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Healthcare compliance is an important aspect of the proper functioning medical institute. Healthcare violations and increased business risk are likely to occur in a practice that lacks compliance procedures. A practice's reputation could suffer long-term effects if patient-protected health information is not secured.
The Office for Civil Rights (OCR) of the Department of Health and Human Services resolved more HIPAA violations in 2020 than in any previous year. To resolve these complaints, violators gave the OCR roughly $13 million. It is prudent for healthcare firms to prioritize compliance with HIPAA regulations, as seen by the rise in settlements.
Healthcare software can streamline business compliance operations by standardizing processes and guaranteeing that records are kept current with HIPAA laws and regulations. Software for compliance can also help with other duties including risk assessments, vendor management, and training.
In this article, we'll examine six compliance software choices and their features.
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6 Best Healthcare Compliance Software to Invest in 2024
Xenia: The Frontline Healthcare Compliance Solution
Xenia is your go-to partner for easily streamlining safety inspections; it's more than just another healthcare compliance software. Xenia provides an incredibly user-friendly platform that streamlines and improves the entire inspection process, with small business owners in mind.
When compared to other options, Xenia stands out as the most affordable, making it the finest free health and safety audit software with a broad feature set that is expertly designed to meet the particular requirements of companies in a variety of industries.
Needless to say, Xenia makes sure that teams and facilities run as efficiently as possible with a seamless approach to centralize daily operations, maintenance management, and quality assurance.
Thanks to Xenia, hundreds of small businesses around the entire world are seeing a radical change in their approach to health and safety compliance.
Onboarding and Setup
Your journey with Xenia should start with creating your team and giving your team members access to the platform. Xenia makes it simple to assign roles and responsibilities to team members, which promotes effective task distribution and guarantees transparent responsibility within the company.
Using the initial setup, where roles, permissions, and workflows are defined, you can successfully navigate the onboarding process using a practical employee onboarding checklist. You can either create this checklist by yourself or customize it by choosing from our operations templates.
Your healthcare facility can provide the newly hired employee with a little extra motivation if you have a well-thought-out staff onboarding checklist. Additionally, it also helps the employee adapt in and get used to the compliance standards of the organization.
Improved compliance, improved safety, staff retention, and lower employee turnover rates are the overall outcomes of the procedure.
Policy and Procedure Management
Once onboarding is complete, the entire employee onboarding documentation is stored in a central repository with the help of Xenia’s document and records management feature. The workflows and user roles created during onboarding are what the records and documentation management system uses to regulate document delivery, approval, and access.
The next logical step in compliance management is creating detailed checklists and SOPs to make sure that the different standards are being followed such as HIPPA and OSHA.
With our robust AI-powered SOP generation module, managers, department heads, and team leads can quickly build any kind of SOP depending on the use cases that their organization has.
These SOPs can be entirely customized to meet the demands of every user, providing them with increased flexibility and total control over anything that has to be instructed on, assigned, or vice versa.
To enhance accountability, the platform provides specific task creation, task scheduling, and fully customized checklists. This means that any work that requires advanced check and balance can be completed through a standardized method.
Incident Reporting and Management
Once the documents regarding policies and procedures are in place, employees should get engaged in submitting the tasks properly. The incident reporting feature of Xenia ensures that if any policies or compliances are deviated anywhere by anyone, they are managed effectively through automated notifications and corrective actions.
Audit and Compliance Monitoring
Transparency is required by regulatory authorities, and digital inspections and audit solutions provide both real-time information and an irreversible audit trail. From the actual audits and inspections to the workflow and ensuing administrative work, they can enhance everything.
Conducting a compliance audit is the initial step towards ascertaining if all of an organization's policies, procedures, processes, files, records, and documentation—related to every facet of the business—comply with current applicable laws, regulations, and internal company rules.
In addition to minimizing or doing away with fines, they can also cut down on several other expenses related to noncompliance. It is not necessary to carry out audits and inspections by hand; they can be scheduled and initiated automatically.
Real-Time Reporting and Analytics
Using Xenia makes reporting simpler, more comprehensible, and—possibly most importantly—faster. There can be more flexible, clear interfaces for reporting an occurrence that doesn't jeopardize important details.
More immediate "who needs to know" alerting options are available with our straightforward interfaces if that's what you're after (or not, if this is a serious agency business that shouldn't allow easy snooping). Our digital platform can assist the reporter in determining the following steps as well.
Pricing
- Free Forever: Free trial for up to 5 users
- Starter: $99 / month for 15 users
- Premium: $199 / month for 15 users with unlimited access to all the core features
- Custom: Need something tailored to your organization?
Book a call to get your quote
Priced on per user or per location basis
Available on iOS, Android and Web
Verge
Verge Health, which is now a part of RLDatix, another healthcare compliance software provider, is regarded as one of the most reliable GRC systems in the healthcare sector since it converts an organization's paper-based compliance with regulations into outcomes that apply to patients and staff.
TTCP was convinced that Verge had a clear potential to add value. The company's strong brand could be used to establish new products while sunsetting others, strengthen current hospital client connections, and advance the purchase decision to an enterprise sale.
