Five Logistical Tips for Arranging a Smooth LCME Survey Visit

Lois Margaret Nora, MD, JD, MBA

A successful medical school accreditation journey requires careful, comprehensive, and consistent work over an extended period of time. While the LCME survey visit itself does not last longer than a few days, it is the culmination of what is typically a multiyear preparation process. Schools that take great care with logistical arrangements for these meetings can create a smooth experience that reflects well upon the institution and reinforces all the great work done to prepare for the visit. The five tips outlined below can help make a difference.

Tip One: Scrutinize the accommodations.

Before booking accommodations for the LCME team, it's worth personally visiting the hotel. You want the survey team to be at their best, so avoid hotels near fire stations or other areas where nearby noise may interfere with sleep. A hotel with a restaurant on site or nearby, offering seating that allows for private conversation, can be an added convenience, particularly for the first night of the stay.

The space itself should be clean, modern, and easy to navigate. Ask to see the rooms to ensure they are clean and in good condition, with adequate desk space and good lighting. Check cleanliness and water pressure in bathrooms, and ask about housekeeping. Daily service—with the option for guests to decline—is best. The survey team will be working long days and will appreciate returning to clean, tidy rooms.

Tip Two: Make meal arrangements easy.

The team will likely want a variety of restaurant options, so schools should provide a list of eateries within walking distance and notable restaurants that are easily accessible via ride-sharing services. This information should be shared with the team secretary well in advance of the visit so reservations can be secured if needed.

Tip Three: Map—and test—the route to and through the school.

Schools are responsible for managing transportation between the hotel and the school, often choosing to send a van to pick up the team. Select a courteous driver and ensure they understand the importance of making a great first impression. The vehicle should be clean, comfortable, and easy to get in and out of. Ensure a stepstool will be on hand if a large step up or down is required.

Select a drop-off location and walk the path the LCME team will take onto the property and through the building. This is an opportunity to identify—and fix—anything that could reflect poorly on the school. Halls, bathrooms, and other areas should be clear and clean, showing attention to detail and comfort. Make arrangements for bathrooms and other common areas where trash collects to be checked throughout the survey visit to ensure they stay pristine. Finally, consider the visuals displayed in the corridors and conference room—does the imagery feature students, activities, or historical figures with a connection to the school? Are you happy with the messages these visuals convey?

Tip Four: Provide a comfortable conference room.

Survey visit days are long, so it's important to ensure the conference room is well-stocked for a full day of work. Keep a variety of snacks on hand—including protein and fruit—as well as water, soft drinks, and hot coffee, which should be routinely replenished, rather than left on a warmer all day, to keep it fresh. Note that boxed meals are more efficient and easier to manage than breakfast and lunch buffets.

Ensure the room is neither too cold nor too warm, adjusting the temperature as needed throughout the day. Seating should be comfortable, lighting should be bright, and blinds should be clean and easily maneuvered to block sunlight if needed. Visual aids, such as curriculum schematics, should be clear and large enough for easy viewing, regardless of where someone is seated.

The table should be large enough to accommodate tent cards displaying each person's name, terminal degree, and role. For attendees who have multiple roles and titles, choose the one most closely connected to the meeting's purpose. This means that some attendees who have multiple roles will have different tent cards for different meetings. Font should be large and bold, so it’s easy to read from across the room, and information should be printed on both sides.

Tip Five: Make the most of the campus tour.

While the LCME provides guidance about what should be included on the campus tour, schools can—and often do—seize the opportunity to show additional areas they are particularly proud of, such as new teaching spaces. The tour can also be a great way to demonstrate the school’s commitment to continuous quality improvement. For example, if the Independent Student Analysis suggested issues with inadequate storage space, make sure the team sees the lockers that were installed as a result. Keep a list of the areas or items you expect to be asked about, and make sure to include them on the tour if appropriate.

Efficiency should also be a consideration, particularly at schools with large campuses and widespread facilities. If the tour is likely to require more time than is scheduled, consider splitting the team into two smaller groups to cover the necessary ground in less time, provided the team secretary agrees in advance.

Before the survey visit, walk the tour route yourself to review cleanliness and confirm there are no obstructions or other issues. Students will lead the tour, so consider coordinating a dry run to give them a chance to ask questions and familiarize themselves with the route.

The Result: Putting the School's Best Foot Forward

The details discussed herein may seem minor in the overall context of the accreditation work; however, these details can help transform a good visit into a great one. Executing a successful survey visit can reinforce the LCME team’s confidence in a school's ability to deliver on the far more complex work of educating the next generation of physicians. More than that, the survey visit is a wonderful opportunity to showcase all that makes your school and medical education program great.

Edited by Emily Johnson