October 1, 2000

In order to gather information about an organization's compliance with applicable standards from all relevant sources, the Joint Commission requires surveyed organizations to provide an opportunity for members of the public to meet with a Joint Commission survey team during each full on-site survey. This opportunity, called a public information interview (PII), is available to patients and their families, patient advocates, consumers, organization personnel and others.

The Joint Commission's PII Policy, which was adopted in the early 1980s, was revised in 1995 to expand the organization's responsibilities for notifying the community, patients and their advocates that the organization is to undergo an on-site survey by the Joint Commission, and to make compliance with this policy a requirement of the accreditation process. In 1998, the policy was modified to permit a PII to occur without a representative of the surveyed organization, if so desired by the individual(s) requesting the PII.Public Posting and Informing the Community.

The Joint Commission requires an organization scheduled for a full survey to post announcements of the survey date and of the opportunity for a PII. Postings must be made throughout the organization in the form provided by the Joint Commission and should be posted in visible places such as public eating areas, on bulletin boards, near major entrances, and in treatment or residential areas. If such postings are not likely to be seen by all staff, the organization also must provide each staff person with a written announcement of the survey.

The organization also must take reasonable steps to inform its community of the opportunity for a PII during the full survey. Steps include informing organized patient advocacy groups that have had substantive communication with the organization in the prior three years;    reaching other members of the community through means such as a public service announcement on radio or television, a classified advertisement in a local newspaper or a notice in a community newsletter; and informing those that inquire about the survey of the survey date(s) and the opportunity to participate.

The Joint Commission requires an organization scheduled for survey to post public notices at least 30 days in advance of the scheduled survey or promptly after receiving notice of the scheduled survey, if the notice arrives fewer than 30 days before the scheduled date. Notices must remain posted until the survey is completed. The organization should also promptly initiate community advertisement or other communications as soon as it is notified of the survey date.

For home care organizations, the organization must also provide a written or verbal announcement of the full survey to a minimum of 75 patients or 20 percent of the current patient population, whichever is greater.

Requests for PIIs

Individuals requesting a PII should forward their requests in writing to the Joint Commission no later than five days before the scheduled survey.

The Joint Commission acknowledges all PII requests and provides the organization with copies of the acknowledgments. The Joint Commission schedules a time-limited PII at the organization prior to the survey. The organization is responsible for notifying the individuals requesting PIIs of the interview's exact date, time and place. The organization must try to alleviate any potential concerns about reprisals to individuals who participate in the interview process.

Individuals whose written requests arrive late, or who simply appear at the stated time requesting the opportunity to be heard without a prior written request, are heard by the Joint Commission surveyors if time permits. Otherwise, the Joint Commission survey team offers them the opportunity to provide a written statement.

Individuals who request to meet privately with the survey team without a representative of the surveyed organization may do so.

Interview Process

The Joint Commission's survey team conducts the PII. A representative of the surveyed organization may attend, unless the individual requests a private meeting.

The interview consists of the orderly receipt of information, either verbally or in writing, with a set time limit. The survey team may ask clarifying questions, but will not debate with or convey conclusions to an interviewee.

Use of PII Information

The survey team will conduct whatever follow-up survey it believes is appropriate based on the information obtained during the PII.

Compliance

The survey team indicates at the exit conference whether it believes the organization has complied with the PII Policy and reports on this to the Joint Commission. An initial failure to comply with the PII Policy ordinarily results in a type I recommendation, and, if necessary, the Joint Commission may conduct a postsurvey PII at the organization's expense.

An organization's subsequent failure to comply with the Joint Commission's PII Policy may result in loss or denial of its accreditation.

For more information, call Gail Weinberger, director, policy and administration, at (630) 792-5766.

In order to gather information about an organization''s compliance with applicable standards from all relevant sources, the Joint Commission provides an opportunity for members of the public to meet with a Joint Commission survey team during each full on-site survey. This opportunity, called a public information interview, is available to patients and their families, patient advocates, consumers, organization personnel and others.

To schedule a public information interview for an organization with a scheduled survey, send your request in writing to:

Office of Quality MonitoringJoint CommissionOne Renaissance BlvdOakbrook Terrace, IL 60181
fax:   630-792-5636
e-mail:   complaint@jcaho.org

For more information, see the Public Information Interview Policy.

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