Category 1.0 General Policies

Topic: / 1.11Site Surveyor Profile
Purpose: / To provide consistency in selection and training of individuals conducting site surveys for accreditation of medical assisting programs
Policy:
I. / Surveyors must:
  1. Meet Professional Qualifications

1.Educator
  1. Employed as an educator in a Commission on Accreditation of Allied Health Education Programs (CAAHEP)accredited medical assisting program, at least 30% of a full time contract

  1. At least two years’ experience, full or part time, as a medical assisting program

  1. Formal training in curriculum and instruction

  1. Successful completion of Surveyor Training Workshop under current CAAHEP Standards

  1. Minimum of an Associate Degree

  1. Current NCCA recognized medical assisting credential, CMA (AAMA) preferred

  1. Active member of American Association of Medical Assistants (AAMA) (preferred

2.Practitioner
  1. Currently practicing in a health care field, a minimum of 20 hours per week

  1. Graduate of a CAAHEP accredited medical assisting program

  1. Current NCCA recognized medical assisting credential, CMA (AAMA) preferred

  1. Successful completion of Surveyor Training Workshop under current CAAHEPStandards

  1. Experience with CAAHEP medical assistant education such as faculty, practicum preceptor, or member of advisory committee

  1. Active member of the American Association of Medical Assistants (AAMA) preferred Active member of the American Association of Medical Assistants (AAMA) preferred

3.Dean/Administrator
  1. Employed by an educational institution having a CAAHEP accredited medical assisting program

  1. Experience with CAAHEP or other educational accreditation

  1. Successful completion of Surveyor Training Workshop under current CAAHEP Standards

4.Physician
  1. Holds an unrestricted license to practice medicine within the United States

  1. Eligible for membership in AMA

  1. Successful completion of Surveyor Training Workshop under current CAAHEP Standards

B.Meet required knowledge
  1. Competency-based education theory and performance

  1. Outcomes assessment

  1. Curriculum design and development

  1. Postsecondary educational institution processes and procedures

  1. Medical Assisting Education Review Board (MAERB) policies, procedures and standing rules

  1. Current CAAHEP policies and procedures

  1. Current CAAHEP accreditation actions, process and types

  1. Curriculum content and organization, including distance education

  1. General educational institution areas of function, 1.e. finance, records, learning resources, curriculum management for course content and practicum

  1. Current CAAHEPStandards and Guidelines for the Accreditation of Educational Programs in Medical Assisting

  1. Educational Competencies for the Medical Assistant (ECMA)

  1. Medical assisting program design

  1. Current medical assisting practices

  1. Current computer skills

Some items listed above will be included in CAAHEP Surveyor Test and MAERB Surveyor Workshop, and therefore may not be prior knowledge
C.Meet required personal attributes
  1. Effective communicator

  1. Punctuality

  1. Open-minded and objective

  1. Team player

  1. Professional image

  1. Task focused

II. / To continue as an active surveyor, the person must meet the requirements listed above and completed a site visit within the last two years.
III. / Ifan active surveyor is no longer employed or has not been employed within the last five years, the individual must:
  1. Document 12 continuing education credits related to medical assisting or medical assisting education every year.
  2. Agree to participate in at least one survey every two years, and
  3. Satisfactorily complete a surveyor workshop of the current CAAHEP Standards

IV. / If a surveyor in some other way, does not meet the criteria of policy, Part A, with regards to professional qualifications, the individual will no longer be considered an active surveyor.

Adopted:March 2000

Last Revised: May 2012

Topic: / 1.11Site Surveyor Profile
Procedure:
I. / The Accreditation Department will post applications for scheduled workshops on
II. / Applicants will complete the application completely and submit to the Accreditation Department with the following:
A.Educator
  1. Transcript documenting the minimum of an associate degree

  1. Documentation of current NCCA accredited medical assisting credential, if appropriate

  1. Letter describing compliance with knowledge and personal requirements and the reason(s) for desiring to become a surveyor

  1. Signed agreement to complete a minimum of one survey per year

B.Practitioner
  1. Transcript documenting graduation from a CAAHEP accredited medical assisting program

