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Surveys/Surveyors

Application Review and Site Survey (97-03-C)

At the time of submission of the Application for Accreditation, the institution/organization is asked to provide three dates which would be convenient for the scheduling of the site survey. Upon receipt of the completed application, accreditation fees, and the requested dates, the OSMA office will select a site survey team.

Site Survey Team (97-03-D)

The site survey team usually consists of a member of the OSMA Focused Task Force on Accreditation, an additional trained site surveyor, and a member of the OSMA staff who has been trained as a site surveyor.

Providers or applicants may not request specific surveyors. Providers may request that one or more surveyors be removed from the survey team; however, they must provide a rationale for the request. The OSMA reserves the right to appoint site surveyors.

(ACCME 97-B-22)

Members of the site survey team will review the Application for Accreditation, meet with the institution's key administrative and education staff, review CME files and documentation, meet with the institution's/organization's CME committee, and may attend a portion of a CME activity in progress. The site survey normally takes most of one day. The exact schedule for each survey is determined by the site survey team chair and a representative from the organization/institution seeking accreditation. Although the previous period of accreditation may have passed, a provider's prior accreditation remains in effect during the accreditation process as long as a completed application has been received by the OSMA.

Surveyors for the Accreditation of CME Programs (99-08-Q)

Surveyors who are qualified to participate in the accreditation review process by virtue of their knowledge, experience and training, are presented with opportunities to provide information to and receive information from representatives of the institution or organization seeking accreditation of its CME program. Reasonable precautions are taken to ensure that surveyors express objective opinions, free of self‑interest and personal bias. To assist in achieving this end, OSMA policy requires that persons should not serve as accreditation surveyors if they:

have ever been appointees or employees of, or consultants to the sponsoring institution, or have relatives who are appointees or employees of the sponsoring institution; or
are not acceptable to the sponsoring institution. Surveyors are asked to complete a "Volunteer Accreditation Site Surveyor Biographical/Disclosure Form@ which is provided to the sponsoring institution/organization at the time of assignment. Surveyors whose participation in an accreditation site visit may give rise to a conflict of interest or the appearance of a conflict of interest may not accept assignments.

(ACCME Policy 97‑B‑25)

Volunteer Accreditation Site Surveyor Eligibility (99-08-R)

Candidates are selected based on approval by the OSMA Focused Task Force on Accreditation after review of the following qualifications:

OSMA Expectations of Accreditation Surveyors

Proven past or present experience in Continuing Medical Education Programs (e.g., presentations, CME Committee Membership, Director of Medical Education Hospital, CME Program Director, Chair or Past Chair, CME Planning Committee. Professor/Lecturer at Medical School, Administrator or Manager of CME Program.)
Written recommendation from a peer familiar with the applicant=s knowledge of CME programming or involvement.
Submission of written statement of interest in surveyor training with reasons that qualify the applicant as a potential surveyor.
Submission of current copy of curriculum vitae.
Commitment of time for training and surveying.

If eligible as an OSMA accreditation site surveyor, individuals must agree to:

Participate in OSMA Site Surveyor Training.
Maintain up-to-date knowledge of OSMA accreditation policies through study of OSMA communications (Newsletter, special mailings, etc.) and/or by attending professional meetings where OSMA policies/procedures/interpretations are discussed (e.g., OSMA Annual Symposium, OSMA Site Surveyor Training, etc.)
Accurately represent OSMA standards, policies and interpretations in the conduct of an accreditation site survey.
Disclose any relationships that may exist with potential surveyor or staff/task force members of same at the time of selection.
Disclose when advice/personal opinion is presented during a survey.
Comply with OSMA Travel Reimbursement Policies and Procedures. Submit reimbursement vouchers within 30 days of survey.
Provide approved Site Surveyor Accreditation Report to OSMA within 14 days of completion of the on-site survey.

Surveyor Training

All other policies/procedures/expectations related to the site surveyor process are detailed in the OSMA's Site Surveyor Handbook which is updated for use with periodic Site Surveyor Training Workshops conducted by the OSMA.

(CRR Criteria 3.5d)

Travel Expenses for On-Site Surveys (00-03-V)

In those instances where an on-site survey for continued accreditation is either directed or requested, the travel and related surveyors' expenses will be paid by the institution/
organization, in addition to the survey fee.

(ACCME 83-B-06)

On-Site Surveys at Other Than The Provider's Administrative Offices (00-03-X)

"On-site" resurveys may occur at sites other than the provider's administrative or educational offices if the provider is able to provide the surveyors with 1) all records or files that will be needed; 2) the opportunity to interact with the CME principles of the applicant; and 3) appropriate meeting rooms in which to conduct their survey work. The provider must agree prior to the on-site survey that if for any reason the surveyors determine that they will be unable to thoroughly assess the provider's compliance with the Essential Areas, Elements and Policies, then a second "on-site" resurvey at their offices will be scheduled within 60 days and will be conducted at the expense of the provider.

(ACCME 96-A-07)

Accreditation Site Visit is Voluntary (00-12-E)

The OSMA regards the accreditation site visit as voluntary, information seeking activity and does not consider it to be an adversarial process. Consequently, it does not permit attorneys to attend or participate as legal counsel for providers during on-site surveys. If a provider disagrees with an adverse decision made by the OSMA regarding its accreditation status, it may follow the procedures for reconsideration and appeal. Legal counsel may participate in the appeal process.

(Reference ACCME 93-D-05)

Evaluations Submitted by Accredited Providers (00-12-F)

Site surveyors will receive evaluation forms completed by the accreditation provider/applicant, only after the Focused Task Force on Accreditation has taken action on the provider's application for accreditation.

(Reference ACCME 94-A-01)