Page 4 - QAP Manual 2020

Quality Assessment Project Procedures
2020

BEFORE THE SURVEY

REVIEWING ASSIGNMENTS
You will be notified of your assignments via email. Review all assignments through ODESA, the
on-line data entry system. Unless otherwise instructed by your assigned QA coordinator,
begin making phone calls four (4) days after receiving your assignments in order to allow the
introduction letters and QA brochures to be received by the necessary people.

UPDATING YOUR QAC ON YOUR ASSIGNMENTS
You should be in regular contact with your QA coordinator to update him/her on the status of
your scheduling and outstanding assignments. It is important for QA coordinators to be fully
informed in order to address potential issues as soon as possible as well as prepare for the
next month’s assignments.

REMOTE SURVEYING TECHNOLOGY REQUIREMENT AND SET-UP/MAKING THE
INITIAL CONTACT

Please refer to the Remote Surveying Protocols
located at the end of this manual for instructions

Additional Instructions:
• When you are ready to make the initial contact and begin scheduling appointments,
ALWAYS PRESUME COMPETENCE and ask to speak to the consumer.
• Introduce yourself as a representative of the State Council on Developmental
Disabilities (SCDD) Quality Assessment Project and explain the functions of SCDD and
your role as a contracted surveyor.
• Follow instructions from HSRI regarding Proxy Determination.
• Explain the purpose of the survey and the availability of an on-line photo gallery of
contracted surveyors (link shared in the introduction letter). The photo gallery will
allow respondents to find a picture of the surveyor prior to the survey.
• If the person with whom you are scheduling the survey is not in possession of the
previously mailed introduction letter and QA brochure and is unaware of the project,
this information can be faxed, emailed or re-mailed to them, if they wish.
• Explain that you want to schedule an appointment at the most convenient time
possible for all person involved, and that you will try not to interfere with any activities.
• Explain that you will need 45-60 minutes to conduct each survey.
• Confirm preferred language. (If you are not fluent in the consumer’s language, DO
NOT schedule the survey at this time. Contact your QA Coordinator for further

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