How Home Health Providers Can Prepare for Interview Processes

It is more important than ever for home health organizations to be prepared for the interview process.

To be prepared, providers need to be armed with strategies to help them come out on top.

“Even the most prepared operations are blinded by unexpected interpretations and requirements,” said Lynn Smith, senior manager of the compliance and regulation group at SimiTree, during a recent webinar.

In general, there are a number of different types of surveys that are relevant to home health care providers, including state surveys, presumptive status surveys, and Centers for Medicare and Medicaid Services (CMS) screening surveys.

“The State Survey is where your State Department of Health will come and take your survey,” Smith said. “In addition, there are status accreditation surveys. This is when you use an accreditation body to conduct a survey. A CMS screening survey is when a CMS team or contractor conducts an independent survey within 60 days of the state survey to compare results. Sometimes you may see a CMS review survey that takes place after the accreditation body has completed your survey.”

Before the interview process, it is important to ensure that all staff have a good understanding of the current conditions for participation in home health care (CoPs).

Accordingly, suppliers should include this training in their orientation program for new hires. There should also be ongoing updates for current staff.

Another way vendors can keep the survey process running smoothly is by creating and maintaining a survey ready folder in the office and online, Smith says.

“You can get information from your accrediting body or the state, they have a list of different things they want to survey before the surveyor even gets there, so get them ready,” she said.

A well-organized file should include copies of current licenses or permits, current 855A/CMS approval letter, agency organizational chart, names of administrators and designees, and letters of appointment.

In addition, the folder should contain the current patient census of the organization, the census of patients at discharge/transfer for the last 6-12 months, and access to the EMR.

“There’s nothing worse than sitting for two hours waiting to access records, so you need to make sure that’s a top priority,” Smith said. “The more you prepare for this survey, the easier the process will be.”

At least once a year, providers must use the current CMS survey protocols to organize a test survey. This will help the organization determine if it complies with the CoP and also what areas need further improvement.

Smith noted that dummy surveys usually help organizations get used to the process.

Ultimately, Smith believes service providers should remember that survey preparation is an ongoing and ever-evolving process.

“Look at your documentation review process, staff, education, supervision visits, these are all key areas of the survey process. But preparing for the survey is a constant work of the entire agency. It’s every day, she said.

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