Seal of Excellence Application & Award Process
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The WAFCC Standards of Excellence are designed to describe and promote best practices which maximize access to health care services and improve the overall quality of care for the uninsured, undeserved, economically and socially disadvantaged, marginalized, and vulnerable populations. In addition the Standards define those factors, which facilitate organizational competence in clinics. Achieving the Seal of Excellence enhances FCCs partnerships with patients, families, and communities to better serve our neighbors in the greatest need of care.
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Step 1: Complete Self-Assessment
Clinics can download the Standards of Excellence Self-Assessment tool at www.WAFCClinics.org or request it by email. This self-assessment contains the criteria that WAFCC evaluator(s) use when they are reviewing clinic documentation and evidence for achieving the applicable Standards Seal.
Once a clinic downloads the Self-Assessment, clinics should identify areas of strength and areas for growth and improvement. The Self-Assessment is the heart of the Standards Seal application process. It is an in-depth self-evaluation, review, and analysis of the Standards of Excellence sections:
As clinics complete the Self-Assessment, they are encouraged to place their “evidence” or direction on where/how to locate the “evidence” in a binder (printed or electronic). The WAFCC evaluator(s) will ask to review this during the Seal application process.
To help clinics with this process, WAFCC has a Manager and Executive Director who provide and facilitate personal assistance during the entire process of self-assessment. They are available to answer questions, provide feedback and guidance, and connect clinics with resources. Additionally, WAFCC has an FAQ and a Resource Library that is organized by Standard with resources and clarifications.
Once a clinic downloads the Self-Assessment, clinics should identify areas of strength and areas for growth and improvement. The Self-Assessment is the heart of the Standards Seal application process. It is an in-depth self-evaluation, review, and analysis of the Standards of Excellence sections:
- Clinic Governance, Administration and Management (GAM),
- Optimizing the Patient Care Experience (OPC), and
- Fostering Community Relationships (CR).
As clinics complete the Self-Assessment, they are encouraged to place their “evidence” or direction on where/how to locate the “evidence” in a binder (printed or electronic). The WAFCC evaluator(s) will ask to review this during the Seal application process.
To help clinics with this process, WAFCC has a Manager and Executive Director who provide and facilitate personal assistance during the entire process of self-assessment. They are available to answer questions, provide feedback and guidance, and connect clinics with resources. Additionally, WAFCC has an FAQ and a Resource Library that is organized by Standard with resources and clarifications.
Step 2: Centralize Documents & Standards Evidence
Clinics are strongly encouraged to place documentation or directions on where to locate the evidence for each Standard in a physical or electronic binder. Evidence of Standards should be easily accessible to WAFCC evaluator(s) during the site visit and application review process.
Step 3: Complete Application
Once the Standards Self-Assessment is complete, clinics should review the types of Seal they might be eligible for:
The Seal application form can be found in the Resource Library. A clinic must attach the following to their Standards Seal application:
Should a clinic have any questions about the application process or Standards, they should not hesitate to contact WAFCC Executive Director at (414) 308-6839 or the Manager at (763) 567-9572.
- Gold- Distinguished Seal – A clinic meets all “optimal” and “required” evidence.
- Silver-Standard Seal - A clinic meets all “required” evidence.
- Bronze-Provisional Seal – A clinic signs an agreement with WAFCC to achieve all “required” evidence via a Memorandum of Understanding (MOU) with a timeline and deliverables. The Standards Manager and Executive Director will work collaboratively with the clinic to develop a time frame and MOU, including important milestones such as the day-of site visits and identify support, technical assistance, and training.
The Seal application form can be found in the Resource Library. A clinic must attach the following to their Standards Seal application:
- Self-assessment tool summary
- Clinic W-9 – fillable IRS form
- Clinic 990
- Email completed application form and documentation to the Executive Director [email protected] and Manager [email protected], or
- Mail to WAFCC, 1256 Capitol Dr Suite 700 Pewaukee, WI 53702
Should a clinic have any questions about the application process or Standards, they should not hesitate to contact WAFCC Executive Director at (414) 308-6839 or the Manager at (763) 567-9572.
