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Greetings from PHAB,

 

Summer is baseball season. As I watch teams play this sport, I am reminded about how much accreditation and a good baseball game have in common. Accreditation is very much a team sport, even though various team members might exhibit their specific leadership strengths at different times based on the changing needs. There are stages of progress as the batters move around the bases. Some hit home runs right away, and bring players on loaded bases home, while others might hit a few foul balls before they get a run. And the goal of each inning is to score the most runs. The more I learn about how different health departments approach accreditation, the more I realize that some hit it out of the park while others do it one base at a time. Ultimately though, health departments will reach home plate. The more skilled teams become at playing the game, the more they are required to play. As PHAB receives and reviews the first Annual Reports from health departments, the more those health departments will be asked to do. Baseball is very rewarding work, and so is accreditation.

 

In this issue of the PHAB newsletter, we will talk about how a health department leader supported his staff through their accreditation process. We will also provide you with a Site Visitor profile. PHAB is proud of its fleet of peer reviewers, and we hope that hearing from one of them will encourage you to consider adding that experience to your bucket list. We will share some of the early evaluation results in the hope that you can use them as talking points. PHAB will introduce you to two new staff members, and one staff member in a new role. We are so pleased that all of our positions are now filled, and we can serve you better because of that.

 

Finally, we want to encourage those of you who will be attending the upcoming Community of Practice for Public Health Improvement (COPPHI) Open Forum to attend the PHAB Town Hall on Thursday, June 12, from 5:30-6:30 p.m. PHAB is beginning its review of the steps in the accreditation process and this Town Hall will focus on a dialogue with attendees about their suggestions for improvement.

 

If you haven't seen or played a good baseball game lately, I encourage you to do so this summer. And, if you haven't been working on either your initial accreditation or your subsequent annual reports, start that too. After all, it's a great feeling to get across home plate!

 

Issue #53

June/July 2014

In This Issue
PHAB IN ACTION
PROGRAM NOTES
PHAB STAFF CORNER
PARTNER SPOTLIGHT
PHAB SPECIAL FEATURE
SITE VISITOR SPOTLIGHT
WORD ON THE STREET

 Kaye Bender, PhD, RN, FAAN

President and CEO

PHAB IN ACTION  


PHAB to Host Learning Institute at APHA Annual Meeting in New Orleans

PHAB is again offering a Learning Institute at APHA's Annual Meeting this fall. Titled "PHAB Accreditation: How to Assess and Select Documentation Using PHAB Standards and Measures, Version 1.5," the Learning Institute will be held Sunday, November 16 from 8 a.m. to 5:30 p.m., at the Ernest N. Morial Convention Center in New Orleans, Louisiana.

 

The session (LI 2017) will cover PHAB documentation requirements, organizing documentation, and basic principles for using documentation as evidence for accreditation. The session will also provide a summary of the changes to the PHAB Standards and Measures that were adopted for Version 1.5. Using measures from the new version, a case study will help learners assess mock documentation against PHAB Standards and Measures. The session will be beneficial for any future applicant and for anyone who will be helping an applicant select documentation for accreditation. (Please note that individuals who have attended PHAB's applicant training are not eligible to attend.) If you have attended a documentation training previously, much of the material is a repeat, though it will include some updates related to version 1.5. Participants are eligible to earn 6 continuing education credits.

 

For more information, visit APHA's Learning Institute website, or contact PHAB Education Specialist David Stone at 703-778-4549, ext. 105, or via email at [email protected].

  

 

PHAB Delivers Two Site Visitor Trainings in April

PHAB's Alexandria, Va., Learning Center was a hub of activity in late April as 44 new Site Visitors were trained in two separate events. The back-to-back training events, held April 22-23 and April 24-25, featured hands-on exercises and were structured to reflect the work Site Visitors will perform when they are assigned to a Site Visit Team. Attendees spent time assessing documentation and writing conformity comments, and received in-depth instruction in the use of e-PHAB - PHAB's online information system - which is used throughout the accreditation process by health departments, Site Visitors, PHAB staff, and PHAB's Accreditation Committee. The accreditation process would not work without the dedication of these volunteer peer Site Visitors. PHAB appreciates their commitment to making public health better.

