Masthead
JUNE 12, 2012
News from the CoAEMSP
A COMMITTEE ON ACCREDITATION OF CAAHEP

In This Issue
AVOID LATE CHARGE ON ANNUAL FEE
IAFF IS NEWEST CAAHEP MEMBER
REVISED GRADUATE & EMPLOYER SURVEYS
NEW PROCEDURE FOR PAYMENT OF SITE VISIT COST
WHY CAN'T MY ACCREDITATION PROCESS MOVE FASTER???
HAVE YOU HEARD ABOUT YAM?
PROGRAMS ADJUSTED CSSR DUE DATES
RESPONDING TO FINDINGS LETTERS & SUBMITTING PROGRESS REPORTS
IT'S NOT TOO LATE TO ATTEND A SUMMER ACCREDITATION WORKSHOP
VISIT US AT NAEMSE SYMPOSIUM
ATTEND A SITE VISITOR WORKSHOP AT NAEMSE SYMPOSIUM
MEET BOARD MEMBER PETER TAILLAC
MEET SITE VISITOR TOM PLATT
MEET OUR SPONSORS: NASEMSO
NEW ADDRESS & CONTACT INFO
Join Our Mailing List
Upcoming Events

JUNE 21
Last Day to Register for Pittsburgh Accreditation Workshop

JUNE 28-29
Accreditation Workshop:
Steps to Success,
Pittsburgh

JULY 18-19
CAAHEP Board of Directors Meeting,
Las Vegas

AUGUST 3-4
CoAEMSP Quarterly Board Meeting,
Washington DC

AUGUST 7-8
Accreditation Workshop:
Steps to Success,
Orlando

AUGUST 9
CoAEMSP Site Visitor Workshop

SEPTEMBER 21
CAAHEP Board of Directors Meeting,
Teleconference

NOVEMBER 2
CoAEMSP Quarterly Board Meeting,
Teleconference

NOVEMBER 16
CAAHEP Board of Directors Meeting,
Teleconference
Quick Links
CoAEMSP Website

CAAHEP Website

NREMT Website

Institute of Medicine Report

National EMS Scope of Practice

EMS Agenda for the Future

Education Standards

National EMS Core Content 
Sponsors
American Academy of Pediatrics (AAP)

American Ambulance Association (AAA)

 American College of Cardiology (ACC)

American College of Emergency Physicians (ACEP)

 

 American College of Osteopathic Emergency Physicians (ACOEP)

 American College of Surgeons (ACS)

 American Society of Anesthesiologists (ASA)

 International Association of Fire Chiefs (IAFC)

 International Association of FireFighters (IAFF)

 National Association of Emergency Medical Services Physicians (NAEMSP)

 National Association of Emergency Medical Technicians (NAEMT)

 National Association of EMS Educators (NAEMSE)

 National Association of State Emergency Medical Services Officials (NASEMSO)

 National Registry of Emergency Medical Technicians (NREMT) 
Mailed May 10

Annual Fees Due July 1 to Avoid Late Fees & Other Necessary Actions   

 

On May 10 invoices for the 2012-2013 annual fee were emailed to programs that are CAAHEP accredited, hold the CoAEMSP Letter of Review, or are in the process of seeking accreditation.  

  

The annual fee of $1200 is due July 1, and is considered late if not received by July 31.

Unfortunately, the CoAEMSP must take action when programs have not paid their fee by the due date. Programs are subject to:   

  • a late processing fee of ten percent (10%) of the overdue accreditation fee amount;
  • possible administrative probation; and
  • a move to withdraw the program's accreditation at the next board meeting. 

The CoAEMSP wants to avoid incurring these penalties; please help us avoid taking these measures.


Note
: The invoice was emailed to the program director unless the program informed the CoAEMSP otherwise.

The Importance of the Letter of Review (LoR)
and Letter of Review Self Study Report (LSSR)  

 

The LoR attests that a particular Paramedic educational program is "in process" of becoming accredited.

