Q&A: Key roles postnotification of survey (part I)

Q: Which staff members should I give notice to once we know when our survey will take place?

A: Notification of certain staff members can boost your survey experience. Have a plan prepared ahead of time for notifying key individuals, including:

1. Security: Security should be notified and have keys readily available to rooms that are typically locked.
2. Maintenance: Ensure that the temperature is acceptable and that lighting and outlets are functional in the surveyors’ home base. It is always a good idea to identify potential surveyor home bases during the planning stages. If electrical outlets are located behind a huge credenza in a conference room, access to plugs for laptops and printers could pose a problem. Consider having extension cords available if the room poses a challenge.
3. Information services: Access to the Internet is not listed as a requirement; however, surveyors often request it. A designee should have determined the availability of wireless or cable connections when the room was selected. A designated representative from information services should proceed to the surveyor workroom and confirm that Internet access is operational and, if necessary, give the surveyors the access code.

Editor’s Note: Do you have a question about clarifying RFIs, policy management, or survey-prep for our experts? E-mail your queries to Jaclyn Zagami at jzagami@hcpro.com and receive one-on-one advice from our experienced advisory board. Submit a question and our credible sources will provide you with a timely answer.