One view across every client you keep survey-ready
Keep every client survey-ready from one view, while each client owns its record.
Who this is for
Client staff report, and at each client the administrator, director of nursing or EHS lead signs. The consultancy buys; you advise, review and assemble, and the client owns the record.
You answer to
SAMPLE RECORD · SYNTHETIC DATA
Where reporting breaks down.
Every client has a different tracker
One client keeps a spreadsheet, another a binder. Before each visit you rebuild what happened, what is open and what a surveyor would ask first.
Your advice lives outside their system
You find the pattern and write it in a report. Nothing makes the client assign, date or check it, so the same finding returns.
Packets are hand-built for each client
QAPI (CMS's quality program) summaries, committee packets and survey binders are assembled by hand, in your template, from whatever data the client could export.
Access to patient information needs structure
HIPAA treats consultants who receive protected health information as business associates, as it does their subcontractors. You need an agreement, a scope and a log.
The work, in your terms.
- Mock-survey findings needing an owner and date
- Plans of correction after a CMS-2567
- Quarterly QAA and QAPI committee packets
- Repeat falls, medication events or abuse allegations
- Reporting-clock questions
- OSHA 300A summaries and submissions by establishment
- Corrective actions closed with no evidence
- Performance improvement projects needing a reason and result
- New-client onboarding and baseline readiness
- Accreditation preparation
- A client leadership change leaving open items
- Board and owner quality reports
What you answer to.
- CMS-2567 and plans of correction, 42 CFR 488.402(d)
- Most deficiencies need a plan of correction (isolated, minimal-harm ones are excepted). CMS's nursing home guidance says an acceptable plan is due within 10 calendar days of receiving the CMS-2567.
- CMS QAPI: 42 CFR 483.75, 482.21 and 416.43
- A nursing home presents its QAPI plan at each annual survey and shows the program runs. Its QAA committee meets at least quarterly. Hospitals and surgery centers have parallel duties.
- HIPAA business associates, 45 CFR 160.103
- Consulting and accreditation services that involve disclosure of protected health information fall within the business associate definition, as do subcontractors. Regulated plans include a business associate agreement (BAA).
- OSHA 29 CFR 1904.29(b)(10)
- An employer may share unredacted 300 and 301 forms with a consultant hired to evaluate its safety and health program. Other voluntary disclosures must remove names and identifying details.
- Accreditors: AAAHC, Joint Commission, DNV, ACHC, CIHQ, CARF and Quad A
- Each sets its own standards and survey cycle. Your packets follow the accreditor the client uses.
One consultant, three clients, one quarter
A consultancy supports a surgery center, a nursing home and a home-health agency, and the nursing home's annual survey window is open.
01Report
Cross-client view shows overdue work
Fall-prevention actions at the nursing home are overdue, and a surgery center project has no result documented.
02Investigate
Consultant opens the falls cluster
Most falls in the nursing home's cluster are unwitnessed, on nights, near two rooms.
Two actions closed with no evidence attached.
03Correct
Mock survey findings become actions
With the administrator and director of nursing, a mock survey yields three findings, logged as actions with owners and dates.
F689 is noted for the fall-supervision gap.
Staff close actions with evidence
Of the two actions, the older one's effectiveness check is set 30 days out.
It stays open until verified.
04Prove
Quarterly QAPI summary builds from record
For the surgery center, the project's reason and result are documented, as 42 CFR 416.43(d)(2) asks.
Packets go out under firm branding
Each of the three administrators reviews, edits and signs, and Lauren's drafts stay marked until approved.
Survey ends with one deficiency
The CMS-2567 arrives and the 10-day plan of correction clock starts.
The record shows who did what, when, and whether it was checked.
Illustrative scenario. Details are invented to show how the workflow runs.
See this on your organization.
Thirty minutes, built around your incidents, your regulator and the proof you have to produce.
Set up for your kind of site.
Forms, routing, exports and roles are configured per site. We load them for you on paid plans.
Forms
- The client's own pack forms for its kind of site
- Corrective action plan with owner, due date, evidence, effectiveness check
- QAPI improvement project record with reason and result
Routing
- Findings go to the client's administrator or director of nursing, not you
- Overdue actions escalate to client leadership and show in your view
- Client-set severity rules decide what notifies you
Exports
- QAPI summaries and committee packets
- Survey packets
- White-label packet branding
- OSHA 300, 300A and 301 exports (rolling out)
- Cross-client view of open and overdue work
Roles
- Consultant users, scoped to the clients they serve
- Client administrators, who own the record and sign
- Client reviewers, investigators and action owners
Outcomes you can plan for.
One start line for every visit
The cross-client view shows overdue work, repeat clusters and packet status, so preparation starts from what is open, not a rebuild.
Advice that becomes owned work
Each finding becomes an action with an owner, date and evidence, and closes only when verified, so it does not return.
Packets that carry your name
QAPI summaries and survey packets build from the client's record and can carry your branding. See compliance packets.
Built by people who have done this work
Built by the team behind PharmPro's consulting practice: 31 years in survey and inspection prep, and more than 250 facilities through survey.
The rules behind this pack.
Compliance consultants: frequently asked
Something we missed? Ask us, and a person answers.
Do my clients keep their own data?
Yes. Each client is its own organization with its own users, facilities and audit trail, and the record belongs to the client. You see across clients through the consultant view.
How does pricing work if I support many clients?
There are no seats, modules or setup fees. Non-patient incidents are free on the Open plan. Healthcare work is a per-site Regulated plan with a BAA, patient information, compliance packets and done-for-you setup. Partner terms are on the partners page.
Do I need a business associate agreement?
If you handle protected health information for a covered entity, HIPAA's business associate definition includes your consulting services and your subcontractors. Regulated plans include a BAA. Which agreement structure fits an engagement is for your counsel and the client's privacy officer. See HIPAA.
Can I put my firm's branding on packets?
Yes. White-label packets are part of the partner program. The client's administrator still reviews and signs, and anything Lauren drafted is marked 'Lauren · draft' until a person approves it.
Where did IncidentKit come from?
It was built by the compliance team behind PharmPro's compliance consulting practice: 31 years in survey and inspection prep, and more than 250 facilities taken through survey. See about.
See it on your organization.
Tell us about your sites and we will build the demo on your kind of facility. Or start free and report something real today.