 

In late April, 44 new Site Visitors were trained in two separate events. Above, new PHAB Site Visitors paused for a group photo April 23, 2014 during a training session at PHAB's Learning Center in Alexandria, Va.

Above, new Site Visitors gathered for a group photo at PHAB's Learning Center on April 25, 2014. The back-to-back training events, held April 22-23 and April 24-25, were structured to reflect the work Site Visitors will perform when they are assigned to a Site Visit Team.

   

Accreditation Coordinators Trained in May 
The number of health departments in e-PHAB -- PHAB's online information system -- continues to increase, as does the demand for applicant training and instruction on the accreditation journey.

A total of 20 trainees from 14 public health departments traveled to Alexandria, Va., in May to attend a two-day applicant training program in PHAB's Learning Center. The May 13-14 training event focused on the important role and functions of the Accreditation Coordinator and included a range of hands-on exercises designed to impart an in-depth understanding of how to select documentation to upload into e-PHAB.

PROGRAM NOTES: PHAB Program Updates    

 

Standards and Measures Version 1.5

In accordance with previous announcements from PHAB, June 2, 2014 marked the end of PHAB's acceptance of accreditation applications under Standards and Measures Version 1.0. While health departments whose applications are currently in our system will still be reviewed under Version 1.0, all health departments that submit their applications from June 3, 2014 forward will be reviewed under Standards and Measures Version 1.5. For an easy guide that summarizes the changes made in Version 1.5 and where they are located in the document, download Standards and Measures Summary of Version 1.5 Revisions and Clarifications.

 

 

Standards and Measures Version 1.5 Now Available in Print

Printed copies of PHAB Standards and Measures Version 1.5 are now available. In addition to being offered as a free download from PHAB's website, you may now purchase hard copies of PHAB Standards and Measures Version 1.5. Please note that a small fee will be assessed to cover the cost of printing, shipping, and handling. In addition, printed copies of Acronyms and Glossary of Terms, Version 1.5, and PHAB Standards: An Overview of Version 1.5, are also available. For pricing and ordering information, please contact PHAB Office Manager Lisa McAllister at 703-778-4549, ext. 100, or via email at [email protected].

 

 

First Set of Annual Reports Received: Accomplishments of Accredited Health Departments Highlighted

PHAB has received the first set of Annual Reports from accredited health departments. The reports are comprised of two sections. The first is an opportunity for health departments to communicate with PHAB about any changes that have occurred over the past year that might affect their accreditation status, as well as what they have accomplished related to the specific measures referenced in the letters from the Accreditation Committee when accreditation was conferred.

 

In Section II, health departments describe quality improvement (QI) efforts; progress on the community health assessment, community health improvement plan, strategic plan, and QI plan; and activities in emerging public health areas such as health equity and informatics. PHAB's Evaluation and Quality Improvement Committee will review that section of the report and provide feedback to support health departments in their performance improvement journeys. The first batch of these reports highlights some of the accomplishments of accredited health departments -- from engaging new partners and populations in community health assessments to revamping financial and data systems.

 

Accredited health departments can learn more about the requirements related to the Annual Report on the password-protected portal, "Accredited HDs," which is located on the PHAB website. If you have any questions about PHAB's work in this important area, please contact PHAB Director of Research and Evaluation Jessica Kronstadt.

 

 

PHAB Trains First Accreditation Reserve Corps

The Public Health Accreditation Board's commitment to accept and process all applications it receives from health departments means that PHAB must maintain the capacity to complete activities in the review process throughout the year. Interest on the part of health departments to apply for accreditation has been strong. To assure all health department applicants and Site Visit Teams receive quality, timely support during the review process, PHAB established an Accreditation Reserve Corps to augment the capacity of full-time Accreditation Specialists and/or to handle large documentation reviews. PHAB provided specialized training for the first 32 members of PHAB's Reserve Corps on May 21-22, 2014. PHAB appreciates their time and commitment to the accreditation process!

 

PHAB provided specialized training for the first 32 members of the Accreditation Reserve Corps on May 21-22, 2014.  
 

