Preparing for a regulatory audit presents a number of different challenges. From increasingly complex legislation and regulations to manual processes, it can be overwhelming to even the most prepared organization.
Rounding plays a special and critical role in helping an organization prepare for an audit. By implementing proper rounding processes within an organization, hospitals can improve their regulatory compliance, patient safety, as well as patient satisfaction.
These are the 4 steps to using rounding to improve performance of a regulatory audit:
- Set Clear Criteria: Ensure proper communication with your team so that everyone understands the purpose of the rounds you are completing. Using documented rounding you can train your team using standardized data to ask questions in the exact same way to have reliable data.
- Develop a Rounding Schedule: Creating a schedule means more than just a calendar of when to round. Determine participants based on the content of the round; for example, use the quality team for quality rounds. Develop the frequency and method of distribution but most importantly determine a process of how follow-up is handled. It is great to do rounds but if you don’t follow up on them, you defeat the whole purpose. For regulatory issues, this means addressing and correcting deficiencies to ensure compliance and meet requirements.
- Data Collection: Data is more valuable if collected in real-time. Avoid paper to ensure accuracy; the more times you transcribe paper the more room for error. Select a system that is simple, easy-to-use and provides instantaneous results.
- Reporting: Determine what reports you need to meet your regulatory readiness. Generally, for a regulatory approach trends are important. Agencies want to see that you have improved and that you have corrected problems or put plans for improvement in place. For example, create rounds to ensure deficiencies are being addressed show the trends over time.
Rounding solutions can help you assess processes on an ongoing basis, it is flexible and modifiable growing with your organization. Most importantly, you can measure the success of your improvement and improve compliance with regulatory requirements.