Administrative Support Staff Fact Sheet

Applicable Accreditation Standards

The accreditation network may utilize additional administrative staff in a supporting role (e.g., prior authorizations, download PAP machines, provide HSAT equipment) that is not directly involved in the evaluation or treatment of a patient. Administrative support staff must be appropriately trained to perform these supportive duties, but do not require any specific continuing education requirements.  

For patients directly referred, a medical staff member or appropriately trained technical or administrative support staff member must review the information provided for each patient and determine if the requested action is indicated according to the service location’s patient acceptance policy.  Evidence of communication with the referring clinician should be recorded in the patient record for every PSG or HSAT.  This should include a history and physical received from the referring clinician and a sleep study report sent back to the referring clinician.  

HSAT staff must be trained in the proper use of HSAT devices. Evidence of training must be maintained by the entity. Training must include:

  • Device operations, application of sensors, use, maintenance, warnings, and safety.
  • Instruction of patients in the use of HSAT devices.
  • Troubleshooting of HSAT problems.

Administrative Support Staff

Defined As

  • A staff member in a supportive role that is not directly involved in the evaluation or treatment of a patient.

Requirements

  • Administrative staff must be appropriately trained to perform supportive duties.

Duties and Responsibilities may include but not limited to the following

  • Complete prior authorizations
  • Providing a home sleep apnea test (HSAT) device to the patient
  • Download PAP/HSAT data
  • Review information from a direct referral and determine the requested action meets the defined criteria in the service location’s patient acceptance policy

Key Things to Keep In Mind

  • HSAT staff responsibilities, as defined by standard H-3, differ from those of administrative staff duties:
    • Administrative staff should not be involved in tasks such as training patients on HSAT use, applying sensors, troubleshooting, or patient treatment. These responsibilities belong to HSAT staff (technical staff). For example, administrative staff may hand an HSAT device to a patient when they leave the office, but it is the HSAT staff’s responsibility to ensure the patient has already been instructed on how to use the device.
    • Administrative staff must be appropriately trained, but do not require any continuing education requirements. The Site Director is responsible for the qualifications and training of all administrative support staff.
  • HSAT patient education and device setup training is not limited to only sleep technical staff.
    • Clinical staff such as medical assistants (MAs), certified nursing assistants (CNAs), licensed practical nurses (LPNs), registered nurses (RNs), and advanced practice providers (APPs) or equal or higher credential are permitted to provide patient training on HSAT devices.
    • All staff providing HSAT education must demonstrate appropriate training and competency in device use, patient instruction, and troubleshooting.
    • The site is responsible for ensuring documentation of staff training and competency is maintained.
    • These staff members may be listed as administrative support staff on the application.