To optimize growth potential, TTCP collaborated with Verge to develop operational and strategic initiatives throughout the investment.
Key Features
- Complete Guidelines: Supports all aspects of accreditation and regulatory standards, resulting in proactive compliance and safety. Provides over 250 national, state, and specialized standards, with the flexibility to document findings by standard or non-conformity focus.
- Continuously Updated: Rounding is one of the many standards that data is connected to via a single, mobile-friendly platform. Continuous updates, reinforced by client, industry, and Verge Health experience.
- Enterprise Scalability: Easily expands to accommodate facility-specific requirements while enabling health systems to develop enterprise processes. Eliminating duplicate systems and manual processes allows for rapid process improvement.
Pricing
- Contact the vendor for a quote.
MedTrainer
Streamline document management and time-consuming administrative operations with a single, straightforward cloud-based healthcare compliance management program. All of your contracts, HR paperwork, safety plans, incident reports, policies, and more are accessible in one location.
To address the particular requirements of the sector, their course collection includes 1,000 carefully chosen healthcare topics.
Our compliance software is made to make it simple for healthcare companies to comply with accreditation and regulatory requirements, and MedTrainer's tried-and-true credentialing workflows assist in credentialing thousands of clinicians each year.
Key Features
- Document and Policy Management: Create or upload papers in a single spot, ask for permission, forward them to staff members for approval, and have them saved in their electronic binder. view who has acknowledged papers, remind those who haven't and organize and export reports to display all acknowledgments for inspections or to give status updates.
- Incident Reporting: To streamline processes and spot trends, customizable forms enhance the gathering of targeted data and the accompanying documentation..
- Safety Plans: With the pre-made, adaptable safety plans from MedTrainer, you can stay in compliance with OSHA. Upload your most recent safety plans, then utilize MedTrainer to track and request acknowledgments.
Pricing
- Contact the vendor for a quote.
Healthicity
Healthicity's all-in-one software solution aims to make healthcare compliance simpler. Its capabilities assist you in identifying compliance risks for your medical practice, managing HIPAA-related issues from beginning to end, and training staff members.
Features like business associate management, thorough risk assessments, and audit management are examples of healthicity. Your compliance difficulties will be made easier with Compliance Manager's configurable workspace and real-time reporting.
You can therefore manage your entire program in a single, user-friendly tool, whether you're conducting risk assessments, employee training, or incident investigation.
Key Features
- Dashboard Reporting: Workspace that you can customize to manage your whole compliance strategy. You get instant access to all of your own tasks, communications, alarms, and program health information.
- Audit Management: Internal and external audits can be automatically tracked and managed, which will help compliance officers handle everything more effectively.
- Risk Assessment: In-built comprehensive risk assessments provide useful, implementable workplans. With this user-friendly module, you can reduce the hassle associated with HIPAA Privacy and Security.
Pricing
- Foundation: Starting at $500/month*
- Professional: Starting at $1,450/month*
- Enterprise: Contact us
Radar Healthcare
Radar Healthcare offers healthcare institutions a full-featured compliance management system. This advanced solution provides real-time insight into the organization's compliance status in addition to automating crucial aspects of policy administration, reporting, and compliance monitoring.
Healthcare organizations can control compliance, reduce risks, and ensure regulatory compliance with the use of this real-time information, creating a more effective and compliant healthcare environment.
Compliance is about making the experience safer, not just checking boxes. Finding trends and analyzing data are important skills for understanding how to prevent mishaps and enhance future results through continuous improvement, not simply for board reports.
Since we are aware of the daily struggles and demands that people experience, we are always updating our software to meet the most recent specifications.
Key Features
- Instant Insights: Dashboards give an overview of one aspect of the system and track sections that are frequently requested. Numerous metrics are monitored by this, such as the overall quantity of events, past-due events, days since the last event, and events categorized by kind (such as incidents, etc.).
- View Data: Data visualizations like graphs and charts are used by Radar Healthcare to assist make complex information easier to access and comprehend.
- Delivering Intelligence: Healthcare providers with different degrees of technical experience in-house can benefit from this technology since it can greatly simplify the process of evaluating data insights that are essential for safety and quality improvement.
Pricing
- Contact the vendor for a quote.
HIPAA Ready
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HIPAA Ready is a compliance software that focuses on customization. Without coding knowledge, providers can customize it to meet the specific requirements of their practice. Additionally, HIPAA Ready offers templates to expedite the process. The software developed by HIPAA Ready addresses policy and procedure formulation, compliance, training, and HIPAA certification.
HIPAA Ready's conversational AI revolutionizes HIPAA compliance. By assigning staff greater autonomy, automating processes, and streamlining communication, it increases the effectiveness and efficiency of HIPAA compliance.
This AI technology can simplify the complex process of making sure that firms stay in compliance with HIPAA.
Key Features
- Security Risk Analysis (SRA): Examine the confidentiality, integrity, and availability of the electronic protected health information held by the business you work for.
