Category: 1.0 General Policies TOPIC: 1.11 Site Surveyor Profile and Procedures Purpose: To provide consistency in selection and training of individuals conducting on-site surveys for accreditation of medical assisting programs. Policy: 1. Professional Qualifications 1.1 Educator *1.1.1 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. 1.1.2 At least two years experience, full or part time, as a medical assisting program educator 1.1.3 Formal training in curriculum and instruction 1.1.4 Successful completion of Surveyor Training Workshop under **1.1.5 Minimum of an Associate Degree 1.1.6 Active member of American Association of Medical Assistants (AAMA) (preferred) 1.2 Practitioner *1.2.1 Currently practicing in a health care field, a minimum of 20 hours per week 1.2.2 Current Certified Medical Assistant [CMA (AAMA)] 1.2.3 Successful completion of Surveyor Training Workshop under 1.2.4 Experience with CAAHEP medical assistant education such as faculty, practicum preceptor, or member of advisory committee 1.2.5 Active member of the American Association of Medical Assistants (AAMA) (preferred) 1.3 Dean/Administrator 1.3.1 Employed by an educational institution having a CAAHEP accredited medical assisting program. 1.3.2 Experience as surveyor of CAAHEP accredited program or other educational accrediting organization. 1.3.3 Successful completion of Surveyor Training Workshop under. 1.4 Physician 1.4.1 Holds an unrestricted license to practice medicine 1.4.2 Eligible for membership in AMA 1.4.3 Successful completion of Surveyor Training Workshop under
*To continue as an active surveyor when the surveyor no longer meets the criteria of policy parts 1.1.1, 1.2.1, or 1.3.1 with regards to current employment, surveyors must:: 1. Document 60 continuing education credits related to medical assisting or medical assisting education every 5 years. 2. Recertify as a surveyor through the surveyor retraining workshop every two years and/or with each revision of standards, whichever comes first. **Surveyors active as of December 2000 will be exempt from 1.1.5, as long as they attend requisite surveyor update workshops and maintain positive evaluations. Surveyors inactive, due to membership on the AAMA Board of Trustees, will not lose active status during their tenure on the Board. 2. Expected Personal Attributes 2.1 Effective communicator 2.2 Punctual in submitting materials 2.3 Open-minded and objective 2.4 Unbiased 2.5 Team player 2.6 Professional image 2.7 Available for two surveys per year 3. Required Knowledge *3.1 Competency-based education theory and performance *3.2 Outcomes assessment 3.3 Curriculum design and development *3.4 Public and private educational institution processes and procedures *3.5 Medical Assisting Education Review Board (MAERB) policies, procedures and standing rules *3.6 CAAHEP policies and procedures *3.7 CAAHEP accreditation actions, process and types *3.8 Curriculum content and organization *3.9 General educational institution areas of function, i.e. finance, records, learning resources, curriculum management for course content and practicum *3.10 Standards and Guidelines for an Accredited Educational Program for the Medical Assistant
*3.11 Interpretation of the Standards *3.12 Educational Competencies for the Medical Assistant 3.13 Medical assisting program design 3.14 Current medical assisting practice * Included in Surveyor Training Workshop, may not be prior knowledge 4. Surveyor Selection 4.1 Submit Curriculum Vitae and application form to the MAERB via the Accreditation Department. 4.2 Submit narrative describing compliance with qualifications 4.3 Successful completion of Surveyor Training Workshop as demonstrated by 80% competency on examination. 5. Training 5.1 Surveyor Training Workshop For successful completion of the workshop, the surveyors must be able to: 5.1.1 Describe accreditation process 5.1.2 Describe survey team member role 5.1.3 Describe survey team coordinator role 5.1.4 Arrange travel and other logistics for site visit 5.1.5 Coordinate agenda for visit with team member/ coordinator and program director 5.1.6 Interpret and apply Standards and Guidelines 5.1.7 Explain how to conduct the site visit 5.1.8 Write the On-Site Survey Report 5.1.9 Communicate effectively in handling potential problem areas 5.1.10 List the steps of the exit interview 5.1.11 Address conflict of interest policies 5.2 Continuing Education 5.2.1 Successfully complete surveyor training/update every two years if inactive 5.2.2 Successfully complete surveyor update following a revision of the Standards 5.2.3 Maintain knowledge of changes in profession 5.2.4 Maintain professional credentials 6. Duties of Team Coordinator 6.1 Prior to site visit 6.1.1 Contact program director for introduction 6.1.2 Coordinate development of agenda
6.1.3 Coordinate on-site logistics for team 6.1.4 Communicate travel considerations/schedules with team member(s) 6.1.5 Identify concerns regarding self-study and other preparatory documents, note on expanded format and discuss with team member 6.1.6 Request additional materials as necessary from MAERB staff or program director 6.2 On-site activities 6.2.1 Meet with team evening before the scheduled visit 6.2.2 Introduce the team and the process 6.2.3 Serve as team spokesperson 6.2.4 Complete Expanded Format, competency checklist and On-Site Survey Report 6.2.5 Obtain team signatures on the On-Site Survey Report 6.2.6 Conduct exit interview 6.3 Forward to MAERB within five days of site visit: 6.3.1 On-Site Survey Report and two Note Taking Guides 6.3.2 Final On-Site Survey Report (Excel Document) 6.3.3 Attachments to On-Site Survey Report 6.3.4 Completed peer evaluation form 6.3.5 Travel expense voucher 7. Duties of Team Member 7.1 Review Self-Study Report before on-site visit, note on expanded form and share concerns and questions with team coordinator 7.2 Make travel arrangements consistent with team coordinator 7.3 Notify team coordinator of travel plans 7.4 Participate actively in on-site survey and report preparation 7.5 Sign and return all documents to team coordinator prior to departure from site 7.6 Submit to Accreditation Department, MAERB, within five days of the site visit: 7.6.1. Completed peer evaluation form on Team Coordinator 7.6.2. Travel expense voucher 8. Scheduling Considerations 8.1 Geographic proximity to program, as well as travel expense
8.2 Conflict of interest 8.2.1 Previous employment 8.2.2 Personal or business relationship 8.2.3 Graduate of institution being surveyed 8.2.4 Competition between surveyor s institution and program to be surveyed 8.3 Previous survey pairings 8.4 Prior survey at program 8.5 Special program features (i.e., distance learning, multiple campuses, and consortia) 8.6 Team coordinator usually assigned to educator 8.7 No more than 50% of the team will be a practitioner 8.8 MAERB members may serve as surveyor for special needs and in case of emergency. MAERB members may serve as team coordinator. 9. Term of Participation 9.1 Reappointments are made by the MAERB for an additional two-year term if the surveyor has participated in a minimum of one survey annually, with no unresolved concerns; or 9.2 The surveyor who has not participated in sufficient surveys or has unresolved concerns and has completed retraining by accomplishing one or more of the following options: 9.2.1 Successful completion of a Surveyor Training Workshop 9.2.2 Successful completion of a simulated On-Site Survey Report. 9.2.3 Successful completion of a written examination on the Standards and Guidelines for Accreditation of Medical Assisting Programs. 9.3 MAERB may withdraw appointment for cause at any time. Failure to adhere to the Surveyor Profile and Procedures may result in suspension of active surveyor status. To become reinstated as a surveyor following a period of withdrawal, the surveyor will need to meet the current qualifications and training requirements. 9.4 Confidentiality form must be signed and submitted at the time of the Surveyor Training Workshop. Adopted: March 2000 Last Revised: January 2009