TETAF provides surveys for Level III and IV trauma hospitals, Level III stroke hospitals, and all levels of Neonatal Intensive Care Units (NICUs) in Texas. TETAF was granted authority to provide designation verification surveys by the Texas Department of State Health Services in 2008.
Trauma Services and Consultation
Utilizing experienced trauma medical directors and trauma program managers, TETAF has an outstanding team of credentialed trauma surveyors trained to provide survey services for Level III and Level IV Texas hospitals.
Partnering with the Texas Department of State Health Services, TETAF staff provides technical assistance resources in trauma program development and coordination of survey services to ensure a successful designation process.
Stroke Services and Consultation
Utilizing experienced stroke coordinators, TETAF has an outstanding team of credentialed stroke surveyors trained to provide survey and consultative services for hospitals seeking Stroke Support Facility (Level III) designation.
Partnering with the Texas Department of State Health Services, TETAF staff provides technical assistance in program development and coordination of survey services to ensure a successful Stroke Support Facility (Level III) designation process.
Maternal Care Services
Texas Perinatal Services, a division of TETAF, has been an approved maternal care survey agency in Texas since 2016. Utilizing experienced maternal care physicians and nurses actively practicing in Texas, we provide survey services for all levels of maternal care in Texas hospitals. No other provider has the experience, expertise or resources of our Texas-based team.
Texas Perinatal Services, a division of TETAF, has been an approved neonatal survey agency for the Texas Department of State Health Services since 2016. Since then, we’ve provided neonatal intensive care unit surveys at more than 80 percent of the NICU facilities statewide. Utilizing experienced neonatal medical directors and neonatal nurses that actively practice in Texas, we provide NICU survey services for all levels of NICUs in Texas hospitals. No other provider has the experience, expertise or resources of our Texas-based team.
TETAF Trauma Survey Process FAQs
How much in advance should the hospital submit its state application for designation?
All hospitals must submit the appropriate level application to DSHS at least 12 months prior to the current designation expiration date. At the same time, the hospital should click on the "Services" tab on the TETAF website to complete a Trauma Survey Request form. Use the "Request a Trauma Survey or Consultation" button to access the form. On the form, use the radio buttons to indicate type of survey and designation level. Please note, as of June 1, 2016, the state is no longer required to approve a hospital to schedule a survey; surveys should be requested at the same time the DSHS application is submitted.
What is the process to schedule a survey?
As soon as the application is submitted to DSHS, submit a Trauma Survey Request form via the Services page on the TETAF website. Requesting the survey at the same time the state application is submitted will provide the lead time necessary to schedule your survey and coordinate the completion of TETAF's Pre-Survey Questionnaire (PSQ). Before you request a date or time frame with TETAF, please share this information with your hospital and trauma leadership teams to ensure there are no schedule conflicts. Trauma and hospital leadership not attending the survey may result in a potential deficiency. As soon as the survey date is confirmed with TETAF, send a meeting request that will put the survey on each attendee’s calendar, and convey that they are expected to meet their commitment to the trauma/stroke program by participating in the survey. Once the date is set with TETAF, rescheduling can create multiple coordination challenges and could result in requested dates not being available. Tip: Document communication and approval of the survey date with administration, physicians and other leadership team members. Emphasize the critical importance of each person’s participation.
How soon will TETAF schedule the survey once the Trauma Survey Request is submitted?
The Survey Coordinator for TETAF will notify you when the Trauma Survey Request is received. The request will be placed in the queue for scheduling. TETAF will make every effort to provide the hospital with a survey date within 45 to 60 days of the receipt of the request. Within the form, there is an opportunity to record your preferred dates. TETAF will make every effort to meet those requests. However, TETAF requests flexibility as dates must also be coordinated with the availability of credentialed surveyors.Tip: Give as broad a range as possible to help meet your requested time frame.
Will TETAF accommodate the hospital’s request for specific dates?
Yes, whenever possible. TETAF will work with you to avoid any date that may result in lack of participation, such as holidays. The hospital has the right to refuse or accept the dates TETAF offers. It is critical to the success of the survey to ensure that all supporting leadership and staff are available. Do not hesitate to request alternate dates if there is a potential conflict. Note that for Sunday-Monday surveys, Sunday evening medical record review is required. Please pay careful attention to dates when finalizing the survey schedule.Tip: Be sure to include both the day of the week as well as the date in your communication to hospital personnel.
Why is my medical record review scheduled for a Sunday evening?
The medical record review is a critical component of the survey and is typically held the evening before the opening conference. The program manager, medical director, registrar and any staff knowledgeable in the navigation of the medical record system must be available during the medical record review. This is a quiet working session. The number of people included in the session should be limited to only those necessary to complete the reviews. Conversations in the review room are distracting and should be avoided.Tip: Schedule the medical record review in a quiet location and alert those who may be needed to be available during the record review period.
What is included on the Survey Agenda?
TETAF provides the hospital with a Survey Agenda to describe and define the site survey process and it includes a list of medical record categories that will be reviewed. The agenda is delivered by email to the hospital no less than two weeks prior to the survey date.
Agendas are specific to the level of designation, and all hospitals within each level will receive the same agenda. This practice provides consistency in the survey process throughout Texas. The agenda will define expected participation, the timeline and the medical record review requirements.
The opening conference, led by the surveyor(s), is an opportunity to demonstrate hospital leadership’s commitment to the program under evaluation and to demonstrate the hospital-wide commitment to managing the care of these patients. Scenario methodology will frequently be used by the surveyors to offer departmental leadership an opportunity to describe each department's role in managing the care of the patient. (Staff members are interviewed during the facility walk-through.) Additionally, the state application will be reviewed for clarifications and questions. If the hospital is seeking its initial designation, a 10 to 15 minute PowerPoint presentation may be allowed at the discretion/approval of the surveyor. However, the time to complete the entire survey process rarely includes enough time for the hospital to make a lengthy presentation.Tip: Review the agenda for the survey and make sure participants are aware of the survey activities and their locations.