 

Performance Management/Quality Improvement Think Tank Planning Session

Now that PHAB and its partner organizations have had some experience in the field with providing technical assistance and with reviewing documentation related to Domain 9, it is time to begin the process of reviewing this important cornerstone of accreditation. To that end, PHAB sponsored a meeting with its key national partners on May 29, 2014 for the purpose of identifying the  

major initiatives in public health performance management and QI and discussing what those initiatives have learned to date that can inform health department accreditation expectations for the future. Participants in the discussion included Chris Bujak, Ron Bialek, Liza Corso, Bobbie Erlwein, Peggy Honore, Tatiana Lin, Donna Marshall, Marni Mason, Jennifer McKeever, Jamie Pina, Greg Randolph, Pamela Russo, Pooja Verma, and Andrea Young. The group's work will lay the groundwork for later think tanks with selected health department representatives as PHAB plans for the future link between accreditation, performance management, and QI. Stay tuned for more information on this work as it progresses.

 

PHAB President and CEO Kaye Bender leads a discussion at a May 29, 2014 Performance Management/Quality Improvement Think Tank held in PHAB's Learning Center in Alexandria.
PHAB STAFF CORNER
 

PHAB Welcomes Two New Staff Members

PHAB is pleased to announce the addition of two new staff members in May. Cathy Vogel, MPH, MSW, joined the PHAB Program Department as an Accreditation Specialist on May 7, and Lisa McAllister, PhD, MA, stepped into the role of Office Manager on May 26.

 

In her role as an Accreditation Specialist, Cathy Vogel will draw from her extensive public health department and accreditation expertise as she works collaboratively with other Accreditation Specialists in handling the technical, review, and logistical aspects of the accreditation process.

Cathy most recently worked as a Division Director at the Mississippi State Department of Health, where she was involved in chronic disease prevention and health promotion efforts. Cathy was also enthusiastically involved in the health department's preparation to apply for accreditation, particularly in the design and implementation of a statewide community health assessment and community health improvement planning process. Prior to that, Cathy worked in public health research at the George Warren Brown School of Social Work and Public Health in St. Louis, Missouri. Her focus areas were community health program evaluation and health communication research. A Massachusetts native, Cathy holds a master's degree in public health and a master's degree in social work from Washington University in St. Louis. 

 

 

Lisa McAllister brings a wealth of knowledge and experience to her new role as PHAB's Office Manager. At the hub of office operations, she will coordinate daily office functions, procedures, and resources to facilitate organizational effectiveness and efficiency. Lisa most recently served as an office and property manager in Alexandria, Va., where she handled vendor relations, property management and an endless variety of construction and organizational projects. Prior to that position, Lisa served as an academic advisor at the University of Maryland in College Park, where she worked with both undeclared and business undergraduates. Originally from Massachusetts, Lisa holds a PhD in kinesiology, with a specialization in sport psychology, from the University of Maryland, where her master's thesis work focused on performance differences under distracting conditions. Lisa's dissertation explored electroencephalographic responses of expert and novice performers to distracting stimuli. In her new role at PHAB, Lisa replaces former PHAB Office Manager Genny Lush, who recently joined PHAB's Program Department.

 

Genny Lush Joins PHAB Program Department

PHAB is pleased to announce that Genny Lush, who previously served as PHAB's Office Manager, has joined PHAB's Program Team. In her new role as a Program Specialist, Genny will work closely with PHAB's Accreditation Specialists in facilitating the implementation of the accreditation process. Genny joined PHAB in May 2012 as the organization's first Office Manager, and over a two-year period she successfully set in motion many of PHAB's key office functions and procedures. Prior to joining PHAB, Genny served for five years as Office Manager for the Alexandria Economic Development Partnership, focusing her attention on all aspects of office administration, meetings, events, and bookkeeping. Genny holds a bachelor's degree in sociology from George Mason University in Virginia.

PARTNER SPOTLIGHT

 

The National Board of Public Health Examiners Needs Your Help

The National Board of Public Health Examiners (NBPHE) is seeking your assistance in conducting a job task analysis to strengthen its Certified in Public Health (CPH) credentialing program. This job task analysis -- the first of its kind -- will define performance domains and tasks performed by a public health professional. Job task analyses are typically performed to ensure the integrity of a professional examination. However, in addition to confirming how well the CPH examination measures the competence of CPH candidates, the evidence-based data stemming from the job task analysis will also be useful to the seminal Association of Schools of Public Health's Framing the Future initiative, which is looking at the future of public health education.  