  1. Documentation of current NCCA accredited medical assisting credential, if appropriate

  1. Documentation of experience with CAAHEP medical assistant education such as faculty, practicum preceptor, or member of advisory committee

  1. Letter describing compliance with knowledge requirements and reason for desiring to become a surveyor

  1. Signed agreement to complete a minimum of one survey per year

C.Dean/Administrator
  1. Documentation of employment by an educational institution having a CAAHEP accredited medical assisting program

  1. Documentation of experience with CAAHEP or other educational accreditation

3.Signed agreement to complete a minimum of one survey per year
D.Physician
  1. Documentation of an unrestricted license to practice medicine within the United States

  1. Documentation of membership in AMA or eligibility for membership

  1. Signed agreement to complete a minimum of one survey per year

E.All applicants must:
  1. Successfully complete the CAAHEP Surveyor Quiz and submit documentation.

  1. Successfully complete the Surveyor Training Workshop, including being able to:

  1. Describe accreditation process

  1. Describe survey team member role

  1. Describe survey team coordinator role

  1. Arrange travel and other logistics for site visit

  1. Coordinate agenda for visit with team member/coordinator and program director

  1. Interpret and apply Standards and Guidelines

  1. Explain how to conduct the site visit

  1. Write the On-Site Survey Report

  1. Communicate effectively in handling potential problem areas

  1. List the steps of the exit interview

  1. Address conflict of interest policies

Topic: / 1.11Site Surveyor Profile
Procedure:
I. / The Accreditation Department will post applications for scheduled workshops on
II. / Applicants will complete the application completely and submit to the Accreditation Department with the following:
A.Educator
  1. Transcript documenting the minimum of an associate degree

  1. Documentation of current NCCA accredited medical assisting credential, if appropriate

  1. Letter describing compliance with knowledge and personal requirements and the reason(s) for desiring to become a surveyor

  1. Signed agreement to complete a minimum of one survey per year

B.Practitioner
  1. Transcript documenting graduation from a CAAHEP accredited medical assisting program

  1. Documentation of current NCCA accredited medical assisting credential, if appropriate

  1. Documentation of experience with CAAHEP medical assistant education such as faculty, practicum preceptor, or member of advisory committee

  1. Letter describing compliance with knowledge requirements and reason for desiring to become a surveyor

  1. Signed agreement to complete a minimum of one survey per year

C.Dean/Administrator
  1. Documentation of employment by an educational institution having a CAAHEP accredited medical assisting program

  1. Documentation of experience with CAAHEP or other educational accreditation

3.Signed agreement to complete a minimum of one survey per year
D.Physician
  1. Documentation of an unrestricted license to practice medicine within the United States

  1. Documentation of membership in AMA or eligibility for membership

  1. Signed agreement to complete a minimum of one survey per year

E.All applicants must:
  1. Successfully complete the CAAHEP Surveyor Quiz and submit documentation.

  1. Successfully complete the Surveyor Training Workshop, including being able to:

  1. Describe accreditation process

  1. Describe survey team member role

  1. Describe survey team coordinator role

  1. Arrange travel and other logistics for site visit

  1. Coordinate agenda for visit with team member/coordinator and program director

  1. Interpret and apply Standards and Guidelines

  1. Explain how to conduct the site visit

  1. Write the On-Site Survey Report

  1. Communicate effectively in handling potential problem areas

  1. List the steps of the exit interview

  1. Address conflict of interest policies

Topic: / 1.11Site Surveyor Profile
Procedure:
I. / The Accreditation Department will post applications for scheduled workshops on
II. / Applicants will complete the application completely and submit to the Accreditation Department with the following:
A.Educator
  1. Transcript documenting the minimum of an associate degree

  1. Documentation of current NCCA accredited medical assisting credential, if appropriate

  1. Letter describing compliance with knowledge and personal requirements and the reason(s) for desiring to become a surveyor

  1. Signed agreement to complete a minimum of one survey per year

B.Practitioner
  1. Transcript documenting graduation from a CAAHEP accredited medical assisting program

  1. Documentation of current NCCA accredited medical assisting credential, if appropriate

  1. Documentation of experience with CAAHEP medical assistant education such as faculty, practicum preceptor, or member of advisory committee

