7 Questions To Ask A CARF Consultant Before You Hire

Transcription

1 7 Questions To Ask A CARF Consultant Before You Hire Tom Sefcik, ACSW, MBA

2 7 Questions to Ask a CARF Consultant Before You Hire CARF accreditation is a worthy goal of any service provider that offers aging, child and youth, behavioral health or any other rehabilitative services that CARF accredits. It shows a transparency that the organization has been through the accreditation process and has the quality standards to pass a survey. To assist in the process, a provider will benefit from having a CARF consultant on board to guide the organization through the process. Determining who to hire is the first step, and worth the process of answering the questions below to assist in making accreditation a smooth and successful project. What is the consultant s experience? A CARF consultant s experience will go a long way to ensuring an accreditation process that runs efficiently and does not break down the spirit of employees working towards a successful outcome. There are several types of experience that can be addressed, and the more experience in one or all three ideally will provide the best results. Experience in Program Service Areas - First and foremost, the CARF consultant should have experience in the program service area/core program areas. Aging services experience from the consultant is excellent when that is the service provider s main focus, but it may not be as applicable when working with a child and youth services organization. Specific experience will enable the consultant to focus on the aspects that he or she has worked with already and be able to come closer to the CARF standards. CARF Surveyor Experience - Experience as a CARF surveyor is another area where the benefits of hiring this consultant will be observed. To be a CARF surveyor, an individual must first have been with an organization that has been surveyed, and most likely accredited by CARF. The fact that that person went through the process already gives the consultant a level of experience not found by all consultants. CEO Experience - Another indicator that you are hiring a quality CARF consultant is if he or she has experience as a CEO in rehabilitation services. This person has managed an organization of this type and will be familiar with policies and procedures. A CARF

3 consultant with CEO experience can help direct efforts to an area where it is needed for CARF accreditation. When considering whether or not to seek accreditation by CARF, it is beneficial to call a consultant immediately. When you have a qualified individual he or she can assist the organization in establishing policies that are going to be required by CARF and not wasting time on those that are not needed. A CARF consultant with more than five years experience, in the program service area, as a surveyor, as a CEO and/or as a consultant, can observe the needs of a service provider in preparing for the accreditation process to obtain as few recommendations as possible and go through the process with less stress on the entire staff. What skills, knowledge and ability does the CARF consultant have? The consultant should have the skills, knowledge and ability to be able to deal with conflict, enhance brainstorming and bring about creativity in an efficient manner. Conflict can be occur among the service provider employees as they may be required to make changes that are not favored to avoid a recommendation. A successful CARF consultant can advise the staff in a way to put less tension on those affected. The consultant must also be creative in making the changes for a smooth transition to new policies. CARF accreditation should pull together an organization and make it more cohesive, not divide it, and a consultant will assist in this process. The consultant s experience and knowledge of the CARF accreditation process is critical to making this happen. He or she should have the skills to give the client a timeline when starting the process, conduct a mock survey and identify which areas need attention and prepare documentation for an excellent presentation. Does the CARF consultant demonstrate a commanding knowledge of the CARF process? The CARF consultant should be able to answer the question, Which are the most important steps to be aware of when surveyed? He or she should be well-informed by CARF and understand the accreditation process intimately to be able to tell his or her

