Institutional Engagement Roadmap

How Facility Engagement Works

A structured, 12-step path from initial inquiry to on-site clinical quality audit, executive findings debrief, and year-round survey readiness.

01

Initial Inquiry

A facility administrator, owner, or corporate leader initiates contact via our website audit request form, direct phone at (520) 201-4033, or direct professional referral. A confidential institutional case record is opened.

02

Prompt First Reply (Within 4 Business Hours)

Our executive team reviews the request and responds within 4 business hours (Monday through Friday, 8:00 am to 6:00 pm Arizona time) to coordinate a structured scoping discussion.

03

20-Minute Scoping Call

We review facility license classification (Supervisory, Personal, Directed), bed capacity, current census, primary triggers (routine preparation, new leadership onboarding, citation response), and target scheduling windows.

04

Formal Proposal Delivery

We deliver an itemized engagement proposal with exact fixed-fee pricing. We will give you a clear written quote before you sign, no hidden fees.

05

Pre-Fieldwork Paperwork

Prior to any on-site fieldwork or record sampling, all governing legal agreements are executed: Master Consulting Agreement, Mutual Non-Disclosure Agreement (NDA), and HIPAA Business Associate Agreement (BAA).

06

Deposit & Accounting Setup

The engagement deposit is processed securely via electronic invoice, credit card, or ACH transfer. Detailed itemized receipts and ledger documentation are provided.

07

Engagement Kickoff & Document Review

We provide a pre-audit document checklist, confirm access protocols, and coordinate the fieldwork schedule to minimize disruption to community operations.

08

On-Site Fieldwork & Clinical Audit

Licensed Registered Nurse consultants conduct the on-site evaluation: physical plant walkthrough, 10-resident chart sample audit, 10-MAR medication assistance review, controlled substance logs, and staff credential checks.

09

Findings Report & Executive Debrief

Within 3 to 5 business days, we deliver a formal written Findings & Recommendations Report citing specific ADHS Article 8 administrative codes, followed by an executive exit debrief with facility leadership.

10

Plan of Correction (POC) Support

If citations require remediation, our clinical leadership assists in drafting defensible, systemic Plan of Correction narratives, root-cause analyses, and monitoring protocols.

11

Close-Out & Satisfaction Review

We conduct a formal closeout conference, reconcile final accounting records, and archive all consulting workpapers in our secure system.

12

90-Day Follow-Up & Survey Readiness Retainer

We provide a complimentary 90-day progress review and offer ongoing quarterly quality audits or annual retainer partnerships to maintain continuous survey readiness.

Enforced Engagement Quality Gates

  • No Fieldwork Without Signed Agreements: Fieldwork and file reviews never commence until the Master Consulting Agreement, NDA, and HIPAA BAA are fully executed.
  • No File Access Without BAA: Resident health information is sampled strictly under executed HIPAA Business Associate protections.
  • Fixed-Fee Pricing: All service fees are defined in advance from the master price book with zero hidden hourly surcharges.

Clinical & Regulatory Scope Notice

Nurse Navigators provides independent clinical quality assurance, mock survey audits, staff education, and operational consulting. Nurse Navigators does not act as a state regulatory licensing agency, does not conduct official state licensing inspections on behalf of ADHS, and cannot guarantee state survey results. Ultimate operational authority and compliance responsibility remain with facility leadership.