  1. Letter describing compliance with knowledge requirements and reason for desiring to become a surveyor

  1. Signed agreement to complete a minimum of one survey per year

C.Dean/Administrator
  1. Documentation of employment by an educational institution having a CAAHEP accredited medical assisting program

  1. Documentation of experience with CAAHEP or other educational accreditation

3.Signed agreement to complete a minimum of one survey per year
D.Physician
  1. Documentation of an unrestricted license to practice medicine within the United States

  1. Documentation of membership in AMA or eligibility for membership

  1. Signed agreement to complete a minimum of one survey per year

E.All applicants must:
  1. Successfully complete the CAAHEP Surveyor Quiz and submit documentation.

  1. Successfully complete the Surveyor Training Workshop, including being able to:

  1. Describe accreditation process

  1. Describe survey team member role

  1. Describe survey team coordinator role

  1. Arrange travel and other logistics for site visit

  1. Coordinate agenda for visit with team member/coordinator and program director

  1. Interpret and apply Standards and Guidelines

  1. Explain how to conduct the site visit

  1. Write the On-Site Survey Report

  1. Communicate effectively in handling potential problem areas

  1. List the steps of the exit interview

  1. Address conflict of interest policies

Topic: / 1.11Site Surveyor Profile
  1. Upon successful completion of the Surveyor Training Workshop:

  1. The new surveyor will sign the Surveyor Code of Ethics

  1. The new surveyors and employers will be notified of the successful completion and the obligation to complete at least one survey per year

F.Term of participation
  1. To maintain active status as a surveyor, the surveyor will:

  1. Participate in at least one survey every year with no performance concerns

  1. Sign and return Surveyor Code of Ethics annually

  1. Successfully complete surveyor training following a revision of the Standards

  1. Maintain knowledge of changes in profession

  1. Maintain professional credential(s)

2.MAERB may withdraw appointment for cause at any time. Failure to adhere to these Surveyor Profile and Procedures may result in suspension of active surveyor status.
3.To become reinstated as a surveyor following a period of inactivity or withdrawal due to a performance concern, the surveyor will need to meet the current qualifications and the training requirement(s):
  1. Successful completion of a Surveyor Training Workshop

  1. Successful completion of a simulated On-Site Survey Report

  1. Successful completion of a written examination on the Standards and Guidelines for the Accreditation of Educational Programs in Medical Assisting

V. / Scheduling Considerations
A.Conflict of interest
  1. Previous employment

  1. Personal or business relationship

  1. Graduate of institution being surveyed

  1. Competition between surveyor’s institution and program to be surveyed

B.Geographic proximity to program, as well as travel expense
C.Previous survey pairings
D.Prior survey at program
E.Special program features (i.e., distance learning, multiple campuses, and consortia)
F.Team coordinator usually assigned to educator
G.No more than 50% of the team will be a practitioner
VI. / Duties of a Surveyor
A.Team Coordinator
1.Prior to a site visit
  1. Contact program director for introduction

  1. Coordinate development of agenda

  1. Coordinate on-site logistics for team

  1. Communicate travel considerations/schedules with team member(s)

  1. Identify concerns regarding self-study and other preparatory documents and discuss with team member

  1. Request additional materials as necessary from MAERB staff or program director

2.On-site activities
  1. Meet with team evening before the scheduled visit

  1. Introduce the team and the process

  1. Serve as team spokesperson

  1. Complete On-Site Survey Report

  1. Obtain team signatures on the On-Site Survey Report

  1. Conduct exit interview

3.Within five (5) days following site visit, submit:
  1. Final On-Site Survey Report (Excel Document)

  1. Attachments to On-Site Survey Report

  1. Completed peer evaluation form

  1. Travel expense voucher

B.Team Member
  1. Review Self-Study Report before on-site visit, note on expanded form and share concerns and questions with team coordinator

  1. Make travel arrangements consistent with team coordinator

  1. Notify team coordinator of travel plans

  1. Participate actively in on-site survey and report preparation

  1. Sign and return all documents to team coordinator prior to departure from site

  1. Submit to Accreditation Department, MAERB, within five days of the site visit:

a.Completed peer evaluation form on Team Coordinator
b.Travel expense voucher