You can anticipate the approximate date of your next site visit from your prior accreditation letter. It is wise to review your specialty’s Program Requirements and the Common Program Requirements the year the year before the anticipated review to ensure that you are in substantial compliance, and to make certain that all recommendations from your prior internal review have been satisfied. RRC’s generally look askance at changes in the program which have been made shortly before a site visit. Program Requirements usually undergo revision approximately every 5 years. A useful guideline is that the most recent changes are areas which the RRC is currently very concerned about, and which will likely be examined in detail at the time of a site visit. A good example of this is duty hours, a current “hot button.”

The actual notification occurs at least 90 days in advance of the site visit. The ACGME is now giving a “heads up” electronic notification, which should be followed shortly by written notice. This letter will specify the date of the site visit as well as the name of the Field Staff member (site visitor) who will be performing the review. The Designated Institutional Official (the current Associate Dean for GME) will be copied on the letter.

Sometimes there is a serious conflict with the date provided. In general it is essential that the program director be present for the site visit. If the chair or division director is separate from the program director, it is highly desirable that this individual be present as well. However, the ACGME has the discretion to proceed with a site visit in the absence of the chair or division director. In the event of a serious conflict you should contact the Director of the Field Staff at the ACGME, Ingrid Philibert, Ph.D., and discuss the possibility of rescheduling the site visit. This request, however, should be based on an important conflict. For example, timing during a national academic meeting would not likely be considered an important conflict unless the program director were, say, the incoming president of that association, whereas the wedding of an offspring may be judged appropriate to justify a re-scheduling. If you request a change in the date of the site visit, please do so within 21 days of notification of the date. If it is later than this, the ACGME will charge $2,000.00 for the change. This fee will not be carried by the GME office and must be paid by the program.

Click here to find out approximately when your next site visit is based upon your last accreditation letter.

Preparation Prior to the Site Visit

The Program Information Forms (PIF) for your RRC can be obtained directly from the ACGME web. It is particularly useful to download these rather than print them out so that you can enter information directly. This should be done as soon as you are notified of the date of the site visit so you can begin to develop a time-line for activities and input needed. If there are requests for information which you do not understand, contact the GME office for assistance. The instructions should be followed carefully. Particular attention should be made to format, length of responses, font, etc. It is wise to circulate a draft of the PIF to key faculty members and house staff and ask for input as to inaccuracies. It is clearly preferable to clear up discrepancies and inaccuracies prior to the site visit rather than have faculty or house staff make statements that are inconsistent with what is written in the PIF. Such discrepancies are often the subject of noncompliance citations. The final PIF should be reviewed by each person to be interviewed prior to the site visit.

Important deadlines are as follows:

Typically the site visitor will want to receive the PIF about 2 weeks prior to the scheduled site visit

Please remember that the Graduate Medical Education Committee (GMEC) will need to review and approve your PIF prior to submitting it. The dates of the meetings are listed under the topic “GMEC” on this web site. This may mean that you need to have a good draft completed a month or more before your scheduled visit. Please submit the draft to the GME office.

The site visitor will contact you about a month prior to the site visit. He/she will designate when the PIF is expected, how and where it is to be sent, and the approximate schedule of interviews that he/she expects to conduct on the day of the site visit. Please understand that the details of the schedule the site visitor requests should be respected, both for the individuals to be interviewed as well as the duration of each interview. The site visitor will want to know the exact location for the visit and may request specific directions. Remember that we are very familiar with our own institution, but it can be quite confusing to a site visitor. Please provide cross streets, location of easiest entrance, floor number, etc. Sometimes the site visitor will request to meet with the “DIO”, which is the Designated Institutional Official. This is the current Associate Dean for GME. Contact the GME office to ensure that the DIO will be available for the site visit.

It is essential that an appropriate composition and cross-section of house staff be available for the site visit. If there are more than 10 house staff in the program, the site visitor will likely designate the desired complement, for example X number from each year of training. It is important that the house staff selected to be present are peer selected. Under no circumstances should the program director decide who should be present on the basis of availability or their anticipated favorable responses to questions asked. The task of selecting those to attend the site visit is best delegated to a chief resident or senior fellow. The site visitor may ask the house staff present at the site visit how they were selected, and it is important that they feel comfortable stating that they were selected by their peers. If, on the other hand, there are 10 or less house staff in the program, the site visitor will typically ask to meet with all house staff. If this is the case, it is important to “pull” house staff from off-site rotations to be present at the time of the visit.