The LoR is significant because it means
:   

  • the program is making satisfactory progress in the accreditation process; and     
  • as long as a program possesses the LoR at any time during a student's enrollment, its students are eligible to take the NREMT Paramedic National Certification exam.

In order to receive the LoR, a program must submit a LSSR along with all the requisite fees and materials. The LSSR is reviewed to ensure that the core information is complete and appears to meet the CAAHEP Standards. If so, the LoR is issued; if not, the LSSR is rejected, and the LoR is not issued. Possession of a LoR does not guarantee accreditation.  


A listing of the programs holding a Letter of Review is now available on the CAAHEP website.


Complete details regarding the LoR and LSSR are available here.  

IAFF is Newest Member of CAAHEP    

 

IAFF
During its annual meeting, the CAAHEP Commissioners voted to approve the International Association of FireFighters as a new member of CAAHEP and sponsor for CoAEMSP.

The IAFF is the 14th sponsoring organization of the CoAEMSP. They have two appointed representatives on the CoAEMSP Board of Directors and one commissioner appointed to the CAAHEP Commission. Visit their website

Revised Graduate and Employer Surveys   

 

For each group of graduating students, programs are required to conduct surveys of those graduates and the employers of those graduates within 6-12 months after graduation. Programs may use one of three methods to conduct the survey:

 

1) use the CoAEMSP survey as presented;

2) convert the CoAEMSP items into an electronic format; or

3) use the
DataARC web-based system.  

 

Programs may add items to a program-developed survey, but cannot delete any CoAEMSP required items. The surveys were recently revised, based on YOUR input.  

 

ACCESS THE SURVEY TOOL AND QUESTIONS HERE.

 

Process for Using Online Surveys Programs that use SurveyMonkey may contact CoAEMSP for the tool to be transferred from its SurveyMonkey account to the Program's account. To transfer the tool, the Program must have a professional account and provide the Program's username to Lynn at CoAEMSP. The transfer takes a few minutes and can be accomplished with a phone call or an email. You can reach Lynn via email or by phone at 214.703.8445, ext 115.  

     

Process for Using DataARC If you choose to use DataARC for these surveys, there is no cost to programs, compliments of CoAEMSP. Should you decide to use DataARC or need additional assistance with implementing DataARC, please contact Marilyn Childers at DataARC. You will need to know your program number (600xxx). In the event you do not have a program number, you can still get an account. Tell Ms. Childers you do not have a program number and she will create a temporary number.  Upon notification of the CoAEMSP program number, the account login will be updated to that. You can reach Ms. Childers  via email or by phone at 866.328.2552.  

New Procedure for Payment of Site Visit Cost    

 

A new procedure will be implemented by the CoAEMSP for when programs pay the cost of a site visit, bringing several benefits to programs. Programs with site visits occurring or scheduled after July 1, 2012, will pay an upfront, flat fee of $2700 for a regular* site visit.


For programs with site visits already scheduled, CoAEMSP will work directly with them to convert to this new payment system. Other than this transition period, programs will pay the flat fee at the time of submission of the Initial-Accreditation Self Study Report (ISSR) or the Continuing-Accreditation Self Study Report (CSSR).**

On the rare occasion when the actual cost of a regular site visit exceeds $3200, the program would only pay the actual amount over the $3200.***


The benefits of this change to programs are:

  1. Cost is more predictable.
  2. Budgeting is easier.
  3. Costs occur in the same fiscal year.
  4. Any additional cost between $2700 and $3200 is absorbed by CoAEMSP.
Over the next several weeks, CoAEMSP will communicate with the transition programs to bring them current with the new payment schedule.  

CoAEMSP believes that this change will bring more convenience and efficiency to this part of the accreditation process. Programs can consult the CoAEMSP web site for ready access to this information. 
 
____________________________________________  

 


* A regular site visit is 2 visitors for 2 days.      

** Programs submitting the Letter of Review Self Study Report (LSSR) do not pay this site visit fee at that time. This site visit fee will be paid when the program submits its ISSR.      

