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Blog > The Benefits of a Healthcare Compliance Solution with an SSoR

The Benefits of a Healthcare Compliance Solution with an SSoR

VComply Editorial Team
June 15, 2024
8 minutes

An integrated all-in-one compliance management system allows healthcare businesses to centrally track regulatory changes and compliance tasks. This ensures that all regulatory updates are promptly followed into the organization’s practices, lessening non-compliance risk. Centralized tracking also makes it easier to assign and monitor compliance-related tasks, ensuring that all responsibilities are clearly defined and managed.

Compliance with regulations and standards is a lifeline for the smooth functioning of healthcare operations and reducing legal risks. A unified compliance management system is handy for adhering to these regulations, reducing errors, and improving visibility across the organization. Without a single system of record, healthcare providers face increased errors, reduced visibility, and a higher risk of non-compliance, which can lead to big financial and reputational damage.

A unified data management system is needed to improve healthcare delivery and maintain compliance. The complexity of healthcare data management poses major challenges, affecting compliance and operational efficiency. A single system of record (SOR) tackles these concerns by centralizing data, streamlining processes, and ensuring that all compliance-related activities are tracked and managed effectively.

If you want to understand a System of Record (SoR) better, it represents a modern approach to managing business records and the processes that handle information across enterprise departments. Earlier, the term often referred to unorganized and insecure file storage or shared locations. Today, SoR provides organized, secure storage, accessibility, records retention policies, and process automation. Regardless of your business needs, an efficient and user-friendly SoR can effectively manage your documents throughout their lifecycle.

What are the Benefits of Using a CMS with SSoR?

1. Centralized Tracking of Regulatory Changes and Compliance Tasks

An integrated all-in-one compliance management system allows healthcare businesses to centrally track regulatory changes and compliance tasks. This ensures that all regulatory updates are promptly followed into the organization’s practices, lessening non-compliance risk. Centralized tracking also makes it easier to assign and monitor compliance-related tasks, ensuring that all responsibilities are clearly defined and managed.

2. Ensuring Patient Safety and Well-Being

Adhering to various healthcare regulations is essential for ensuring the safety and well-being of patients. A unified system helps healthcare providers comply with these regulations, reducing the risk of medical errors and improving patient outcomes. Maintaining up-to-date records and compliance documentation allows healthcare providers to deliver safer and more effective care.

A single system of record simplifies the access and management of compliance-related documents and reports. Authorized personnel can easily retrieve necessary information, facilitating timely decision-making and effective compliance management. This accessibility ensures that all compliance documentation is available when needed, reducing delays and improving overall efficiency.

4. Reducing the Risk of Financial Penalties and Reputational Damage

Non-compliance can lead to significant financial penalties and damage to an organization’s reputation. A unified compliance management system helps mitigate these risks by ensuring adherence to regulatory standards, protecting the organization’s financial health and public image. Regular compliance audits and monitoring help identify potential issues before they escalate, reducing the risk of penalties.

5. Promoting a Culture of Compliance

Efficient monitoring and auditing mechanisms within a unified compliance management system promote a culture of compliance throughout the organization. This culture ensures that all staff members are aware of and adhere to regulatory requirements, fostering an environment of accountability and continuous improvement. Regular training and communication about compliance standards help reinforce this culture.

Features of an Ideal Healthcare CMS

1. Evidence Management with Centralized Repository

Having a single centralized repository with all the compliance data in storage for effective policy management and being audit-ready at all times helps healthcare businesses build trust with regulators. VComply’s GRC platform offers an in-depth view of risk management, compliance, internal audit, and internal controls across the organization, providing a centralized framework to help map risks to different data elements like compliance needs and internal controls. This helps to allow the users to view risks in a holistic and contextual manner.

2. Integration of Documentation and Compliance Tracking

An effective healthcare compliance management system integrates clinical documentation and compliance tracking into one platform. This integration ensures that all patient records are complete and compliant with regulatory standards, facilitating better patient care and compliance management. By combining clinical and compliance data, healthcare providers can streamline their operations and improve the quality of care. VComply provides a well-designed evidence management solution on its platform that helps to show compliance by collecting and storing evidence and documents in one centralized repository.

3. Managing Patient Load, Billing, and Revenue Cycle Management

Features for managing patient load, billing, revenue cycle management, and practice management are essential components of a unified compliance system. These features ensure that all financial and administrative processes are compliant with regulations, reducing the risk of errors and financial discrepancies. Effective management of these processes improves operational efficiency and financial health.

4. Tools for Documentation, Alerts, and Reporting

A comprehensive compliance management system includes tools for documentation, record-keeping, alerts, reminders, and reporting. These tools help mitigate compliance risks by ensuring that all necessary documentation is maintained and compliance issues addressed without delay. Automated alerts and reminders keep staff informed about compliance tasks and deadlines, reducing the risk of oversight.

