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Summit Health provides a document (Program Guide) that gives detailed input on the layout of the screening clinics, necessities required (e.g. number of chairs), how to schedule the patients, how to communicate the event, etc. This document describes how the screenings are conducted and is extremely useful to the site coordinator. It includes all the frequently asked questions about screening programs and Summit Health’s screening processes.

In addition to the program guide for site coordinators Summit Health custom develops a Procedure Manual for each screening event. The Procedure Manual includes not only the general information about the event but it also includes a comprehensive description of each task and screening test that’s conducted during the event.


Health Screening Set Up

The Summit Health local office contacts the site a week before and a day before the clinic to answer any questions and to verify that the site is ready for the health screening clinic.

The day of the event the screening staff arrives at least 60 minutes prior to the clinic start time to prepare for the event. They contact the site coordinator and proceed to the location of the event. Once the table configuration is verified the screeners can set up the screening stations and administrative table. Summit Health brings an additional 25 percent supplies in the event screening volume happens to exceed the forecast. The remaining time is used to calibrate the medical equipment that is used during the screening.

Below is a sample layout of a small clinic at the client’s site with a capacity of 15 patients per hour. Please note that Summit Health uses a “single-station” screening model. A patient sits down with a health professional for 12 to 15 minutes and the entire screening and counseling takes place at that station. This model leads to a high quality counseling session (the teachable moment is the highest value-added activity) and does not require the patient to move between stations thus leading to a high patient satisfaction.

To see a larger version of this diagram, please click here

Health Screening Process

When the appointment system is used, each employee is checked off from the list of appointments when they arrive. When an employee does not have an appointment, the employee is accommodated if a timeslot is available at that time. If a timeslot is not available, the clerk allows the walk-in employee to select any available time slot in the schedule. After checking in, the employee completes an informed consent form prior to starting the screening process. When the employee completes the form, the clerk directs the individual to an open screening station. The Summit Health staff at the screening station reviews the informed consent form to make sure it is completed correctly. The staff also verifies the employee is ready for the health screening (e.g. no questions or signs of fainting). Throughout the health screening the medical staff explains the tests performed. Once the results are available, the staff reviews the employee’s results and provides coaching using a standardized coaching script. The staff records the employee’s results on the Summit Health proprietary results handout. The Summit Health staff coaches and answers questions throughout the screening. The typical time for a healthy heart screening is 12 to 15 minutes. Summit Health’s professional screeners are trained on the wellness programs available from each employer and health plan. They refer participants to appropriate health maintenance and lifestyle management programs while they are coaching the participant.


Quality Performance

Summit Health is seriously committed to quality to insure that participants receive the best health care possible during the screenings.

At each clinic, a Summit Health staff member is assigned as the Team Lead role. This individual monitors quality throughout the health screenings and is available to handle any questions or issues that might arise at the clinic.

Summit Health focuses on providing high quality services for our clients and recipients. If a complaint occurs during a clinic, the Team Lead addresses the situation immediately and takes the necessary corrective action. If necessary, this corrective action is incorporated into future clinics as part of Summit Health’s Continuous Improvement Program (CIP).

Summit Health also has a dedicated Program Manager (PM) who monitors all the screening clinics. The PM contacts each site during the clinic to verify the event is meeting customer expectations. The Summit Health PM also attends select clinics to monitor quality.

Each Summit Health local office has an Office Manager who is responsible for program quality and oversight for all the screening clinics in their area. Each local office holds an orientation session for the medical staff prior to the screening event.


Back-up Plan

Summit Health requires each office to have a backup plan for each clinic. Each office also has an on-call service that can be notified after hours if an examiner cancels or a clinic changes. The on-call coordinator is informed of the cancellation or change and schedules the backup examiner for the clinic. This office also handles any questions on individual examiners and/or procedures associated with the local health screening/flu clinic. Any improvement opportunities identified for the program are communicated to the examiners by this office.