Home Health & Hospice Survey Advice.

When Unexpected Auditors Arrive it Can Cause Stress.  What information do we give the surveyor? How do we give them a list of patients to select which charts they want to audit?  Do we print the charts or do we give them access to the system? If we give them access, can we control how much they see?

These are some of the questions we’ve heard from agencies in the past.  We know you want to get through the survey experience successfully.  How do you do that?

Let us know…
If you have a survey scheduled to take place, please let the HEALTHCAREfirst customer support team know.   If the survey is not scheduled but they happen to arrive, please still give us a call to let us know.  This will assist us with prioritization of your calls and requests.

Talk to your surveyor.
How do they want to review the information? Some surveyors like reviewing documentation electronically.  This is becoming more and more common.  See what their preference is.  If they want it printed, it can be done, but it’s also possible to accommodate them with documentation electronically and control how much information is shared.

The surveyor wants to review paper charts.
This isn’t a problem.  Documentation related to visits, schedules, assessments and care plans can be printed from the system.  If you’re unsure of how to do this in firstHOMECARE or firstHOSPICE, please contact customer support.

The surveyor wants to review electronic charts.
This is great news! As part of your policy and procedures you likely have defined which areas of the system or documentation constitute your clinical record.  With security permissions you can enable/disable permissions for the surveyor to see the patients and portions of the clinical record as appropriate.  If you’re unsure of how to do this in firstHOMECARE or firstHOSPICE, please contact customer support.

Help! I need to provide the surveyor with a patient roster!
No problem.  This is a standard method that surveyors use to identify the records that they will audit.  You can generate a list either electronically or on paper.  When you generate the list, be sure to include only those payers/lines of business for which the survey covers.  For example, if you have private duty services, ensure those patients are excluded from the roster as typically processes associated with patients (clients) under that line of business is different than that of within the certified area of the business.  If you’re unsure of how to do this in firstHOMECARE or firstHOSPICE, please contact customer support.

Some other tips

  • When printing, or granting access to information in the system, ensure that the information your providing to the surveyor contains only the data outlined within the Medical Records section.
  • When generating patient lists/rosters, etc. ensure that the patients generated on the reports are only those contained within the area of the business the surveyor is reviewing.
  • It bears repeating, talk with your surveyor to see how they’d like to view the documentation. This will help put you, and them, in a better place of comfort.

A Home Health or Hospice Audit can be scary.  Let us know if we can help!  Remember your HCF team is just a phone call away.