5. Customizable Tools for Individualized Treatment Plans

Customizable tools within the compliance management system support individualized treatment plans, improving patient outcomes. These tools ensure that each patient receives care tailored to their needs while maintaining regulatory standards compliance. Customizable features allow healthcare providers to adapt the system to their unique workflows and patient care strategies.

6. Accessibility and Ease of Use

The system must be accessible and easy to use for all staff members. This ensures that the system is adopted across the organization, facilitating consistent compliance practices and improving overall operational efficiency. User-friendly interfaces and intuitive design make it easier for staff to navigate the system and perform their tasks efficiently.

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How to Use a Healthcare CMS with SSoR?

How to Use a Healthcare CMS with SSoR
  1. Developing Policies and Procedures for Document Management

Developing comprehensive policies and procedures for document management is crucial for effective compliance management. This includes guidelines for creating, distributing, retaining, storing, retrieving, and destroying documents, ensuring that all records are managed in compliance with regulatory standards. Clear policies help standardize document management practices across the organization.

2. Establishing a Records Retention Schedule

A records retention schedule based on operational and legal requirements ensures that documents are retained for the appropriate length of time. This schedule helps manage the records lifecycle, from creation to disposal, ensuring compliance with legal and regulatory requirements. Regular review and updates of the retention schedule ensure ongoing compliance.

3. Ensuring Easy Access and Secure Storage of Information

The compliance management system must allow for easy finding, access, and secure storage of information. This ensures authorized personnel can quickly retrieve necessary documents while protecting sensitive information from unauthorized access. Secure storage solutions, such as encryption and access controls, help safeguard data.

4. Ongoing Monitoring and Auditing

Engaging in ongoing monitoring and auditing is essential for ensuring compliance with established policies. Regular audits help identify any compliance issues and ensure that corrective actions are taken promptly, maintaining the integrity of the compliance management system. Continuous monitoring allows for real-time detection and resolution of compliance issues.

5. Managing Records Disposal and Destruction

Managing records disposal and destruction according to written policy minimizes the risk of data breaches and ensures compliance with regulatory requirements. Proper disposal procedures protect sensitive information and reduce the risk of unauthorized access. Documenting and tracking the destruction process helps ensure compliance and accountability.

With an SSoR in the healthcare management system you are using, you can gain flexibility in compliance management. VComply helps your business gain better clarity across all your locations with advanced tracking to verify who has accessed and attested to any policy with better documentation. You can actively manage your clinic’s compliance practices with real-time reporting, full version histories, and automatic reminders to ensure regulatory compliance across all clinic locations.

Why You Need Digital Solutions in Healthcare Compliance?

1. Transitioning from Manual Processes to Digital Solutions

Transitioning from manual processes to digital solutions increases efficiency and reduces risks. Digital solutions streamline compliance management, reducing the likelihood of errors and improving overall operational efficiency. Automation of routine tasks frees up staff time for more critical activities and boosts accuracy.

2. Using a Centralized Platform

A centralized platform for managing compliance across the healthcare organization sees that all compliance-related activities are tracked and managed without any hassle. This centralization simplifies compliance monitoring and auditing, reducing the risk of non-compliance. Integrated platforms provide a single source of truth for all compliance data.

3. Protecting Against Reputational Damage

Effective compliance management protects against reputational damage and improves the quality of patient care. By following regulatory standards, healthcare providers can build trust with patients and stakeholders, adding to their reputation and credibility. Transparent compliance practices demonstrate a commitment to patient safety and regulatory adherence.

4. Addressing Unique Compliance Concerns in Specialized Sectors

Digital solutions can address unique compliance concerns in specialized sectors such as behavioral health and addiction treatment. These solutions provide tailored tools and features to manage the specific regulatory requirements of these sectors, giving detail-driven compliance. Customizable compliance solutions can adapt to the unique needs of different healthcare specialties.

Tips for Selecting an Effective Healthcare CMS with SSoR

Selecting the right healthcare compliance software solution is the most important decision you can make for your healthcare business. The right platform will help serve fruitful compliance management and operational efficiency. 

A strong software solution should integrate perfectly with existing Electronic Health Records (EHR) systems to streamline data flow and minimize manual data entry. Data privacy is another paramount consideration, given the sensitive nature of healthcare information. 

The software must comply with all relevant privacy laws and regulations, such as HIPAA, to protect patient data from breaches and unauthorized access. Additionally, the software should offer customizable features that can be tailored to the unique and individual needs and workflows of the healthcare organization. 

Customization allows software to adapt to various regulatory requirements and operational processes, improving overall efficiency. By evaluating potential software vendors based on these criteria, healthcare organizations can select a solution that meets their current needs and scales with future growth and regulatory changes.