*** On a case-by-case basis, CoAEMSP determines if there are special circumstances that require more than a regular site visit. If CoAEMSP determines that the site visit requires more than 2 visitors, the program will be invoiced $1350/additional visitor.  If CoAEMSP determines that the site visit requires more than 2 days, the program will be invoiced $250/visitor/additional day.

 

How are costs controlled?

 

Since publishing the new procedure for site visit costs, a frequent question has been "How are costs controlled?" CoAEMSP has several mechanisms in place to keep costs down:

 

1) The Program recommends the nearest airport(s) and at least 3 hotels.

2) The site visit team must use the CoAEMSP designated travel agent.

3) If airfare is more than $400, then the travel agent must obtain approval from CoAEMSP staff before proceeding to book it.

4) Site visitors have a per diem to cover food and beverage.

5) The Site Visit Team rents a car ONLY after obtaining approval from the Program and CoAEMSP staff. Car rental is not a routine expense; therefore, extra efforts are made to ensure that costs are minimized.

 

6) Site visitors are not paid, but volunteer their time. Their services are provided compliments of their institution and only receive a per diem to cover their travel expenses. 

 

Every effort is made to maintain costs while ensuring the comfort and safety of our volunteer site visitors!

Why Can't My Accreditation Process Move Faster???

The Relationship Between CoAEMSP and CAAHEP    

   

How long does the accreditation process take? You have probably asked this question, especially if you are a newer program director. The answer: it depends. It depends on 1) the completeness of the Self Study Report when it is submitted; 2) providing site visit dates with ample time to coordinate a team; 3) whether the program is seeking initial accreditation or continuing accreditation; and 4) the timing of the site visit in relation to the next CoAEMSP and CAAHEP Board meetings. Although a program can be in control of many of the steps, they cannot be in control of CoAEMSP and CAAHEP meeting schedules, which have an affect on the length of the accreditation process. With 2013 on the horizon, it is important that programs understand the timeline for the end of the process: when CoAEMSP and CAAHEP meet.

 

The Commission on Accreditation of Allied Health Education Programs (CAAHEP) is the accreditor; therefore, a Paramedic program is CAAHEP-accredited, NOT CoAEMSP-accredited. The Committee on Accreditation for the EMS Professions (CoAEMSP) works under the auspices of CAAHEP and makes a "status of public recognition" recommendation to CAAHEP. CAAHEP meets every other month (January, March, May, July, September, November); CoAEMSP meets quarterly (February, May, August, November).

 

Due dates for CoAEMSP Board meetings are two months in advance. Why so long? Several reasons:

1) With an average meeting agenda containing 48-60 programs to review, it takes time to collect the program information and accreditation record, and collate an agenda book of just program data;

2) Approximately one month after the meeting due date, the Board members are grouped into four Review Teams (Team ALPHA, Team BRAVO, Team CHARLIE, Team DELTA) that meet for 3 hours via teleconference to review one-fourth of the programs on the agenda;

3) Following the four teleconferences, staff compiles the Review Teams' recommendations and creates the full CoAEMSP Board agenda book, which includes program recommendations and business-related items (policies, Standards interpretations, budget, site visitors, etc.); and,

4) This time frame provides the CoAEMSP Board members ample time to review the agenda book prior to the meeting.

 

After the CoAEMSP Board meets, it then forwards its "status of public recognition" recomendation to CAAHEP. CAAHEP meets every other month and CoAEMSP's deadline for getting materials to them is the 15th of the prior month. The CAAHEP Board then meets and reviews the accreditation record of the programs, then communicates its decision via mail within 10 days. 

