CHECKLIST FOR HOSPITAL COACHING VISIT

BEFORE THE VISIT

  • Set the appointment for the visit with the focalpointat the hospital
  • Organize for transportation
  • Ask the focal point to send you data and needed documents before the visit to have a chance to review them
  • Prepare your notebook and needed documents (report of the previous visit, indicators, workplan, … etc)

DURING THE VISIT

  • Set the mobile to silent mode
  • Arrive on time
  • Introduce yourself to the team if they have not met you before
  • Do your best to have a quick constructive visit
  • State the aim of the visit
  • Make notes in a notepad or notebook
  • Pay attention to all what the team members mention and explain
  • Review the rates of collected indicators and compare with previous months, praise progress
  • Check if the team displays data/rates in wards (e.g., using run charts) and encourage to divide by profession
  • With team, review available checklists to indicators used at the hospital
  • Check with the team that each change they worked on was tested per the Plan-Do-Study-Act (PDSA) cycle
  • If the team has weakness in using PDSA, provide just-in-time trainingwith them on a topic they select
  • Analyze the team’s operation and productivity (itsstrengths, weaknesses, and needs for assistance)
  • If the team is at a standstill, attempt to understand whyand help them by a demonstration (begin the exercise with the team)
  • Ask about QC meetings regularity and review documented meetings they prepared
  • Physically check the achievements the site claims to have accomplished (rooms, lab.. etc.)
  • During the round to the hospital wards where the team focusses work in, note cleanliness, organization ofspace, functionality and use of the materials/equipment
  • Be positive, don’t focus on weaknesses and don’t face team with their mistakes (if any)
  • Praise the team for all positive changes they are working on, be constructive and provide positive feedback
  • With the team, prepare the wrap-up for the visit(strengths, points to be improved, actions to be carried outand by whom, and the time frame)
  • Identify what needs to be addressed at the next visit (list the main issues here)
  • Give feedback to the team, and to the managers if theyare not part of the team, and thank them for their time and participation
  • Plan the next coaching visit appointment

AFTER THE VISIT

  • Draft a visit report using the format that was selected
  • Update the site data, including changes and indicator results in the databases of computers and filing cabinets (share folder)
  • Make a report to the other staff members
  • Follow up on all raised questions and needs by the team and get back with answers within a week after the visit

Coaching visit checklist. Applying Science to Strengthen and Improve System (ASSIST) Project, 2017