For hospice agencies, a successful survey can determine not only continued participation in Medicare but also reputation, financial stability, and overall growth. Preparing for a Centers for Medicare & Medicaid Services (CMS) or California Department of Public Health (CDPH) survey requires more than just compliance on paper—it demands a culture of readiness woven into daily operations.
In this guide, we’ll explore the top 10 strategies hospice agencies can implement to stay survey-ready year-round, while also highlighting how HealthBridge Consulting can provide expert guidance every step of the way.
1. Build a Culture of Compliance
Survey readiness starts with mindset. Agencies that prioritize compliance as part of everyday care—rather than a last-minute scramble—set themselves up for success. Staff should understand that surveys can happen at any time and that compliance is continuous, not episodic.
2. Conduct Regular Mock Surveys
Mock surveys simulate the survey experience and help identify gaps before surveyors arrive. These reviews should include chart audits, staff interviews, and home visits. External consultants like HealthBridge Consulting can provide an objective perspective to ensure your mock survey mirrors real-world expectations.
3. Strengthen Documentation Practices
Surveyors focus heavily on documentation. Every note must clearly support patient eligibility, care interventions, and interdisciplinary team (IDT) coordination. Train staff to write narrative-driven notes that demonstrate decline, interventions, and outcomes.
4. Review Policies and Procedures
Outdated or incomplete policies are red flags for surveyors. Agencies should review and update their policies annually, ensuring they align with current Medicare Conditions of Participation (CoPs) and state regulations.
5. Prioritize Staff Education and Training
Surveyors often ask direct questions to staff members during visits. Ongoing training ensures employees at all levels can confidently answer questions about their roles, patient care, infection control, and agency policies.
6. Strengthen Infection Control Practices
Since COVID-19, infection control has been a heightened area of scrutiny. Agencies must demonstrate consistent use of hand hygiene, PPE, and protocols for preventing the spread of infections in home settings.
7. Monitor Quality Assurance and Performance Improvement (QAPI)
A strong QAPI program shows surveyors that your agency is committed to continuous improvement. Collect and analyze data, implement performance improvement projects, and document how results are used to enhance patient care.
8. Focus on Interdisciplinary Team (IDT) Coordination
Surveys often reveal breakdowns in communication between nurses, social workers, chaplains, and aides. Regular, well-documented IDT meetings ensure care plans are consistent and patient-centered.
9. Engage Leadership in Survey Preparation
Survey readiness requires visible leadership support. Administrators and directors of nursing should take an active role in compliance monitoring, staff training, and patient care reviews.
10. Partner with an Expert Consultant
Even the most diligent hospice agencies can benefit from an outside perspective. Consultants provide unbiased audits, identify blind spots, and train staff for survey success. HealthBridge Consulting specializes in helping hospices prepare for CMS and CDPH surveys, offering mock surveys, compliance audits, and ongoing support to reduce risk and build confidence.
Survey readiness is not a one-time event—it’s a continuous process that demands attention to detail, education, and a proactive culture. By implementing these 10 strategies, your agency can approach surveys with confidence, knowing that compliance and quality care are at the heart of your operations.
For expert support in preparing your hospice agency for surveys, contact HealthBridge Consulting. Our team is here to ensure you’re not only survey-ready but also positioned for long-term success.
