When it comes to regulatory surveys in the home health (HH) and hospice (HSP) industry, the stakes couldn’t be higher. These surveys aren’t just another task on your to-do list—they’re essential for ensuring compliance and keeping your agency running smoothly. But how you approach them can make all the difference.
Should you focus on survey prep, addressing everything last-minute before a known survey? Or would it make more sense to adopt a survey readiness mindset, staying consistently prepared for anything that comes your way?
At The Home Health Consultant (THC), we’ve spent years helping agencies like yours figure this out. Not only do we guide organizations through regulatory challenges, but we also help create systems that improve operations and patient care. At THC, we definitely have a preference between survey prep and readiness, but we’ll help you determine what’s best for your agency.
By the end of this guide, you’ll understand:
- The key differences between survey prep and readiness
- Which approach we recommend (and why), and
- Practical steps to build a compliance program that truly works for your agency.
What Is Survey Prep?
Survey prep is a reactive, short-term approach to getting ready for a specific survey. Think of it like cramming for an exam—you gather all your documents and fix glaring issues. But there’s a higher chance you missed something.
You can also think of survey prep as paying a lump sum to fix all the issues in your car at once. While this works for some people, you risk your car running into some serious problems. It could break down before you set aside the time and cash to get it fixed. You would have never known there was an issue, because you’re not thinking about systemic maintenance.
Alternatively, if you do routine maintenance on your car, it runs better overall, breaks up large costs, and you're less likely to have your car break down. It’s the same with your agency.
Common Challenges in Survey Prep
Sounds straightforward, right? But here’s the catch: cramming for an exam doesn’t result in a passing grade for all students. Survey prep can leave you scrambling. You risk missing details, dealing with last-minute stress, and facing long-term compliance gaps.
For example, if you only focus on compliance before a survey, you might overlook issues that could lead to an immediate jeopardy situation during a complaint survey—costing tens of thousands of dollars in fines or other penalties.
Additionally, only focusing on survey prep can lead to challenges, including:
- Time Constraint: Your agency must balance reviewing immense amounts of information with maintaining daily operations, which can strain resources.
- Unverifiable Staff and Vendor Expertise: Without a structured program that actively checks for issues using formalized sources, you won’t know if staff and vendors are doing all the right things until survey time, leaving a gap in accountability.
- Higher Unseen Costs: The absence of a feedback loop can lead to escalating hidden expenses over time, even if survey prep seems like a cost-saving measure at first glance.
- Increased Stress Levels: Both agency owners and staff may feel overwhelmed trying to juggle survey prep and ongoing responsibilities, adding unnecessary pressure.
What is Survey Readiness?
Survey readiness is the opposite of last-minute cramming. It’s the student who studies throughout the week, not just the night before. It’s a proactive, ongoing approach that weaves compliance into your everyday operations. This way, whether a survey is announced or a surprise, your agency is always prepared.
What Does Survey Readiness Look Like?
When an agency is always survey ready, you can tell. Here are some characteristics that agencies gain after transitioning to a survey-ready mindset:
- Well-Educated Staff: Ensures staff members understand regulatory requirements and can adapt to changes in standards without hesitation
- Improved Outcomes: Promotes higher-quality patient care and operational excellence. Also leads to higher scores, fewer complaints, and less risk of Medicare payment reductions
- Business Longevity: Enhances agency adaptability to industry changes and unannounced surveys
- Reduced Stress: Eliminates last-minute scrambles by maintaining readiness at all times
Prep vs. Readiness: What’s the Real Difference?
The difference between these two approaches is all about mindset: reactive versus proactive. While survey prep helps right before a survey, survey readiness builds a foundation for long-term success.
At THC, we’re big fans of readiness because it gives agencies peace of mind and lasting results. But that doesn’t mean survey prep is useless—it still has a place in certain situations.
How to Transition From Survey Prep to Survey Readiness
Transitioning to a survey-ready culture requires a shift in mindset and operations.
Building a Survey-Ready Culture
- Integration into Daily Operations: Make compliance a built-in part of everyday workflows.
- Continuous Education: Stay updated on regulatory changes and adapt processes accordingly. Provide regular training and updates to staff.
- Leadership Involvement: Ensure leadership prioritizes compliance and provides necessary resources.
- Annual Regulatory Review: Review all programs, forms and processes annually to confirm ongoing compliance and fix any uncovered issues.
Tools and Strategies to Stay Survey Ready
- Compliance Software: Use tools to track, monitor, and automate compliance processes.
- Establish QAPI & PIP Processes: Regularly assess performance metrics to identify and resolve gaps.
- Set Quarterly Goals: Establish clear objectives and provide the tools your team needs to succeed.
- Consultant Support: Partner with experts to streamline implementation and sustain compliance.
How We Help Agencies Improve Their Compliance For the Long Haul
Implementing a compliance program can feel overwhelming-especially when you’re already managing the day-to-day operations of a busy agency. That’s where we come in.
At The Home Health Consultant we specialize in helping agencies transition from survey prep to survey readiness. Our admin compliance program streamlines the transition to survey readiness through structured processes.
We provide tools, resources, and expert guidance to:
- Monitor and identify compliance gaps
- Develop actionable plans to address them
- Train your team and streamline your workflows
Our goal is to take the administrative burden off your plate. We want you to focus on what you do best: delivering exceptional care to your patients.
Is Survey Prep or Survey Readiness Best for My Agency
Survey prep and survey readiness serve distinct purposes, but their roles can complement each other. While prep addresses immediate needs, readiness ensures lasting compliance and operational strength.
With over 20 years of experience in the industry, agencies embracing survey readiness consistently perform better in surveys. Survey readiness also enhances patient care, reduces stress, and builds a resilient foundation for future success. Not to mention the reduced risk of performance-based medicare payment reductions.
If you’re ready to transition to survey readiness but know you’ll need support, consider scheduling a consultation to explore tailored strategies for your agency.
*This article was written in consultation with Mariam Treystman.
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