 

A panel of employers, public health practitioners, and other subject matter experts representing the various sectors of public health compiled a survey to ask professionals working in public health about the important tasks that define their profession. The survey will take approximately 30 minutes to complete and everyone working in public health is invited to respond. NBPHE invites you to complete the survey, which is available at http://www.nbphe.org/jobanalysis.cfm. They also encourage you to share this link with colleagues. In recognition of the fact that this is a significant time commitment, NBPHE will be raffling off five iPads to individuals who complete the survey. Responses to the survey will be anonymous, although your name and e-mail address will be requested if you wish to participate in the raffle. A summary of the findings of the study will be available on the NBPHE website by early fall.

 
PHAB SPECIAL FEATURE: Spotlight on a Health Department Director's Leadership Role in Achieving Accreditation

 

"We get so few opportunities to cultivate individual talents in local health departments; accreditation helped me motivate our team and keep their skills and talents directed towards success." -- Dr. Bruce Dart

 

Q&A With Dr. Bruce Dart on the Leadership Role of a Public Health Department Director 

PHAB often hears that a public health department's successful journey through the accreditation process and ultimate achievement of national accreditation are largely linked to the leadership strengths of the health department director. For insight into the importance of a director's leadership strengths in the achievement of national accreditation, PHAB recently asked Dr. Bruce Dart, PhD, director of the nationally accredited Tulsa Health Department in Tulsa, Oklahoma, to discuss how a health department director must be the primary driver in bringing the health department staff and governing entity successfully through the accreditation process.

 

Please share some of the ways in which you got your health department staff on board for the accreditation journey, and engaged in the process?

 

Well, honestly, first I read the requirements for accreditation to understand what was being asked of us, and then I did an assessment of our organizational readiness for accreditation to ensure I had a good understanding of what would be required of us. I decided to hold an event where I could discuss the accreditation standards and the accreditation process with our senior leadership team so everyone would be on the same page as to what the accreditation journey would be. Initially, we had one accreditation coordinator but eventually realized we would have greater buy-in and success if we approached the process as a team with specific assignments and responsibilities. I was proud our team had the ability to be flexible enough to change direction when a process was not working as envisioned. We all learned that we were in this together and no matter the result, the outcome would be that we would become a better health department. Our staff have always had great pride in how we serve the community, so it wasn't hard to convince them that the effort it takes to be accredited is worth it if we truly believed we exist to serve. While we have always focused on providing quality services and programs, staff really bought into the idea that earning accreditation would help us improve as an organization and in many ways would set us apart from many of the other local health departments in Oklahoma.

 

How did you support your staff to do the work throughout the long process?

 

Our staff worked very hard on accreditation and I made sure to recognize them along the way, especially the creativity and energy everyone put into it. It was easy to offer encouragement, thanks, and praise as the process took shape both informally and formally in department staff events. I thought I needed to pay attention to what they were doing and be able to identify successes as the effort grew and gained momentum. Thanking and encouraging staff goes a long way. I was always aware that our effort would only be as strong as our accreditation team, so I thought it extremely important to be visible within the process and express my support often, especially when they felt they were struggling or feeling overwhelmed. After we achieved accreditation I took the entire team out to dinner to celebrate.

 

Along the way, what traits and skills did you, as the director, find were most helpful for keeping your staff focused, engaged, and committed to the process?

 

I couldn't motivate our team unless I truly engaged with them and became a part of what they were trying to accomplish. Communication was important, but listening was key. This was a long, tedious process so it was important to (at times) keep our goals and objectives in front of our team to keep everyone focused and moving forward. I really learned that I needed to trust my team and delegate responsibility among them, not just provide direction. Sometimes being a leader means backing off and letting skilled professionals do what they do best, without getting in their way. Adaptability and the ability to build and maintain relationships is critical. The process is complicated and we had to constantly adapt because of that complexity, and occasionally change plans midstream. I found out that when I adjusted quickly to unexpected circumstances, our team adapted as well. Our relationships grew because we trusted each other; I used the accreditation process as an opportunity to build personal relationships I might not have had the opportunity to have. We get so few opportunities to cultivate individual talents in local health departments; accreditation helped me motivate our team and keep their skills and talents directed towards success. 