Starting 7/03, the ACGME will be phasing in an online survey of your house staff prior to the site visit and collating the information for the site visitor. This survey form is available on the main page of the ACGME web. Please make sure your trainees know the importance of complying with this request.

A copy of the summary page of the internal review should be readily available to show to the site visitor, but not the internal review report itself. A copy of the summary page may be obtained from the GME office. Remember that the content of the internal review is confidential and will not be requested or reviewed by the site visitor.

The major institutional agreements (between the primary hospitals and McGaw) are usually requested and are available from the GME office. If, however, there are other rotations to non-McGaw institutions, there needs to be a letter of agreement with that clinic or institution specifying the details of the rotation (who is responsible for supervision, educational objectives, duration of the rotation, who pays the stipend, who covers liability insurance, etc.). If you do not have such agreements, develop them post-haste.

What the Site Visitor Reviews

Prior to the site visit, the Field Staff will review the history of your program, previous accreditation letters and RRC citations/concerns, the recent Institutional Review Committee (IRC) accreditation letter, current Program Requirements and Institutional Requirements, and the PIF.

The sponsoring institution (McGaw Medical Center of Northwestern University) must be in substantial compliance with the Institutional Requirements just as an individual program must be in substantial compliance with the specialty Program
Requirements. It is useful for a program director to be familiar with the Institutional Requirements prior to a site visit. These can be viewed on the ACMGE web at ACGME.org. The GME office can provide a copy of the most recent institutional accreditation letter for the PIF (if requested) or for the site visit.

The Day of the Site Visit

Important elements for a successful site visit include the following:

All individuals to be interviewed should be aware of the importance of being present on time and without interruption (no pagers); separate individuals should be identified to provide coverage for emergencies

Residents to be interviewed should be freed of obligations and have pagers turned off for the duration of the time with the site visitor

Support personnel (e.g. administrator, program coordinator) should have familiarity and ready access to any files or information which might be requested by the site visitor (examples: educational files of house staff; copy of the manual distributed to house staff at the beginning of training)

Typically the site visitor will request to meet with your house staff during the lunch hour, and that you provide lunch for the site visitor and house staff. This need not be “fancy”, but should represent an appealing and balanced assortment of food.

It is essential that no substantial change be made in the PIF between the time that the copy is sent to the site visitor and the day of the site visit. If any changes are made, a corrected copy should be provided to the site visitor on the day of the visit and the specific changes indicated by post-it notes or highlighted by other means.

Typically the site visitor will first discuss in detail the previous citations or concerns and the program’s response in correcting these. It is important that the program director be prepared to answer these queries satisfactorily.

After the Site Visit

The field staff member who conducted the site visit will file a narrative report of the site visit with the RRC. This will be reviewed by the RRC along with the PIF. You can estimate when the accreditation review will occur by your RRC by looking up the meeting dates on the ACGME web page. It may take a while for the site surveyor to file the report, and generally an RRC cuts off its agenda about 6 weeks prior to a meeting. Thus if you are unlucky enough to have a site visit within 8-10 weeks of a scheduled RRC meeting, in all likelihood your program will not be reviewed until the subsequent meeting.

Once an RRC meeting occurs, it often takes a month or more for the accreditation letter to be finalized since all letters generated from a meeting must be dictated by the RRC executive director and then approved by the RRC Chair. However, you may call the executive director of your RRC the week following the meeting to find out the summary (but not details) of the accreditation action, including the approximate cycle of approval. The actual letter with citations or areas of concern may not be received for several weeks following a meeting.

Once the letter has been received, it will be reviewed by our GMEC. The program director will likely be asked to file a progress report with the GMEC regarding corrective actions for areas of noncompliance or concern. The RRC may also request a progress report. If so, this will need to be reviewed by the GMEC prior to its submission. Actions based on citations or areas of concern will also be reviewed at the time of the next internal review.