QWE Practice Guideline: 121 – Progressive: Utilize a quality framework that covers leadership/governance, strategic planning, legal/risk-management, safety, health, human resources, operations, etc.

Target group: Any organization employing and/or supporting individuals with disabilities

Practice Description

How to prepare for the CARF accreditation survey process

Resources Needed

Subject matter experts/trainers

• Staff or consultant with knowledge of the CARF accreditation process
  • Or a team of staff willing to learn and take on the project

Equipment

• Computers and internet access

Labor hours

• Time for staff to complete the preparation, usually done over the course of a year

Implementation Process

Process

• Process
  • Develop a CARF team that will complete the preparation process
    • Establish a team lead
    • Share process with each level of leadership to obtain support and establish expectations
    • Team should meet regularly throughout the process to ensure tasks are being completed on time and as expected
  • Establish the purpose of obtaining accreditation
  • Review the preparation documents and trainings offered by CARF International
  • Review the main timeline for survey preparation and create a project plan with task leads and defined due dates
    • 12 months before the survey
      • Contact CARF to connect with a resource specialist and obtain the appropriate manual
        • You can connect with your specialist as often as you need or want
      • Create a Customer Connect account
      • Have your CARF team complete available trainings
      • Inform the rest of the organization about the preparation for CARF accreditation
    • 9 months before the survey
      • Review the appropriate preparation workbook, which offers a presurvey
      • Review noted weaknesses and/or nonconformances uncovered in the presurvey
      • Develop a plan of action to address uncovered issues
    • 6 months before the survey
      • Use your Customer Connect account to complete and submit your application
        • This needs to be done at least 3 months ahead of your anticipated survey timeframe (normally 2 months)
    • 3-4 months before the survey
      • Review preparation plan and ensure all tasks are on track
      • Update staff, leadership, and other relevant stakeholders as to the CARF progress
        • Share any new or continued expectations
      • Establish a list of all survey areas and include
        • Name of subject matter expert
        • Associated documents and locations
        • Associated staff that may be contacted
    • 1 month before the survey
      • Confirm receipt of written notice from CARF outlining survey dates
      • Review presurvey results and assess for any final corrections
        • Conduct presurvey a second time if preferred
    • 2 weeks before the survey
      • A survey team coordinator will be in contact to review the survey process and logistics
        • Ensure relevant staff are prepared and understand expectations for their participation in the survey
    • 1 week before the survey
      • Share general survey schedule with staff
      • Ensure meeting room for the survey staff is ready
        • Include access to all relevant files they will need
        • Provide an updated copy of the company’s organizational chart

Documentation

• SOPs
  • Policies and procedures for implementing and monitoring the preparation process
• Training
  • Time for staff to learn about the process, attend trainings, and train supporting staff

Outcomes/Results

Individuals

• Engagement in establishing new company processes and standards
• Empowered to uphold what they are establishing

Organization

• Improved processes, organization, and standards
• Recognized accreditation

NPA: CARF
Location: Tucson, AZ
Date Submitted: 2022
Website: http://www.carf.org/home/

Resources: Quality Work Environment Workbook