4 client what is expected. With 1,200 to 1,400 standards to conform to, it can be overwhelming for an organization to comply with. A service provider may know that it must conform to CARF standards, and the consultant will also know that it must be in conformance with the standards for six months by the date of the survey. The consultant will also know that not only executives and staff will be interviewed, but also persons served and their families. If the consultant has the experience of being a CARF surveyor and/or CEO, he or she can direct the provider on the critical documentation and organizational practices that will be reviewed and address the most important issues first. Will the CARF consultant perform a mock survey? A mock survey is a very effective way for a service provider to be prepared for the actual CARF accreditation survey and should be requested of a CARF consultant. It is the most efficient way to prepare for an actual survey. Through this effort, the consultant and the organization seeking CARF accreditation can identify areas that have strengths and those with weaknesses that need attention. Interviews are conducted, paperwork including personnel and medical records are reviewed, and policies and procedures of the core programs are assessed and scored. A narrative report provided by the consultant, as well as a grid to show an action plan will assist the service provider in responding in a manner that will ensure compliance to CARF standards. Will the CARF consultant give me a timeline? A CARF consultant can help you be prepared for a survey by offering a timeline of what needs to be reviewed and adjusted before the CARF surveyor is at the facility. The mock survey helps immensely in determining what needs to be accomplished by which date. If called early enough in the process of CARF accreditation, the consultant can inform the provider if it needs to implement practices to be in conformance with necessary standards in the required the six month period before the survey. The consultant can also address paperwork that needs to be ready for the survey, including human resource files, clinical records and other documentation.

5 What are the deliverables I can expect when I hire a CARF consultant? Each CARF consultant will offer varying levels of service and the hiring organization may not want need all of them. The capacity to provide them is important however, should the service provider reach a point where it cannot allocate the time and personnel to do it themselves. The greater the amount of time between starting the process of CARF accreditation and the actual survey, the better, as it will allow a more thorough preparation. Timeline A timeline should be presented to show what will be expected of the provider and what can be delivered during the consult period. Mock survey A mock survey should be conducted and a written report addressing any changes should be delivered. Document readiness a CARF consultant can identify which documents the CARF surveyor will be looking for to assure ease with providing them. Consultants may also have policy and procedure documents, quality assurance processes, corporate compliance programs and performance management measurement instruments that can be customized for the provider. Presentation preparation This is in accordance with the document readiness. A consultant should be able to assist the provider in being able to display the clinical records, SRP and personnel files in a neat and orderly manner when requested by the surveyor. Finally, a knowledge and experience of the CARF process should be a requirement. Although it is not a deliverable, it is something that should be expected of a CARF consultant to guide a service provider toward accreditation. How accessible will the CARF consultant be? A CARF consultant should be the person conducting the mock survey, providing the information regarding the results and addressing any suggestions for improvement. He or she should also be able to address a service provider s needs right up to the date of

6 the survey. This person should be the point of contact for an organization requesting a CARF consultant. As described by CARF, accreditation is a process not a project to enhance the lives of the persons served. CARF, therefore, is a worthy organization to pursue accreditation from. The surveyors typically are willing to pass on information that they have seen at one provider and assist another with the knowledge they ve gained. CARF accreditation is a good time for an organization to show off its great work and receive the accreditation that makes it shine in the realm of rehabilitation programs, and a CARF consultant can assist in making it a positive experience for the service provider. PowderHorn Consulting is staffed by professionals who have served as providers, executives on treatment organizations and have an extensive history as CARF surveyors and can assist and answer any questions you may have in the CARF accreditation process.

7 About the author: TOM SEFCIK, ACSW, MBA Tom received his Masters of Social Work degree from the Tulane University in New Orleans LA with an emphasis in clinical services specializing in child/youth/family services. He received his Masters of Business Administration from Indiana University in Bloomington, IN with an emphasis in marketing and information technology. Tom has provided services as a clinician in emergency response, inpatient services, outpatient treatment for child, youth, adult, family and group therapy, and community and business development. He has served in the roles of director of a variety of individual clinical programs as well as clinical director of behavioral healthcare organizations. Most recently, he has served in the role of executive director of several behavioral healthcare organizations that provided services to over 3,500. Most recently he has served as Chief Operating Officer for a nationally recognized benefits management organization providing services to persons with autism spectrum disorders. In the position of a CARF surveyor, Tom has provided services in both the administrative and program surveyor roles for behavioral health, opioid treatment programs, juvenile justice, and children and youth services in both the United States and Canada.