Planning and Conducting Title X Site Visits: A Toolkit for Family Planning Providers

This toolkit includes resources, such as job aids, sample documents, and templates, that Title X grantees can modify to conduct site visits. Instructions for customization are provided in each of the sample documents. The resources in this toolkit support grantees in:

• Planning for an on-site review and conducting desk review
• Conducting an on-site review
• Monitoring findings and closing out a site visit
• The entire process is outlined in more detail in the Title X Site Visit Timeline and Checklist.

Grantee: An agency that receives Title X funds directly from the Office of Population Affairs (OPA)

Subrecipient: An agency that receives Title X funds from a grantee

Service site or site: A clinical care-providing location operated by a subrecipient or grantee that provides Title X-funded family planning services

Site visit: A site visit is the formal process of conducting a comprehensive subrecipient or service site review. This site visit, or review, may encompass both a desk audit and visit(s) to clinics and administrative offices to conduct chart audits, make observations, conduct staff interviews, and document reviews.

Site visit team: Members of the grantee staff and/or consultants who work together to conduct the program review. Often, the team consists of a team lead/coordinator, and reviewers who focus on one or more review components (administrative, clinical, and fiscal).

Thoughtful preparation is imperative for a successful site visit. A comprehensive review requires the involvement of administrative, financial, and clinical staff at the grantee, subrecipient, and service site levels. To ensure a smooth process, planning for a site visit should start one year to six months before conducting the review itself. Preparation includes a “desk review” during which documents, shared by the subrecipient or service site, are reviewed in preparation for the on-site assessment. Follow the action steps below, referring to the Title X Site Visit Timeline and Checklist and associated resources, to plan for a site visit.

The on-site review builds on information gleaned from the desk review. During the on-site review, the team seeks clarification on questions raised by the desk review, conducts observations, interviews staff, and reviews materials that are only available on-site. Follow the action steps below, referring to the Title X Site Visit Timeline and Checklist and associated resources, to conduct an on-site review.

Post-review activities are strengthened by the prompt and careful coordination of all site visit team members to write their sections for a compiled Site Visit Report. Timely delivery of this report to the subrecipient agency goes a long way to demonstrate that the grantee values a mutually respectful partnership. Follow the action steps below, referring to the Site Visit Timeline and Checklist and associated resources, to close out a site visit.