We will provide you with an itinerary prior to the audit date.

Our auditor will start with a meeting to introduce themselves and plan the day with you. We need to meet with staff, review records, review the environment, follow some of your practices through and talk with some consumers of your service. We will also review some of your management systems.

The clinic needs to be operating on the day of audit.

Surveillance audits are not automatic for residential disability providers. If a surveillance audit is not required at the midpoint of the certification period, the provider will complete a “Provider Surveillance Declaration,” which incorporates information related to any developmental evaluation events which have occurred since their certification audit. Their DAA Group client manager reviews this declaration and decides whether an onsite surveillance is needed. A “Surveillance Declaration Report” is completed and submitted to HealthCERT by the DAA Group Client Manager.

If an onsite Surveillance Audit is required by HealthCERT these are announced for residential disability services with intellectual, physical or sensory disability in their scope.

The DAA Group Client Manager will follow up to check that appropriate measures have been taken regarding any Correct Actions (CARs) which were found during the audit process.

For multisite residential disability providers, there is a different sampling methodology used to calculate the number of services that will be visited at the surveillance audit. This is based on 0.6 x the square root of the total number of services that support 5 or more people.

Yes, the costs of the surveillance audit are already covered in the proposal and/or the services agreement.

Prior to the onsite audit the client manager from DAA Group will be in communication with you and will answer any questions you may have regarding the onsite audit. A draft of the itinerary will also be sent to you prior to the audit for you to peruse and give feedback as to how the itinerary will work for your organisation. The audit will commence with an opening meeting where the lead auditor will explain how the audit will unfold. Each auditor will be assigned standards to audit against and these are organised in a way that enables the audit to "flow" in a logical way for the auditor and the organisation.

A documentation request letter will be sent pre-audit, as part of stage one of the audit process. Your policy and procedure documents and completed self-assessment are required approximately six weeks prior to the audit date. This is for your first certification audit only, or if you change from Allied Health to ACC and vice versa, and will not be required for subsequent audits.

We will also provide a handy checklist which assists you with preparing the documents we need for the first stage of the audit.

We will provide you with an itinerary prior to the audit. The audit commences with an opening meeting, where the auditor (s) will introduce themselves and discuss how the day will unfold plus explain the methodologies that will be used to gather information. The auditors are flexible and will make changes if required on the day. They will answer any questions you may have. The DAA Group are cognisant of the need for the clinic to run smoothly and will always work around whatever is happening on the day. At the end of the audit a closing meeting will be held to give feedback on the audit findings. Everything discussed at this meeting will have already been raised with you during the audit and discussed in detail. The clinic will be presented in writing any corrective actions that have arisen from the audit.

If the provider is a multi-site provider then a sampling plan is used. For sampling minimum numbers are specified in the Handbook Certification, however it usually follows that the number of sites of the organisation is taken and the following formula applied

Audits = square root x .6

Surveillance: square root x .3

Retirement Village audits take up to 4 hours on site to complete. If there are multiple sites included in the one certificate which need to be visited additional time will need to be added to the audit.

A surveillance audit is always required and is undertaken to ensure the service is maintaining safe practice and to complete an onsite follow up of the progress made against all corrective actions identified at the certification audit.

The surveillance audit occurs at the 18 month midpoint of the Certification period. The audit can be planned two months either side of this midpoint and we will liaise with you to discuss convenient dates.

A surveillance audit involves a subset of the standards plus the areas requiring improvement. The audit is for one day only and the lead auditor and technical expert are both onsite. There is no document review required prior to this audit.

When you receive the itinerary prior to the audit, it is advisable to go through each section and assign the most responsible, knowledgeable person(s) from your organisation for that session. The auditors will want to hear how you do things to meet or exceed the standard. Whilst covering the organisation and management as well as the CEO it is helpful if a board member could be available.