 

Based on the steps that take place from CoAEMSP meeting deadline to CAAHEP notification, the timeline for the August CoAEMSP Board meeting is as follows:    

  • June 1 - progress reports and response to the site visit findings due to CoAEMSP  
  • June 14 - July 5 - Review Teams meet (each Team receives the programs' accreditation record from staff at least 1 week in advance of teleconference)  
  • July 6-20 - finalize agenda and compile agenda book  
  • July 25 - send agenda books to Board members  
  • August 3-4 - CoAEMSP Board meets  
  • August 15 - CAAHEP meeting deadline; CoAEMSP forwards only recommendations for programs seeking initial accreditation  
  • September 21 - CAAHEP meets and acts on CoAEMSP recommendations  
  • October 1 - CAAHEP notifies programs of initial accreditation decision 

AND

  • October 15 - CAAHEP meeting deadline - CoAEMSP forwards all remaining recommendations for programs  
  • November 16-17 - CAAHEP meets  
  • December 1 - CAAHEP notifies programs of accreditation decision

Progress reports are reviewed by CoAEMSP and do not require CAAHEP action unless a change in accreditation status is recommended. CoAEMSP responds to the Program's progress report, however, only after the "status of public recognition" recommendations have been forwarded to CAAHEP.

 

Although sometimes it may feel like your response to the site visit findings or progress report goes into a deep black hole, and it is forever before you hear anything, know that CoAEMSP and CAAHEP are working feverishly "behind the scenes". If you are ever in doubt, you are welcome to call the CoAEMSP Executive Office.

Have You Heard About YAM?

 

YAM

CAAHEP Logo

 

No, it's not the vegetable we're talking about, it's "Your Accreditation Mentor" (YAM).   

 
YAM is a great resource and a FREE service CAAHEP provides to all program directors, but especially to newly appointed program directors. YAM helps program directors understand the accreditation process and advises them on good practices.  

 
The YAM website includes:

  • informational narrative pages,
  • video vignettes,
  • reference readings, and
  • links to other valuable website.

Take advantage of this great free resource and go to the YAM website today!

Programs Adjusted CSSR Due Dates   

   

With the influx of Initial-Accreditation Self Study Reports (ISSRs), CoAEMSP adjusted due dates for programs currently holding continuing accreditation status and had a Continuing-Accreditation Self Study Report (CSSR) due between July 1 and December 1, 2012. Programs that currently hold initial accreditation are NOT affected.

 

All programs will receive a reminder and invoice six to seven months in advance of the SSR due date. 

Access the Webinar Now! 

Responding to Findings Letters and Submitting Progress Reports 

 

Last month's webinar addressed important issues regarding Findings Letters and Progress Reports to help programs avoid unnecessary delays in the accreditation process. If you weren't able to attend, you can access the webinar here.  

 

Most noteworthy for programs, it was pointed out how critical it is to first carefully digest the contents of the Findings Letter, then prepare an appropriate response to the information requested. This is also true to preparing a Progress Report.  Questions may be: "What exactly are they asking for?", "What specifically do I need to submit?", or "How much detail is expected?"

Sometimes, in the effort to respond to the request for required information, programs actually send too much data that may not be concise or does not address the citation.  This "information overload" can further delay the process of demonstrating that the requirement has been satisfactorily met. It may also result in the need to submit another progress report, or even add an additional reporting period.

 

These questions, issues and other topics were answered during the webinar. If you missed it, you can still view it here.  

 

Read what a couple of participants had to say about the webinar:

 

"Good webinar for all ALS EMS Institutes either initial or re-accreditation."
 
"Thank you for all of your help with this process... it is invaluable!"

 

If you have suggestions for future webinars, please email us!   

Attend One of the LAST TWO Accreditation Workshops Before the 2013 Initiative Goes
Into Effect 

    

If you haven't attended an accreditation workshop and are planning on becoming accredited, make plans now. The last two accreditation workshops scheduled before the 2013 initiative goes into effect January 1, 2013 are being held this summer.

Join us at your choice of two locations to gain valuable information and have the opportunity for individual attention.

The workshop will include the:

  • Concept and overview of accreditation
  • Process of accreditation
  • Steps to the self study report with examples
  • Site visit process--how to prepare for it and what happens during and after the visit
  • Common stumbling blocks to accreditation and how to overcome them

Following the conclusion of the Pittsburgh workshop at noon on Friday, June 29, 2012, Dr. Hatch and Ms. Cason will be available for individual 15 minute sessions from 1:00 - 3:00 pm.  These special 15 minute sessions will be based on time availability.  A sign-up roster will be available at the beginning of the workshop. 


