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[Editor's
Note: This article originally ran in the January 2005 issue;
the following is an updated version which reflects current ICAEL
requirements.]
Are
you ready to submit your application? Take one last look
to be sure that nothing is missing, using The Final Checklist
below. These important guidelines should help your laboratory
avoid delay.
TWO
COPIES OF THE APPLICATION
First, you will need two (2) complete copies of your application.
This includes all of the application paperwork plus the extra
attachments, case studies and copies of the tapes/CDs only.
(Do not submit case studies on MO disks; our reviewers
are unable to view them.) Please note: if the case studies
are being submitted in CD format, it is necessary that a CD
reader be installed on each of the CDs submitted. Please separate
Set 1 of the application from Set 2. Separating the application
can be done with large envelopes, rubber bands or binder clips.
It is not necessary to place the paperwork inside 3-ring
binders or to use page protectors, as the application will
be separated once it is received by the ICAEL.
ELECTRONIC
DATA
Next, you will need to include a copy of the electronic data.
The electronic data can be submitted to the ICAEL in one of
two ways: 1) saving to a 3.5" floppy disk or CD, or 2)
via the Internet. Submitting the data can be achieved by choosing
the Send Data To ICAEL button on the main menu of the
Application. From this screen, you can either choose to make
a diskette or send data via the Internet. The electronic data
is a vital step in the accreditation process; your application
cannot be processed without this information.
RANDOM
AUDIT ACKNOWLEDGMENT/CONSENT
In lieu of requiring all laboratories to submit numerous documentation
attachments (such as medical licenses for all physicians, credential
cards for all sonographers, various policies, etc.), the
ICAEL now randomly audits a percentage of the applications received
each quarter and requires ONLY that select group to submit the
documentation. Laboratories randomly selected to submit the
attachments receive notification via certified mail, addressed
to the Medical and Technical Directors of the laboratory.
Subsequently, the selected laboratories are given 45 days to
return the required attachments to the ICAEL office for review.
Failure by the laboratory to provide the ICAEL with the documentation
within the 45 days of such request during the accreditation
review process will result in postponement of the accreditation
decision. To continue to ensure the integrity of the accreditation
program, the Medical Director of each applicant laboratory is
required to sign, and have notarized, the Random Audit Acknowledgment/Consent
form, agreeing to maintain accurate and current documentation
in a file on site at all times, in a manner that is consistent
with any reasonable policies and procedures established by the
ICAEL. By signing the Random Audit Acknowledgment/Consent, the
laboratory's Medical Director will, in turn, be providing consent
for the laboratory to be audited at any time.
ACCREDITATION
AGREEMENT
It is also necessary to include an original, signed Accreditation
Agreement. The current Agreement can be downloaded from www.icael.org.
Please note: Check the revision date to ensure that your
laboratory is working with the most recent version of the Agreement;
all applying laboratories must submit the current version of
the ICAEL agreement.
FINANCIAL
STATEMENT AND APPLICATION FEE
Finally you will need to include the Financial Statement printed
from the application, along with your application fee. It is
very important to review the Financial Statement for discrepancies.
The Financial Statement is tabulated by the information that
is entered on page 1 of the application and by the personnel
tables on pages 4 and 5. Please make sure staff names are not
duplicated and that there are no blank lines on the personnel
tables, as these are the top two causes for error on the Financial
Statement. Please note: Laboratories that received the
application CD prior to 2003 (version 2.0) should call the ICAEL
or visit www.icael.org
for current application fees.
MAILING
The shipping method you choose to send your laboratory's completed
application to the ICAEL is left entirely up to your mailing
preference. However, it is strongly recommended that your laboratory
choose a trackable delivery method (i.e., UPS, FedEx,
or any delivery company that assigns a tracking number to your
package) to avoid having the application get lost in the mail,
or worse -- disappear without a trace.
Remember,
you have made it through the difficult part, and your many hours
of hard work will pay off. By following these simple steps,
you are now ready to close up the box and submit your application
with a feeling of accomplishment and the confidence of knowing
your facility is one step closer to becoming an accredited laboratory.
Best of luck!
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