Step 4: Complete Site Visit
Once the Standards Seal application and documentation are submitted, WAFCC will contact the clinic within five (5) business days to schedule a site visit and self-assessment audit. On the mutually selected day and time, WAFCC evaluator(s) (may be the Manager, Executive Director, or a member of the Standards Committee) will visit the clinic to review the documentation supporting the self-assessment “required” and “optimal” evidence.
The activities a clinic should expect during the site visit include reviewing documents, records, and supporting evidence. Clinics should have those involved with finding the evidence available to answer questions the WAFCC evaluator(s) may have. During this process, the evaluator(s) will determine the level of the implementation and compliance of each Standard. If a Standard is deemed not achieved, a plan of action, via an MOU will be created.
As previously stated, WAFCC strongly encourages clinics to create a physical or electronic binder with the documentation and/or directions on where documentation can be located.
The activities a clinic should expect during the site visit include reviewing documents, records, and supporting evidence. Clinics should have those involved with finding the evidence available to answer questions the WAFCC evaluator(s) may have. During this process, the evaluator(s) will determine the level of the implementation and compliance of each Standard. If a Standard is deemed not achieved, a plan of action, via an MOU will be created.
As previously stated, WAFCC strongly encourages clinics to create a physical or electronic binder with the documentation and/or directions on where documentation can be located.
Step 5: Seal Awarded
If the evidence meets all the Seal requirements, a seal will be awarded for up to three years dependent on what seal is obtained . The Bronze Seal is awarded for one year, and all timelines and deliverables identified in the MOU are expected to be completed on time. The Gold and Silver Seals are awarded for three years, and all Standards are expected to be met for the award period. It is important to note that a clinic can stay at the Bronze Seal level for a maximum of three years. After three years a clinic must apply for the Silver or Gold Seal of Excellence and remove the Bronze Seal.
WAFCC will work with the clinic to have a formal Seal Award presentation. Once a year this will occur at the WAFCC Summit (last Friday of October). WAFCC will help clinics write and submit press releases about their Seal Award accomplishment.
WAFCC will work with the clinic to have a formal Seal Award presentation. Once a year this will occur at the WAFCC Summit (last Friday of October). WAFCC will help clinics write and submit press releases about their Seal Award accomplishment.
Step 6: Maintenance & Renewal of Seal Awarded
Clinics will be required to annually reaffirm that their clinic is still meeting the Standards of Excellence along with providing evidence for any new Standards. There will be a renewal application provided two (2) months prior to seal lapse. Clinics must attest that the previously demonstrated Standards are still achieved along with provided evidence for any new or revised Standards. In most cases, a site visit and audit will not be required.
Standards & Application Assistance |
Seal Award Appeal Process |
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The Wisconsin Association of Free & Charitable Clinics (WAFCC) provides a variety of support, in many formats, to assist clinics in applying for the Standards Seal. This assistance provides information on WAFCC’s Standards, the Standards Seal Application process, training sessions, webinars, technical assistance, on-site visits, resource library, presentations, and more. Standards assistance is free of charge to WAFCC members and supporters; and can be requested at any time. Standards assistance for non-WAFCC members and supporters is $500.00; which is due upon request for assistance.
Please contact the Manager at (763) 567-9572 or the WAFCC Executive Director at (414) 308-6839 for more information about Standards assistance. |
Should a clinic disagree with a WAFCC evaluator’s Seal Award determination, they can request a review by the WAFCC Standards Committee by contacting the Standards Committee Chair. The Standards Committee Chair will then organize a site visit by at least three (3) committee members who did not perform the initial evaluation. The Standards Committee will then vote on whether a Seal will be awarded.
Should a clinic then disagree with the Standards Committee’s Seal Award determination, they can request a review by the WAFCC Board of Directors by contacting the WAFCC Board Chair. The Board Chair will then organize a site visit by at least three (3) board members who did not perform the initial evaluation and were not a part of the Standards Committee review. The Board of Directors will then vote on whether a Seal will be awarded. The Board decision is final. |
Disclaimer: The Wisconsin Association of Free & Charitable Clinics and the WAFCC Standards Committee may rescind awarded seals at its sole discretion, with or without justification to the clinic, and irrespective of the requirements and responsibilities of the agreement.