June 28-29, Pittsburgh
    

Register Now

 

 

August 6-7, Orlando at NAEMSE Annual Symposium   

 Register  

Visit us at the NAEMSE Annual Symposium in Orlando!      


Symposium  

Surely you'll need a break from educational sessions, networking and lounging in the hot Florida sun. So when you head to the Exhibition Hall at the NAEMSE Annual Symposium, be sure to stop by and see us at Booth #205.  

 

You can pick up some valuable accreditation tips, learn of upcoming events, and introduce yourself.

We look forward to meeting you!

Attend a Site Visitor Workshop
During the NAEMSE Annual Symposium  

    

CoAEMSP will offer a Site Visitor Workshop during the NAEMSE Annual Symposium in Orlando this August. This 4 hour pre-conference workshop, along with the three "Standard Interpretations" sessions on the program, will constitute a Site Visitor Training workshop. Attendees must be qualified as Site Visitors and approved through CoAEMSP. The pre-conference session will cover the process for conducting a site visit, the questions and methods for the visit, the schedule to be used and the report that must be completed. (Interpretation sessions during the conference will go over Standards interpretation for each section of standards.) Additionally, responsibilities to the CoA will also be discussed.

 

To apply to become a site visitor complete and submit the Site Visitor application found here, along with 2 letters of recommendation and a current CV to jennifer@coaemsp.org. In addition, successfully pass the CAAHEP Site Visitor quiz found here. If your application is accepted, you will be registered for the Site Visitor Workshop. The CoAEMSP will notify you within 14 days of receipt of the completed application packet. The schedule for the Site Visitor Workshop and the Interpretations of the CAAHEP Standards is:

 

Tuesday, August 7, 1-5 pm, Site Visitor Workshop


Wednesday, August 8, 2:45-3:45pm,
Interpretations of CAAHEP Standards, Part I*


Thursday, August 9, 12:30-1:30pm,
Interpretations of CAAHEP Standards, Part III*


Thursday, August 9
, 4:45-5:45pm,
Interpretations of CAAHEP Standards, Part II*

 

*The Site Visitor Workshop is reserved for those approved. Last date to submit the application and be considered for the Site Visitor Workshop is July 1. The Interpretations of the CAAHEP Standards is open to all attendees. Register with NAEMSE for the Interpretations sessions here.
Register Now

Meet Board Member  

Peter Taillac, MD   

Taillac  

Peter Taillac, MD is an Associate Professor of Surgery in the Department of Surgery, Division of Emergency Medicine, at the University of Utah School of Medicine. Peter is also a Colonel with the Medical Corp of the Utah Army National Guard, holding the title of State Surgeon.  


Among his other numerous appointments and positions, Peter is the Utah State EMS Medical Director for the Bureau of Emergency Medical Services, Utah Department of Health. He is Attending Faculty Physician and Associate Clinical Professor of Emergency Medicine Residency for the University of Utah School of Medicine. He is Medical Advisor for Emergency Preparedness for University Hospital; and serves as the Utah State EMS Medical Director for the Bureau of Emergency Medical Services, Utah Department of Health. Peter was instrumental in developing the paramedic program for West Valley City Fire and EMS; and has served as its Medical Director for nearly a decade.  


Throughout his career, Peter has conducted a variety of research, made numerous presentations, and received awards including "Unsung Hero" for medical direction in establishing the first EMS paramedic rescue program in West Valley City, Utah; and the "Outstanding Service Award" from Utah Alliance for Cardiovascular Health for his leadership in development of the Utah Stroke and STEMI Systems.  

 

Peter spent ten years of active duty military service as a physician, which included three years as teaching faculty at the Emergency Medicine residency in Ft. Lewis, WA. He has helped develop EMS and emergency medicine programs in Delhi, India and in Kumasi, Ghana.  