A report is written and peer reviewed prior to the clinic receiving a copy of the draft audit report. You receive this draft to enable you to check if the report is factually correct. The clinic will have a month following the audit to prepare an action plan advising how they will correct any areas requiring improvement. The lead auditor will explain this part of the process at the closing meeting. The report and action plan is then submitted to the Facility Audit subcommittee of the RNZCUC to endorse the certification. Once this endorsement is given we commence preparation of the certificate.

The auditors will have a clinical background and competencies within the podiatry sector. They have also completed trainings against the specific recognised standards for auditing. They are supported by our office based team and have regular mentoring and other trainings to minimise variance between auditors.

The selection of the audit team members for an audit are determined by the requirements of the Ministry of Health’s Designated Auditing Agency Handbook.

These include:

• Every audit team having a qualified and experienced Lead Auditor

• An auditor who has management or clinical expertise in disability services

• An auditor has demonstrated knowledge and understanding of the UN Convention on the Rights of Persons with Disabilities 2008, and the NZ Disability Action Plan; and current experience of disability services relevant to the sub-category (ie Intellectual, physical or sensory.)

• If the provider has physical disability in their scope, there is an auditor with experience as a consumer of these services

• If the provider has either or both intellectual or sensory disability services in their scope there is an auditor who is a family member of a consumer of these services

• Consumer auditors are required for residential disability certification audits. Generally surveillance audits do not require a consumer auditor to be part of the audit team.

Additionally to this we try to chose auditors who are locally, or very closely based to your location.

A report is prepared and peer reviewed prior to the facility receiving a copy of the draft audit report to check it is factually correct. The facility is also required to plan what actions they will take if any areas of improvement are identified. The auditor(s) will explain this part of the process at the closing meeting at the end of the audit.

We will send you an email request for the documents we require pre-audit. These are usually various policy and procedure documents. These are sent to the auditor who will be attending the audit to review pre-audit and comments on the documentation will be included in the Retirement Village audit report.

You will receive a certificate that you can proudly display to recognise your achievement.

The certification period is for three years with an interim onsite surveillance audit.

The certification period is three years. 18 months into this period a surveillance audit is required to ensure that the clinic is maintaining the standard.

A report is prepared and peer reviewed prior to the facility receiving a final copy of the audit report. The facility is also required to plan what actions they will take if any areas of improvement are identified. The auditor(s) will explain this part of the process at the closing meeting at the end of the audit.

The certification period is three years. 18 months into this period a surveillance audit is required to ensure that your organisation is maintaining the standard.

The auditor who is looking at service delivery will need to look at clinical records and may need access to your policy and procedures. The auditor covering organisation and management will review other records on site. Please have these readily available during the audit. These include but are not limited to: - Quality/Staff Meeting minutes - Internal audit results and action plans - Accidents, Incidents and Near miss records. - Corrective action plans - Hazard / risk register - Quality projects/improvements - Human resource files, including staff files and credentialing records - Complaints register and supportive documentation

Sampling is based on resources bed numbers and staffing levels as determined by the provider. They may change on the day of audit based on actual patient numbers. For patient tracer's a minimum of one individual tracer per service type. Incidental sampling will also be undertaken to ensure sufficient information is gathered.

A surveillance audit is always required for this certifcation and is undertaken to ensure the service is maintaining safe practice. Progress made against the areas identified for improvement at the Certification audit are also checked at this time.

The surveillance audit occurs at the 18 month midpoint of the certification period. The audit can be planned two months either side of this midpoint and we will liaise with you to discuss convenient dates.

You will receive an unframed A4 certificate, that you can proudly display to recognise your achievement. You can purchase a framed A3 certificate for $150.

If any of the criterion are partially or unattained, our client management team at DAA Group will assist you to reach full attainment before we will submit the report to the Retirement Villages Assocation.

We will need to audit the new premises and can approach this in two ways: attend on site for a couple of hours to review the site against the standards; or often it is possible to tie it into your next certification audit. If you keep in touch with us at the time of the move, our Management team can make this decision in accordance with our regulations as a certifying body.

The certification period is for four years with an interim onsite surveillance audit at the two year mark.