 

What advice can you provide to other directors whose health departments are considering going through the accreditation process?

 

The decision to pursue and achieve accreditation is not an easy one, and each director must define their reason for themselves. Planning for accreditation requires that you determine where your organization is going, and if accreditation is part of the process you need to get there. We thought long and hard about what the process would actually entail and we decided that accreditation would ultimately make us a better department because it would identify a set of standards we must then live up to. We also thought those we served deserved to be served by an organization that readily decided to function at a level of excellence that at that point, few had achieved. So when you decide this is something you want to pursue, seize the moment and go after it hard; stay the course, no matter how long it takes. Know how far you have to go and check your progress regularly. But whatever you decide to do, don't underestimate the degree of difficulty this process is. If it were easy anyone could do it, and as with any goal, achieving it will be worth it.

 

SITE VISITOR SPOTLIGHT 

 

Q&A With PHAB Site Visitor Alan Kalos: "In the 28 years that I have been working for the Northern Kentucky Independent District Health Department, being a PHAB Site Visitor has been one of the most exciting and rewarding experiences of my career." 

   

Alan Kalos

PHAB's volunteer Site Visitors perform a central role in the national accreditation process. From reviewing documentation submitted by health department applicants to conducting on-site interviews and writing the Site Visit Reports, Site Visitors are critical to the success of the national public health department accreditation program. From time to time, PHAB's e-newsletter spotlights one of these important peer reviewers. Recently, Site Visitor Alan V. Kalos, MEd, Health Planning Administrator at the nationally accredited Northern Kentucky Independent District Health Department in Edgewood, Kentucky, shared some thoughts about his Site Visit experience. 

 

Why did you volunteer to be a PHAB Site Visitor?

 

Being a Site Visitor was a natural extension of my on-going involvement with PHAB. I have been involved with PHAB almost from its beginning, first as a member of the Assessment Process Workgroup, then as a Site Visitor for the beta test of the accreditation standards and process, and as the coordinator for my organization's (Northern Kentucky Health Department) accreditation process.

 

What did you gain from the experience?

 

As an official Site Visitor, I gained an intimate knowledge of the PHAB standards and measures. Since the standards and measures are a summary of best practices in public health, I also gained a broader understanding of the total scope of public health. This has not only contributed to my ability to better serve my health department, but it has also allowed me to assist other health departments as they prepare for the accreditation process.

 

Would you consider doing it again? If yes, please explain.

 

I have completed the Site Visitor annual training update and I am anxiously waiting for another site to be scheduled. While being a Site Visitor is a lot of extra work, it is also a fun experience. The highlight of the experience is making new connections with others working in public health, visiting new places and learning how the practice of public health differs around the country.  

 

What would you say to colleagues who are considering volunteering to be a PHAB Site Visitor?

 

Being a PHAB Site Visitor is a unique experience. There is nothing else like it in public health. It will give anyone in public health a better understanding of how all of the pieces fit together and how everyone in public health needs to work together to improve the population's health, not only locally but across the country.

 

Is there anything else you'd like to share about the experience?

 

In the 28 years that I have been working for the Northern Kentucky Independent District Health Department, being a PHAB Site Visitor has been one of the most exciting and rewarding experiences of my career. 

WORD ON THE STREET: A Round Up of Accreditation Questions and Answers 

 

1. I am still confused about why PHAB doesn't accept examples of documentation from clinical/patient care programs when that work constitutes a lot of what my health department does.

 

PHAB recognizes that many health departments oversee robust programs that include direct clinical services to individual patients. Public health accreditation does not extend to those services for three basic reasons. One is that PHAB was founded on the premise that no one else is setting standards for the population-focused public health work that forms the basis for what most health departments do, so that is our primary mission. The second reason is that, depending on what the clinical services entail, there may be other national accreditation or oversight organizations with which PHAB does not need to overlap. And third, getting into the review of direct clinical services adds a potential risk management issue for PHAB. However, since we know this is still confusing, we are updating our guidance on acceptable/unacceptable examples. That document will be ready soon and will be posted on the PHAB website under Accreditation Materials.

