Situations That Require Notifications to the AASM Fact Sheet 2018-01-03T22:27:18+00:00

Situations That Require Notifications to the AASM Fact Sheet

Notification to the AASM

A sleep facility is required to notify the AASM within 30 days of any significant change within the facility or services offered. This is required to ensure the AASM approves all changes to retain your accreditation status and to ensure all communications from the AASM are received in a timely and efficient manner preventing any lapse in status.

The following is a list of situations that warrant written communication regarding a facility change, as well as, the information required to be submitted for approval:

Facility Director
All written communication should be on official sleep facility letterhead:

  • Letter, signed by either the incoming or outgoing Facility Director, indicating the change and effective date.
    • The letter should attest continued compliance with the current AASM Standards for Accreditation.
  • Copy of the new Facility Director’s valid medical license (with expiration date).
  • Copy of the new Facility Director’s board certification in sleep medicine.
  • Documentation of 30 AMA PRA Category 1 CME credits in sleep medicine earned within the past 36 months.

Primary Contact Change

  • Notification either on facility letterhead or from an official facility email account from either the Facility Director or the outgoing primary contact, indicating the primary contact change and the effective date.
  • The names of the outgoing primary contact and the new primary contact.
  • The new primary contact’s title, email address, and direct contact phone number.

Ownership Change or Merger
All written communication should be on official sleep facility letterhead:

  • Letter, signed by the new owner (buyer), indicating the change, effective date, and address for the legal owner.
  • Letter, signed by the previous owner (seller), indicating the change and effective date.
  • Letter, signed by the Facility Director, attesting continued operations under current policies/procedures.
    • The letter should attest continued compliance with the AASM Standards for Accreditation.
  • Any new policies/procedures implemented should be submitted for AASM review and approval.

Sleep Program Name Change Only
All written communication should be on official sleep facility letterhead:

  • Letter, signed by the Facility Director, indicating the change and effective date.
    • The letter should attest the name change is not due to a change in ownership; if change is due to ownership change, follow “Ownership Change or Merger” procedure above.
    • The letter should attest to continued compliance with the AASM Standards for Accreditation.

Facility Expansion
All written communication should be on official sleep facility letterhead:

  • Letter, signed by the Facility Director, indicating the effective date of the expansion and total number bed capacity.
  • Letter should indicate whether new technical staff were added with names and title (if applicable).
    • Photos of the new sleep bedrooms (and bathrooms, if applicable).
    • An 8 ½” by 11” floor plan of the entire sleep facility, including room dimensions for each sleep bedroom, bathroom and the control room. Ensure handicap accessibility is labeled.
    • Credentials for additional technical staff required for expansion:
      • Date of hire for new staff member.
      • Registration and/or license (if applicable) for RPSGT, RST or RRT.
      • Current valid CPR certification.
      • Documentation of 30 sleep-related CE credits. If the facility prorates CEC based on date of hire, this is to be included in the continuing education policy.Submit with the letter the following information:

Reduction in Total Bed Capacity

  • Letter, written on official facility letterhead, signed by the Facility Director, indicating the effective date of the reduction and the amount of beds currently being used.

Re-location – Facility Move (Will require submission of a Special Circumstance application and Site Visit)
Letter, written on official facility letterhead, signed by the Facility Director, indicating the new address, previous address, effective date of the relocation and any other pertinent information regarding the change:

  • Indicate if total bed capacity has changed.

Agency Closure
Letter, written on official facility letterhead, signed by the Facility Director, detailing the closure with the effective date.

  • Include a forwarding address for AASM correspondence to this facility.

Addition of Pediatric Services
All written communication should be on official sleep facility letterhead:

  • Letter, signed by the Facility Director, indicating the effective date of the change and the age range of patients that will be accepted going forward.
  • The following policies need to be submitted:
    • Revised Patient Acceptance policy defining new age range.
    • Comprehensive Pediatric PSG.
    • Pediatric CPAP and BiPAP policy.
    • Capnography Policy.

Key Things to Keep In Mind

  • All written communication is to be on official sleep facility letterhead.
  • Email notification is only acceptable for Primary Contact Change.
  • If relocating to another floor within the same building, or any other move, contact your accreditation coordinator for assistance.
  • When a facility relocates, ensure emergency plans are updated to the new address, exit routes,meeting locations etc.
  • If there is a reduction in bed size which reduces the staff size, ensure medical emergency plans are reviewed to address changes in responsibilities if necessary.