We are pleased to announce that the Verification, Review and Consultation (VRC) program is transitioning back to in-person site visits for consultation and initial verification reviews. Programs that have submitted requests for these types of visits as of the effective dates listed below will be scheduled with an in-person review team.
Effective Dates:
- Consultation visits: In-person for visits scheduled on or after October 1, 2026
- Initial verification visits: In-person for visits scheduled on or after January 1, 2027
Reverification (renewal) site visits will continue to be done virtually.
We appreciate the ongoing feedback from our participants and reviewers as we continue to look towards the future of conducting site visits. For detailed information on in-person and virtual site visit processes and what to expect, please visit the Resources section of QPort.
Submit Online Site Visit Application
- The site visit application is available online.
- Following submission of the application, the trauma center will receive an email confirmation receipt.
Complete Pre-Review Questionnaire (PRQ)
The PRQ allows the reviewers to have a better understanding of the existing trauma care capabilities and the performance of the hospital and medical staff before beginning the review.
- Trauma center will receive access to the online PRQ within 10 days of application submission.
- The online PRQ must be completed and submitted 45 days before the scheduled site visit date.
Review Site Visit Confirmation
- The dates provided on the online application will be the tentative site visit dates until confirmed by ACS. If for any reason the dates must be changed, the trauma program manager will be notified in advance by ACS staff.
- A confirmation email will be sent to the trauma center approximately 90 days before the scheduled site visit date. The confirmation will include the names and contact information of the reviewers, along with QPort links to site visit materials such as the review agenda.
- The State Department of Health or designating agency will be copied on the scheduled site visit confirmation.
The following is an example of the site visit schedule.
Medical Record Review – Reviewers will evaluate care of the trauma patient through review of the medical record and correlating the patient’s care with the performance improvement program.
Review Meeting - This meeting is intended to discuss the pre-review questionnaire, the overall trauma program, specific concerns, unique features of the institution, and the local trauma system. For more information refer to the appropriate Site Visit Agenda.
Hospital Tour - The tour will highlight all areas of the hospital where trauma care is provided and will follow the path of the trauma patient through your institution. Specifics of the hospital tour are outlined in the appropriate Site Visit Agenda. Reviewers may tailor the tour to the needs of the center.
Exit Interview - The visit concludes with an exit interview to share the preliminary findings of the reviewers with the trauma center leadership team. Reviewers will communicate the strengths and opportunities for Improvement, and if any, non-compliant standards along with recommendations. The final outcome will be determined by the VRC leadership and may differ from the findings stated at the exit interview.
- Final Report - The reviewers prepare a report that reflects the dtrengths, opportunities for improvement, and if any, non-compliant standards with recommendations identified during the site visit. The report is reviewed by the post-site reviewers (PSR) to ensure correct and consistent application and interpretation of the standards. The VRC leadership reviews and ensures accurate interpretation of the findings, well-documented conclusions, and consistency in the final report.
- Trauma centers that are successfully verified will be added to the list of currently verified trauma centers on the VRC website.
- Trauma centers that are cited with any non-compliant standards must undergo a corrective action (f/k/a focused) review to ensure all non-compliant standards have been addressed.
The Appeal Process
If the trauma center disagrees with the site visit findings in the final report, an appeal may be submitted.
A trauma center may submit a written appeal within 60 days following receipt of final report.
Contact cotvrc@facs.org for specific instructions regarding the submission of appeal letter and supporting documentation.
