Application Process Guide

URAC assigns you a Client Relations Manager (CRM) who is your main point of contact.

The CRM offers proactive account management and customer service. As your trusted advisor, the CRM initiates scheduled discussions throughout the accreditation cycle, teaching you about the process, clarifying expectations and timeframes, explaining how to best use available tools and responding to your requests for information and support.

With a detailed understanding of URAC's accreditation, certification and designation programs, your CRM also notifies you of any changes or updates during your contract and renewal period.

Every interaction with the CRM is documented in our database to ensure we track and resolve all your questions and issues. This helps us improve not only your experience, but also the overall accreditation process.

We assign a Lead Reviewer to support you during the Desktop Review and Validation Review.  The Reviewer serves as your clinical and technical expert. During the Desktop Review, the Reviewer analyzes submitted documentation and identifies any gaps or issues. The Reviewer shares specific written feedback and discusses findings with you, offering support and education.

That same Reviewer will conduct the Validation Review, building upon your established relationship to offer continuity throughout the process.

Program Accreditation Standards (At-A-Glance and Full Standards)

We email you the most the current version of your program standards; they are also available via AccreditNet.

You find the Standards At-A-Glance on the Accreditation Program page on our website.

• • Process overview

• • Scoring summary

• • Defined standards

Validation Review Agenda

The Validation Review agenda, sent to you prior to the review, includes interview topics and lists all materials needed to prepare you for file and documentation review.

• • Tips on how to prepare for a successful onsite review

• • Overview of onsite review topics

• • List of information and materials needed to conduct the review

Accreditation provides a framework of standards to guide your quality health care organization. The process is most successful when the whole organization is involved and invested, and key subject matter experts are actively engaged in the application submission.

Tips From URAC Reviewers:

• • Review the standards and interpretive information in the Program Accreditation Guide first so you can determine your ability to address the application requirements and dedicate resources needed for the project

• • Develop a defined project management plan

• • Hold an accreditation application 'kick-off' meeting with all staff involved in the accreditation application

• • Ensure assigned staff are well-informed about the process, understand their roles and have the resources they need to support the POC, including the latest standards and Accreditation Guide

• • Distribute the applicable standards to departmental subject matter experts and have them provide documented evidence of compliance for the standard/element(s)

• • Establish an ad hoc Quality Management Committee and/or policy approval process to address accreditation preparation activities that require a quick turnaround time, such as policy review and approval, review of performance metrics, evaluation activities and RFI submissions

• • Establish clear team member roles and identify back-ups to assist when needed

• • Communicate accreditation information, deadlines and expectations in a clear and concise manner

URAC offers many opportunities to learn throughout the phased accreditation process. Take advantage of these educational resources before submitting your documentation. Some of the most important resources in your application toolkit are your Program Accreditation Guide (available under your secure AccreditNet log in), AccreditNet User Guide and AccreditNet All You Need to Know short tutorials.

From URAC Reviewers:

• • The Program Accreditation Guide, under your secure AccreditNet login, helps you understand the intent of URAC standards and outlines the evidence required to meet expectations

• • There are several helpful webinars on the URAC website and on-demand platform available for applicants - don't forget to share them with your colleagues responsible for gathering documentation

• • Before you start working in AccreditNet, carefully read the Program Accreditation Guide including interpretive information

• • Share the Program Accreditation Guide with the departments in your organization responsible for specific standards

• • If you need additional clarification or support, your assigned Reviewers will be available to provide information and examples

You will upload documents to demonstrate compliance with each standard element.  The review of these documents and the subsequent "scoring" of compliance is referred to as the Desktop review.  Once the POC submits all documentation, your application progresses to the Desktop Review phase. The assigned Reviewer will schedule an introductory call with the POC and other staff you include to answer questions and provide expert guidance and support.

From URAC Reviewers:

• • Cite evidence of compliance either within the document itself or by using the Citations Text Box on the application instrument-documents without citations will be scored as "Not Met" during the Desktop Review.

• • Try to upload one document for each element-most elements can be met during the Desktop Review with just one document that has proper citations.

• • When we score a standard as "Not Met," we provide information on why it did not meet the intent of the standard and provide guidance on what additional or revised information is necessary to achieve compliance-that could include a revised P&P, supplemental policy, committee meeting minutes or applicable reports

• • It is important to clearly cite evidence of compliance within uploaded documentation to demonstrate you meet program standards because we look for those specific citations whether they are in a policy, documented process or even a set of meeting minutes

• • Establish and communicate a consistent documentation citation method that includes the exact location of evidence of compliance (paragraph and section)

We'll send you a Validation Review (VR) Agenda about a month prior to the onsite visit. It includes the timed agenda, list of files to send to your Reviewer and tips for a successful visit.

From URAC Reviewers:

• • Carefully review the agenda packet-it contains a wealth of great information and guidance for the day of the review

• • Ensure you have all the information listed in the Validation Review agenda ready and available, including credentialing information.

• • One client hyperlinked all required document within the VR agenda itself, making it easy for the client and URAC review staff to review the required documentation.

• • Conduct practice interviews and mock audits using the information covered in the agenda. This can help identify any gaps prior to the review. You can then develop a corrective action plan and inform the Reviewer about it in advance of the Validation Review.

In this recorded webinar, URAC reviews why policies and procedures are important to an organization, the basics of writing policies and procedures that work for your organization and what URAC looks for in policies and procedures you submit as part of your accreditation application.