 

2. We have heard that if PHAB requires an Action Plan, it is a really bad thing to happen to a health department.

 

Nothing could be further from the truth. PHAB deliberately built the Action Plan option into the process to give health departments a vehicle for receiving feedback from the Accreditation Committee so that health departments can be successful in being accredited. PHAB views it as a normal part of the review process. We do not consider it to be punitive in any way. Our advice is, if your health department is requested to submit an Action Plan, please see it as PHAB's way to encourage improvement so that accreditation can be achieved. Think about it this way: If a student were taking a college course and had to "re-do" part of a required final exam or paper before they could receive credit for the course, they would do that in a heartbeat. And, at the end of the day, the public will know only that the student completed the course - not that they had to correct part of their final exam or paper. The same concept applies to the PHAB Action Plan.

 

3. The PHAB application asks that the health department specify the type of governance that it has and also requires a letter of support from the appointing authority. What is the difference between the governance entity and the appointing authority?

 

The governing entity is the individual, board, council, commission or other body with legal authority over the public health functions of a jurisdiction of the health department. This legal authority is established by state, territorial, or tribal constitution or statute, or by local charter, bylaw, or ordinance as authorized by state, territorial, tribal, constitution or statute. There is a great deal of variation across the country regarding structure, definition, roles, and responsibilities of governing entities. Governing entities have primary responsibility for policy-making and /or governing the health department. It advises, advocates, or consults with the health department on matters related to resources, policy making, legal authority, collaboration, and/or improvement activities.

 

The appointing authority is, very simply, the person with the power to hire (and fire) the director of the health department. In some cases, though by no means all, the head of the governing entity is also the appointing authority. Please refer to the PHAB Acronyms and Glossary of Terms for the PHAB definitions.

   

4. Who at PHAB should we contact for specific questions and technical assistance?

 

You may contact:

 

Mark Paepcke, Chief Administrative Officer, to talk about fees and contractual information. He may be reached at [email protected] or 703-778-4549, ext. 104.

 

Robin Wilcox, Chief Program Officer, to talk about interpretation and meaning of the PHAB Standards and Measures as well as the accreditation process. She may be reached at [email protected] or 703-778-4549, ext. 106.

 

Marita Chilton, Jennifer Jimenez, Cathy Vogel, or Brittan Wood, to talk about the accreditation process for health departments. Marita may be reached at [email protected] or 703-778-4549, ext. 114; Jennifer may be reached at j[email protected] or 703-778-4549, ext. 107; Cathy may be reached at [email protected] or 703-778-4549, ext. 108; and Brittan at [email protected] or 703-778-4549, ext. 115.

 

Jeff Lake, Volunteer Services Manager, to talk about the recruitment, selection, and assignment of Site Visitors and Teams as well as PHAB's Reserve Corps of Accreditation Specialists. He may be reached at [email protected] or 703-778-4549, ext. 110.

 

David Stone, Accreditation Education Specialist, to talk about PHAB's education services, including orientations and trainings. He may be reached at [email protected] or 703-778-4549, ext. 105.

 

Travis Parker Lee, Program Specialist, to talk about meetings, events, and requests for speakers. He may be reached at [email protected] or 703-778-4549, ext. 102.

 

Genny Lush, Program Specialist, to talk about Statements of Intent, Applications and accreditation process issues. She may be reached at [email protected] or 703-778-4549 ext. 113

 

Jessica Kronstadt, Director of Research and Evaluation, to talk about public health accreditation-related research and evaluation. She may be reached at [email protected] or 703-778-4549, ext. 117.

 

Teddi Nicolaus, Communications Manager, to talk about news, media requests, marketing, and promotions. She may be reached at [email protected] or 703-778-4549, ext. 118.

 

Kaye Bender, President/CEO, to talk about accreditation-related strategies, partnerships, long-range planning at PHAB, PHAB Board of Directors, committees, and think tanks. She may be reached at [email protected] or 703-778-4549, ext. 103.

 

Lisa McAllister, Office Manager, to talk about general office inquiries. She may be reached at [email protected] or 703-778-4549, ext. 100.

 

If you have a suggestion for future segments of Word on the Street, please send them to PHAB e-newsletter editor Teddi Nicolaus.

 

Public Health Accreditation Board
1600 Duke Street
 Suite 200
Alexandria, VA 22314  
Phone: 703-778-4549
Fax: 703-778-4556

For more information, visit www.phaboard.org