- Digital Checklist: Make a digital checklist of the things you need to do to comply with HIPAA and monitor it as needed.
- Track Progress: Assign responsibilities to yourself and your team. HIPAA Ready monitors your compliance activities and advancement to make sure you are always prepared for an audit.
Pricing
- Contact the vendor for a quote.
What is Healthcare Compliance Software?
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Healthcare compliance software is platforms that help organizations comply with local/federal healthcare laws and security regulations such as HIPAA and HITRUST —this includes successfully implementing compliance frameworks and maintaining compliance on an ongoing basis with regular monitoring.
A healthcare compliance tool reduces manual work by automating complex compliance processes to accelerate the compliance certification process. These activities can range from risk assessment, incident response management, and training to audit tracking, evidence collection, and reporting. It also helps organizations to adapt to periodical changes in regulations.
Why Do Companies Need Healthcare Compliance Software?
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A healthcare compliance software's main function is to support businesses in improving their PHI handling practices and rules, which have an immediate effect on the security posture as a whole. In doing so, it helps them avoid severe fines and penalties by automating checks, optimizing procedures, and lowering human error.
Why Do Companies Need Healthcare Compliance Software?
Companies need healthcare risk management software to:
- To Improve The Efficiency of The Compliance Program: With regulations and laws getting more complex, compliance software can help organizations streamline and simplify their compliance process and documentation.
- To Improve The Safety of Patients’ PHI: Healthcare compliance tools assist you in putting the required safeguards in place to protect sensitive patient data. This can involve providing guidance and keeping an eye on security measures related to physical security, encryption, and the management, transmission, and storage of medical records.
- To Implement a Zero-Trust Security Model: You can build strong access controls and put security measures in place for zero-trust security with the help of healthcare compliance software. This lowers the possibility of breaches and unauthorized access by guaranteeing that only those with the necessary authorization can access critical healthcare data.
- To Foster a Culture of Trust and Security: The presentation of healthcare compliance solutions demonstrates a dedication to compliance, fostering confidence among investors and stakeholders. Additionally, you can implement a security-first policy for patient health information by using healthcare compliance software.
Conclusion
In the end, in the current digital environment, the significance of healthcare compliance software cannot be emphasized. It guarantees data security, helps businesses comply with regulations, and safeguards patient privacy.
Xenia is a leader in this field, providing all-inclusive solutions designed with the healthcare sector in mind. By utilizing these cutting-edge technologies, healthcare professionals can effortlessly manage intricate regulatory environments and concentrate on what counts—providing outstanding patient care.
We hope that this article helps you choose the right healthcare compliance software to invest in.
Unify Team Operations, Maintenance and Safety Compliance with Xenia
Xenia unifies daily operations, maintenance management and quality assurance to help ensure teams and facilities are effective and efficient.
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Our customers love Xenia's robust use cases including:
Operational Execution
✔️ Checklists & SOPs
Create checklists, SOPs, Inspections and Data Logs to power accountability, training and staff clarity on every task.
💪 Team Task Management
Assign work digitally to defeat pencil whipping and disorganized teams. Complete tasks, chat with teams on any device, track time, collect photos, and ensure high quality work.
📆 Recurring Tasks
Create recurring schedules for daily opening and closings, performance review meetings, inspections, cleanings and more.
📲 Chats & Announcements
Centralize team communications with in task chats, one-on-one chats, team messages and company wide announcements
📊 Team Performance Reporting
Use Xenia's analytics dashboards to view staff work reports. Filter by asset, location, category or due date and export the report in PDF or Excel
Maintenance Management
🛠️ Work Orders
Create work orders with associated team, asset, location, priority, category and due date. View live progress reports on each work order, chat with teams, and review resulting template submission, images and notes to improve operations.
🧰 Preventive Maintenance
Create a preventive maintenance calendar to ensure asset uptime is not compromised. Attach images, templates, videos and notes to every task and assign to a team or individual for completion.
📲 QR Codes
Generate and attach QR codes to equipment and facility locations to enable fast and accurate inspections and data logs.
⚙️ Work Order Requests
Receive, approve and assign work order requests from tenants, regular customers and vendors. Enable requesters to submit, track, and communicate with your team, without access to operations templates or unrelated work orders.
📁 Equipment Work History
View work history for every asset and sub asset in Xenia. Review performance data and enable corrective actions to improve your operation.
Safety Compliance & Quality Assurance
👍 Concrete Brand Standards
Put your brand standards in a clear and operational checklist to be attached to work assignments.
🔎 Smart Inspection Workflows
Xenia's operations template builder has built in conditional logic into each step. This allows you to trigger actions based on a form response such as creating a corrective action on a failed inspection step, sending a notification to management for out of range meter readings, and much more.
✨ Corrective Actions
Operationalize inspections with fast work order assignment arising from a failed inspection step. All corrective data is stored in the checklist submission for auditing and accountability.
📋 Analytics and Reports
View live dashboard summaries of tasks, employee performance, template submissions and more. Filter, organize and export compliance reports to PDF and Excel formats to simplify compliance management.
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