First Steps

This module will provide you with a general outline and timeline for the site visit preparation process.

Step 1: Read the Letters

The best place to begin is by reading the Site Visit Announcement (SVA) letter the ACGME sent you notifying the program of its impending site visit. This letter lists the key information you will need to help you prepare for the Site Visit Day i.e. dates, Field Representative details, list of important documents and information requested by your field representative aka the site visitor.

The Letter of Information/Instruction will be sent shortly after the first site visit notification letter. It also contains important dates, requirements and expectations. BUT, more on this here.

What is the Letter of Instruction? Look below for an example.

Step 2: Get to Work

Begin reviewing and updating your ADS, and compiling and preparing the documents for ADS and the site visit documentation list.

Use the targeted modules in this site to help you through this process.

Step 3: Expect an Email from the Accreditation Team

This email will notify you that the Accreditation Team will review your documents before you upload them to ADS or submit them to the Site Visitor's OneDrive. It will contain the deadlines and links to the Box folder where you will save your documents so the team can easily access them.

This email will also initiate the scheduling of your program's three Site Visit Preparation Meetings.

1. Resident/Fellow meeting

2. Faculty Meeting

3. Leadership Meeting

These meetings will occur approximately 2-3 weeks before the actual site visit. Their duration is approximately 45 minutes. While site visits remain virtual, these meetings will be conducted over Zoom to best simulate the actual visit.

Faculty and Residents/Fellows should have prepared their list of 5 strengths and 5 opportunities for improvement. Specific information about this can be located on your Letter of Instruction. More information on these here under the Additional Requested Information section.

Step 4: Document Review

The Accreditation Team will look through your documents. Use the checklists found at the end of the relevant modules to make sure you're all squared. The team will let you know if everything is in order or whether there are some changes that need to be made. Once you get the green light from the Accreditation Team, you can upload the documents to their respective places.

Step 5: Site Visit Preparation Meetings

The Director of Accreditation, Katy Cich, and the Designated Institutional Official, Dr. Gregory Cherr, will meet with the individuals participating in the Site Visit. They will help to clear up any questions or concerns interviewees may have. They will also help faculty and residents/fellows develop their lists of strengths and areas for improvement requested by the site visitor.

Step 6: The Site Visit

Ready or Not...Here it comes.

Don't worry! You'll be ready. The remaining modules will make sure you are adequately prepared for your site visit. Use them to help support you while you work on updating your ADS and preparing all the proper documentation.

And remember, the Accreditation Team is here to support you. If you still have questions, comments, or concerns after reviewing the modules, please contact us.