth log to pick out chart review (Charts can be pulled while the site visitor is touring birth center)
- Tour of Birth Center
- Working lunch in birth center
- Interview anyone not available on other days
- Begin chart reviews*
9:00 AM – 10:30 AM : Interviews (15 minutes each interview)
- Birth center administrative director
- Birth center financial advisor
- Collaborative obstetrician or pediatrician
- One (1) birth assistant (if employed by the birth center)
- Administrator of the collaborative hospital (may be an RN as long as this person functions in an administrative capacity and is considered an administrator)
10:30 – 6:00 PM
- Continue chart reviews* (Request and review additional charts as needed)
- Working lunch in birth center
- Review documents to support the Standards, clinical records, and supplementary materials (Have all documents organized by standards in one room for the site visitor to review).
- Begin personnel file reviews*
- 9:00 AM – 11:00 AM Finish review of all documents
- 11:00 AM – 1:00 PM Physical check of birth center for deficiencies
- 1:00 PM – 3:00 PM Prepare for exit conference
- 3:00 PM – 5:00 PM Exit conference
* – A clinical care provider, preferably the Clinical Director, must be available during all chart review to facilitate access to records and discuss any issues found in the health record.
** – An administrator, preferably the Administrative Director, must be available during all chart review to facilitate access to records and discuss any issues found in the personnel files.