Virginia Standards of Excellence Program

Is participation voluntary?
Yes. Participation in the Standards of Excellence (SoE) Program and the pursuit of recognition as an Agency of Excellence (AoE) are completely voluntary.

Who can participate?
Any EMS agency licensed and in good standing with the Virginia Office of EMS (OEMS), or operated by the United States government within Virginia, may apply.

Are there costs associated with the process?
No. There are no fees or costs to EMS agencies related to participation or recognition through the SoE Program.

Does the SoE Program affect an agency’s license?
No. The SoE Program does not affect the agency’s state EMS license. It is designed to recognize agencies that operate above and beyond the Virginia EMS Regulations (12VAC5-31). Recognition as an AoE does not extend or modify the agency’s existing license term.

What does the evaluation process involve?

1. The agency completes the self-assessment survey found on the OEMS website.

2. The completed survey and supporting documentation are submitted to OEMS.

3. OEMS reviews the submission and provides feedback if any items require clarification.

4. If no deficiencies are found, OEMS will coordinate a site visit with subject matter experts to verify information and evaluate operations.

5. After the site visit, OEMS will notify the agency of the final determination.

   • If recognized, the agency will be listed as an Agency of Excellence and included in program announcements.

   • If not yet recognized, OEMS will provide a list of items to correct, a timeline for completion, and schedule follow-up as needed.

Can an agency complete the self-assessment without a site visit?
Yes. Agencies may use the SoE self-assessment as an internal tool for self-improvement. However, to be formally recognized as an Agency of Excellence and receive official benefits, the full process, including the site visit must be completed.

Why should an EMS agency participate in the SoE Program?
The process provides an excellent opportunity for agencies to self-assess their operations, identify strengths, and highlight opportunities for improvement. Recognition as an Agency of Excellence sets a positive example for others, enhances community confidence, and may support recruitment, retention, and partnership opportunities.

What does an agency receive when recognized as an Agency of Excellence?
Recognized agencies are publicly acknowledged by the Virginia Office of EMS through the OEMS website and official social media channels. Each agency also receives a digital SoE logo for use on letterhead, websites, and promotional materials.

In addition to public recognition, participating agencies gain valuable insights into their organizational performance, benchmark their practices against other high-performing EMS agencies, and demonstrate a strong commitment to transparency, accountability, and quality service delivery.

Can the SoE recognition be used for grant or partnership applications?
While recognition as an Agency of Excellence does not guarantee success in grant or partnership applications, it can serve as a strong indicator of organizational excellence. The SoE designation demonstrates that an agency has undergone a comprehensive evaluation process and is committed to quality, accountability, and continuous improvement qualities often valued by funding agencies and community partners.

How does SoE recognition benefit the community?
Recognition as an Agency of Excellence reinforces public trust and demonstrates that the agency is committed to delivering safe, effective, and accountable EMS care. It also highlights the agency’s dedication to continuous improvement and community engagement.

Can agencies showcase their SoE recognition locally?
Yes. Agencies are encouraged to share their recognition through press releases, community newsletters, or social media. Doing so helps increase community awareness and highlights the agency’s dedication to excellence in EMS service.

The Office of EMS may explore additional opportunities for formal recognition in future program cycles as the Standards of Excellence Program continues to grow and evolve.

Is the SoE process punitive?
No. The Standards of Excellence Program is not punitive in any way. It is designed to identify where an agency exceeds minimum standards and to support continuous improvement. However, an active regulatory action by OEMS could affect an agency’s standing as an Agency of Excellence.

Can I use the SoE self-assessment without applying for recognition?
Yes. Agencies are welcome and encouraged to use the SoE self-assessment as an internal tool for organizational review and quality improvement, even without pursuing formal recognition.

Does the program offer resources or examples to help agencies prepare?
Yes. The OEMS website provides access to the SoE self-assessment survey, FAQs, and additional resources to guide agencies through the process. These materials can help agencies understand the evaluation areas, expectations, and documentation requirements. Additional resources and updated survey materials are currently in development and will be added to the website as they become available.

How long is an Agency of Excellence recognition valid?
Recognition as an Agency of Excellence is valid for three years from the date of approval. Agencies are encouraged to maintain their established standards and begin the renewal process prior to expiration to ensure continued recognition.

Does SoE recognition require renewal or reevaluation?
Yes. Agencies must reapply at the end of their three-year recognition period to maintain active status. The renewal process includes submitting an updated self-assessment and verification that the agency continues to meet or exceed the established standards.

How long does the SoE evaluation process take?
The length of the process varies depending on the completeness of the agency’s self-assessment and supporting documentation. Most reviews, including the site visit, can be completed within several months once all materials are received. The site visit itself is typically completed in a single day after all supporting documentation has been submitted and reviewed by the assessment team. OEMS staff will maintain communication with the agency throughout the process.

When can an agency reapply if it is not successfully recognized during the initial application review process or any required follow-up?
Agencies that are not successfully recognized during the initial application review process or any required follow-up are provided opportunities to correct or modify identified items and may reapply once those issues have been addressed. OEMS will provide specific guidance and timelines for resubmission or additional site visits as needed.

If significant concerns are identified during the review process, such as potential regulatory, criminal, ethical, or fiscal issues, OEMS may pause the review to allow the agency time to regroup, reorganize, and take corrective action before reapplying. The goal of the Standards of Excellence Program is to promote continuous improvement and long-term organizational stability while maintaining the integrity of the process.

Can an agency lose its recognition status?
Yes. Agencies that no longer meet program criteria, fail to maintain compliance with Virginia EMS Regulations, or are subject to regulatory action may have their recognition status suspended or revoked. OEMS staff will work with the agency to identify corrective actions and opportunities for reinstatement.

Can multiple agencies within a locality or region participate together?
Each licensed EMS agency must complete and submit its own self-assessment to be considered for recognition. However, OEMS strongly encourages collaboration, resource sharing, and the exchange of best practices among neighboring or partner agencies as part of the continuous improvement process.