Among Peter's professional affiliations, he serves as Secretary of the Medical Directors Council for The National Association of State EMS Officials (NASEMSO); is a member of the Advisory Board for the Utah Poison Control Center; the American College of Emergency Physicians; National Association of EMS Physicians; and Society of Academic Emergency Medicine.


Peter is on the editorial board for Prehospital Emergency Care and Western Journal of Emergency Medicine; and also part of the "Ski-Doc" patrol at Brighton Resort.


Peter represents NASEMSO on the CoAEMSP Board along with Donna Tidwell.

Site Visitor Highlight:   

Tom Platt, EdD, NREMT-P  

Tom Platt  

Thomas E. Platt, EdD, NREMT-P, is the Associate Director of the Office of Education at the Center for Emergency Medicine in Pittsburgh, PA.   Tom is also an Assistant Professor and Vice Program Director of the Emergency Medicine Program at the University of Pittsburgh, School of Health and Rehabilitation Sciences.  In his role at the Center for Emergency Medicine, Tom is the Program Director for the Paramedic Training Program, overseeing all aspects of the Center's Paramedic Training Program, including teaching the Cardiology and Respiratory course.   

Becoming a paramedic in 1983, Tom was recognized by the National Registry of EMTs (NREMT) for 20 continuous years as a nationally registered paramedic.  


Tom
has served on the revision of the EMT-Basic National Standard Curriculum Project, served as Co-Principal Investigator for the First Responder National Standard Curriculum Project, and was an author for the revision of the EMT-Intermediate and Paramedic National Standard Curricula. 


Tom has worked on numerous local, regional, state, national and international health care efforts. Most recently he was the Associate Executive Director of the HMC/UPMC Partnership, an initiative designed to improve emergency services at Hamad Medical Corporation in Qatar. He has also conducted EMS Education programs in Iceland, the United Kingdom, Saudi Arabia and Qatar. 

Meet Our Sponsors:

National Association of State EMS Officials 

NASEMSO   

  

The National Association of State EMS Officials (NSEMSO) was founded in 1980 and is the lead national organization for EMS. As such, it is a respected voice for national EMS policy with concern and commitment for the development of effective, integrated, community-based, universal and consistent EMS systems. These systems use public health principles, data and evidence as a basis for safe and effective care in day-to-day operations as well as during catastrophic events.  

 

NASEMSO supports its members in developing EMS policy and oversight, as well as in providing vision, leadership and resources in the development and improvement of state, regional and local EMS and emergency care systems. NASEMSO is active in all states and territories, by being a strong national voice for EMS, an acknowledged key resource for EMS information and policy, and a leader in developing and disseminating evidence-based decisions and policy.

  

The Board and staff carry out the goals of NASEMSO, which include promoting orderly development of coordinated EMS systems across the nation; uniformly high quality care of acutely ill and injured patients; a forum for exchange of information and discussion of common concerns among state EMS officials; improving the quality and efficiency of state EMS program administration; enhancing the professional knowledge, skill and abilities of state EMS officials and staff; encouraging research and evaluation in all areas of EMS; and serving as a permanent national advocacy group for EMS.

Randy Kuykendall serves as the current President, and Jim DeTienne is President-Elect
.
Representing NASEMSO on the CoAEMSP board are Peter Taillac, MD and Donna G. Tidwell.  
 

VISIT THE NASEMSO WEBSITE     

Pass it on to Your Accounting Department!
Be Sure You Have Our New Address & Contact Info

We don't want your important documents, applications and correspondence to get lost. Please make note of our new mailing address, phone and fax. And please be sure to pass this on to your accounting department!

New CoAEMSP Mailing Address:
8301 Lakeview Parkway
Suite 111-312
Rowlett, TX 75088

New CoAEMSP Phone and Fax:
Phone: 214.703.8445
Fax: 214.703.8992
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Is there something you would like us to cover in a future eUpdate? Let us know!

Jennifer Anderson Warwick, MA
jennifer@coaemsp.org
CoAEMSP