142 3.4. CONTACT WITH THE INSTITUTION TO BE VISITED Prior to visit (regular or control), the contact is established with the visiting institution, the visit is announced and the questionnaire preceding the visit forwarded. Regular visit is announced at least two weeks prior to it. 3.4.1 INFORMING THE INSTITUTION AND AGREEING ON THE VISIT The institution is informed about the day and hour of the visit, its nature, members of the group and their functions, group leader, and possible special requirements (e.g. that in the course of visit heads of certain services, doctors etc. be present) All important elements of the visit and visit procedures (e.g. use of camera or dictaphone) are agreed with the management of institution. Contact with the institution is either directly established by the visiting group leader or through the administrative secretary. 3.4.2. DELIVERY OF THE QUESTIONNAIRE PRECEDING THE VISIT The questionnaire preceding the visit is delivered to the institution for feedback. The institution has a time limit (up to 7 days) to deliver filled-in questionnaire, which is sufficient for giving reliable answers, taking into account that the same questionnaire has to be timely delivered to the Preventive Mechanism so that it can be processed prior to the visit (at least 5 days). Delivery of the questionnaire preceding the visit is managed by the visiting group leader with technical support of the administrative secretary. 3.5. ANALYSIS OF THE EXISTING DATA ON INSTITUTION AND PREPARATORY ACTIVITIES Members of the visiting group organize consultations related to the situation in institution and the expected effects of monitoring: 1. All gather data on institution are accumulated. 2. Analysis of the gathered data is performed. 3. Circumstances that should be particularly taken into account in the course of visit are identified. 4. Questionnaires that will be used in the course of visit are chosen and adapted. 5. Operational material (questionnaires etc.) is prepared. Analysis of the existing data on institution and preparatory activities are managed by the visiting group leader with technical support of the administrative secretary. 3.6. AGREEMENT ON PROCEDURE AND ORGANIZATION Members of the visiting group agree on the upcoming visit to the institution: Deciding on the appearance in front of the management of institution (attitude that should be expressed during the introductory interview with the management and appointment of persons who will actively participate in the interview together with the visiting group leader)