Last Reviewed

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

Toolkit/Guide
Title X Program Management

Welcome to the Toolkit

Title X grantees must ensure that their projects are competently and efficiently administered. One strategy for meeting this requirement is to conduct formal, comprehensive site visits (also referred to as reviews) with subrecipient agencies and service sites. Site visits should be conducted on a rotating schedule (e.g., once every project period or every three years.) Title X grantees who contract with subrecipient agencies to provide Title X services should carry out formal site visits as part of the subrecipient monitoring process.

This toolkit provides guidance, steps, and resources for Title X-funded grantees to conduct site visits.

 

Illustration looking over a person's shoulder at a clipboard.

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.

Title X Site Visit Timeline and Checklist

Start by downloading the Title X Site Visit Timeline and Checklist, a roadmap for the site visit process from start to finish. The action steps below are a summary of the more detailed information on the timeline and checklist.

Action Steps Supportive Resources

Start by downloading the Title X Program Review Timeline and Checklist, a roadmap for the program review process from start to finish.

 

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.

Action Steps Supportive Resources

Determine which subrecipients will be reviewed.

Determine the assessment tool to be used for the site visit.

Title X Program Review Tool

Notify the subrecipient.

Title X Site Visit Announcement Letter Template

Identify a site visit team.

Collect subrecipient documents and forward them to team for desk review.

Title X Site Visit Requested Documents List Template

Prepare for client medical records review.

 

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.

Action Steps Supportive Resources

Conduct entrance meeting.

Title X Site Visit Agenda Template

Review documents available on-site.

Title X Site Visit Requested Documents List Template

Conduct subrecipient staff interviews.

Conduct facility/staff/client observations.

Conduct daily debrief meetings with subrecipient staff.

Conduct exit meeting.

 

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.

Action Steps Supportive Resources

Complete site visit report.

Title X Site Visit Report Template

Prepare the Corrective Action Plan (CAP).

Title X Corrective Action Plan (CAP) Template

Send the Site Visit Report and CAP to the subrecipient.

Title X Site Visit Report Cover Letter Template

Review the subrecipient’s CAP and response to the Site Visit Report.

Monitor subrecipient progress on CAP.

Send site visit close-out letter.

Title X Site Visit Close-out Letter Template