A surveillance audit involves a subset of the standards plus the areas requiring improvement. The audit is for one day only and the lead auditor and technical expert are both onsite. There is no document review required prior to this audit.

Yes - A surveillance audit occurs at mid point of the three (or four) year certification period.

The Practice Manager and RN would suffice and access to board meeting and organisation meeting minutes. If the surgeon is on site, the auditor will speak with her/him if needed, but it is not mandatory for them to be on site.

There are no surveillance audits required for the Retirement Villages Association certification as some sectors/standards require.

There is no document review or self assessment required for a surveillance audit. A sub set of the standards are audited against during the onsite audit (as defined by the Ministry of Health). If following the certification audit there were findings raised, these will be followed up at the surveillance audit for progress.

Please ensure regular surgical procedures/surgery or consultations are planned for the day in order that the audit team has the opportunity to speak with the patients using the service.

A clinic day is preferable as patient input is an important part of assessing service delivery.

The audit requires one auditor. We have experienced auditors currently based in Taupo and Auckland. We will always try to get the closest auditor to attend.

Enter your answer here

Audits are up to 8 hours on site to complete. If there are multiple sites included in the one certificate which need to be visited, additional time will need to be added to the audit.

When you receive the itinerary prior to the surveillance audit, it is advisable to go through each section and assign the most responsible, knowledgeable person(s) from your organisation for that session. The auditors will want to hear how you do things to meet or exceed the standard. Whilst covering the organisation and management as well as the CEO it is helpful if a board member could be available.

Yes, the costs of the surveillance audit are already covered in the proposal and/or the services agreement.

Audits are up to 8 hours on site to complete. If there are multiple sites included in the one certificate which need to be visited, additional time will need to be added to the audit.

When registering with the Retirement Villages Association, please let them know at what stage your development is, when you expect your first resident to arrive and liaise with them regarding the date the audit is required and come to us for the audit to occur.

This varies depending on the size of your organisation but is usually about two days.

Co-located RVs with an aged-care facility will have the village portion of the certification included in a usual DAA Group proposal - please view the information under the 'Aged-Care sector' for further information.

The DAA Group are the certifying body for these standards.

The standards 6.2.5 and 6.2.6 ask that there is regular and incidental cleaning to ensure a clean environment and good infection control practices. Also that the cleaning agents used are appropriate for the type of areas/equipment being cleaned.

There is no specification to have a professional cleaning company. In our experience, there are usually three ways of managing this:

• Cleaning company for daily cleaning and waste management

• Cleaning company for twice yearly cleaning and daily local cleaner

• Daily local cleaner

Ensure the process put in place takes into account infection control and can provide consistent outcomes.

You are required to undergo a partial provisional audit. You will need to notify the Ministry of health of your move and they will advice you and us of their requirements.

A review of this area is being undertaken by Southern Cross. Please inform the auditors so that they can:

1. Ensure this information is documented in our reports.

2. Review what training has been provided to RNs, how competency is being assessed, and what monitoring is occurring.

3. Encourage the nurse to liaise with their Southern Cross Insurance contract manager as they are interested in this information for their review.

4. Email the client manager in the office who will notify Southern Cross.

A surveillance audit is always required for this certification, and is undertaken to ensure the service is maintaining safe practice and to follow up of the progress made against all corrective actions identified at the certification audit.

A minimum of one surveillance audit at the midpoint of certification is required to maintain certification - in this case 24 months. This audit can be scheduled two months either side of the due date.

The surveillance audit is usually on-site audit, but can sometimes be conducted off-site if qualifying conditions are met.

Your certification will follow it's normal cycle, however the next certification or surveillance audit will need to check that the policies and procedures have adapted to the new site. If your facility had been eligible for an off-site surveillance audit it will revert to being an onsite audit.

We will provide you with an itinerary prior to the audit date.

Our auditor will start with a meeting to introduce themselves and plan the day with you. We need to meet with staff, review records, review the environment, follow some of your practices through and talk with some consumers of your service. We will also review some of your management systems.

The clinic needs to be operating on the day of audit.