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In addition to tracking compliance requirements and contract terms, it is important to verify that your site implements the requirements and contracts as stated. To verify that requirements and contracts are being executed as specified, field personnel can periodically visit rooms and equipment in your site and report on their condition by responding to a series of questions.
For example, for a compliance requirement in a healthcare setting you might want to do an inspection for Environment of Care and inspect such items as storage of needles, syringes and drugs; accessibility of exits and fire extinguishes; fire alarm operation; condition of code carts, and so on.
For a contract terms, you can inspect that the work outsourced to the contractor was done properly, meets the terms of the contract, and keeps your organization within compliance of regulations. Field surveys provide insight into when and how the work was done. This insight can be important when it comes time to renew the contract or provide feedback to the vendor.
You create inspection surveys using the Compliance applications extended questionnaire feature to develop a list of questions that the field personnel should answer when inspecting an area. The extended questionnaires can include a variety of response options, such as multiple choice, yes/no, free-form text, attached photos or documents, counts, look-ups, and measurements, as well as provide follow-up questions and actions based on initial response.
Field personnel conduct the inspection surveys using the Compliance Survey mobile app, or by using Web Central on a laptop and accessing the survey on the Questionnaire tab of the "Manage All Compliance Events" task of the Contract Manager and Compliance Program Manager processes. Field personnel are assigned the inspection surveys through inspection events that are associated with the contract term or program requirement and are assigned to the field inspector. See Assigning Questionnaires to Field Inspectors.
Optional: The survey designer may want to review the Concept: Questionnaire Tables topic for an understanding of how the system stores questions and responses
Note: The compliance requirement or contract term typically has locations assigned to it so that the field inspector will have specific locations to assess. If you need to make an asset-specific inspection that records properties for each distinct space or asset, you can set the "Create Scheduled Events for Each Location" option in the Save and Generate Events form to Yes; the application will not generate just one event per date, but generate one event per date and per location. Thus, when the field inspector uses the questionnaire, they can answer the questions in response to a specific location. You would take a similar approach for a survey of due dates or registrations that must separately be recorded for each item.
However, it’s possible to have a general survey, such as an Environment of Care, that pertains to all the spaces, but for which you don’t want to perform and submit separately for each space. For EoC tours, a team will typically walk a floor or department looking at a myriad of requirements across many kinds of specific locations and flag any violations they notice. They will record the specific location of the finding on their report, but they’ll submit their report as a whole for the floor, not once for each location or asset. In this case, you don't need locations for each compliance requirement or contract term.
For the events assigned to them, field staff go to the specified location, inspect it, and record the results in the questionnaires. The questionnaires appear in their queue based on events that are assigned to them.
Non-mobile users answer questionnaire on a laptop or tablet when travelling in the field and inspecting various items using Web Central's views. See Performing a Compliance Survey in Web Central.
For mobile users running the Compliance Surveys app, questionnaires appear in their queue when they sync.
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