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Tip of the month: Establish a timeline for site visit preparation

Residency Program Connection, October 21, 2008

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Focus on developing a timeline of all that you need to accomplish between the date on which you received notification of the site visit and the post-site visit celebration.

Working backwards, set dates for:

• The site visit (you have the date on your letter; confirm the DIO has the same date)
• The final briefing of all site visit participants
• Final prep work on program documentation
• Mailing the completed program information form (PIF)
• Communicating with the site visitor
• Completing each major section of the PIF
• Collecting both PIF and site visit documents
• Arranging for a mock site visit
• Finalizing the schedule of events
• Identifying your team to plan and implement the site visit

In addition, your timeline should:

• Identify who needs to be notified about the impending site visit and when to notify them
• Assess adequacy of resources for site visit preparation
• Start writing and updating the PIF
• Organize a resident and faculty meeting to review RC requirements as well as the results of the last site visit and internal review
• Meet with the residents and faculty to discuss their involvement in the site visit
• Delegate staffers who will complete portions of the PIF and set deadlines for submitting delegated sections
• Communicate with site visitor to learn specifics of how he or she wants to conduct the visit

This week’s tip comes from Insider’s Guide to the ACGME Site Visit, Second Edition by Kathryn Andolsek, MD, MPH and Shepard Cohen.

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