When selecting a healthcare compliance software solution, consider the following factors:

  • Automated Workflow: Improve compliance with automated workflows, evidence uploads, and reduced repetitive tasks. Implement review and monitoring workflows for executives to support informed decision-making.
  • Data Privacy: Verify compliance with privacy laws and regulations to protect patient information.
  • Customizable Features: Look for software customized to meet organizational needs and workflows.
  • Regulatory Compliance: Ensure the software supports adherence to relevant healthcare regulations.
  • Scalability: Choose a solution that can grow with your organization and adapt to future changes.
  • User-Friendly Interface: Opt for software with an intuitive design to facilitate staff adoption and ease of use.
  • Reporting and Analytics: Ensure the software provides robust reporting and analytics capabilities for monitoring compliance.
  • Vendor Support and Reliability: Evaluate the vendor’s reputation, customer support, and reliability to ensure long-term success with the software.

If you want to streamline your compliance processes, VComply is your solution. It adapts to the diverse compliance needs of companies, designing workflows to meet your unique requirements. VComply helps companies to:

  • Access compliance frameworks and industry-standard control sets from a centralized location.
  • Assign compliance tasks/internal controls to employees or teams and monitor progress with workflow automation.
  • Store documents securely, ensuring flawless retention for audits. Automation reduces human error and simplifies search during audits.
  • Associate risk levels to responsibilities, highlighting the impact of incomplete tasks.
  • Gain insights into compliance performance, identify gaps, and address them quickly.

VComply’s compliance workflow smoothens integral information flow and key responsibilities, reducing the manual effort required from compliance officers. While compliance oversight and coordination can be complex, automation sorts out these processes. 

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Healthcare Compliance Management: What Makes VComply the Right Choice?

VComply is a powerful compliance management tool that automates organizational compliance processes and offers integrated risk assessment and policy management programs. The platform uses Single Sign-on (SSO) and two-factor authentication (2FA) and enforces rigid password policies where applicable to safeguard access to cloud services.

As a Governance, Risk, and Compliance (GRC) software, VComply helps in assisting organizations in maintaining an effective internal control plan. Some ways in which VComply can help include:

  • Automating internal control procedures: VComply can handle many internal control tasks, such as risk assessment, compliance monitoring, and incident management. This reduces the likelihood of errors and boosts the efficiency of internal control processes.
  • Centralizing internal control information: VComply can centralize all internal control data on a single platform, simplifying access and management for organizations. This gives better visibility and oversight of internal control activities. 
  • Providing real-time reporting: VComply offers real-time reporting on internal control activities, enabling organizations to promptly detect and resolve issues. This helps with the effectiveness of internal control measures. 
  • Streamlining compliance: VComply aids organizations in streamlining compliance with laws and regulations by offering access to compliance checklists and automating compliance monitoring. 
  • Risk Management: VComply assists organizations in identifying, assessing, and managing risks by providing risk assessment templates and risk management tools.

With the help of VComply as your ultimate compliance management solution, you can set up an organized multi-framework compliance program, execute controls, centralize evidence for detailed oversight, and perform informed decision-making. It comes with advanced features that help with compliance, such as:

  • Regulatory Framework Library: You can gain a competitive advantage and check for compliance with VComply’s extensive library of compliance standards and frameworks. From industry-specific regulations to major standards such as ISO 27001, ISO 9001, NIST, and SOX, VComply’s framework library helps your compliance team to effectively handle their compliance obligations.
  • Centralized Alerts and Notifications: You can integrate VComply with Teams, Outlook, and Slack, allowing your team to send alerts and notifications about VComply activities and compliance tasks directly to these channels, helping you stay on top of compliance responsibilities and updates.
  • Evidence Management: You can organize audits by automating processes, centralizing workpapers and evidence for the authenticity. VComply helps to create a centralized repository for evidence, record detailed observations, and attach supporting documents for easy accessibility and smoothen retrieval processes during audits. 
  • Advanced Analytics with Dashboards and Reports: The platform provides insightful dashboards and reports to help you analyze compliance and risk status. It comes with customizable dashboards crafted specially for executive and board members. You can provide them with the insights they require to make wise decisions.
  • Collaborative Workspace: VComply brings a unified workspace for all your team members – bringing conversations, files, and tasks in one place for better collaboration.
  • Interactive Compliance Calendar: Using VComply, you can create a detailed compliance calendar customized to your nonprofit’s obligations and workflows. This integrated calendar helps with great planning and scheduling of audit activities, allowing for timely task assignments, reminders, and coordination among audit team members. Oversight becomes more efficient with automated notifications, minimizing the risk of missed filings, expired registrations, and improved productivity.

Final Thoughts

The future of healthcare management and compliance lies in the hands of advanced data management solutions. A healthcare compliance management system is very important for attaining operational success and maintaining regulatory adherence. 

Healthcare organizations can transform their culture of compliance and ensure long-term success with the help of secure and centralized compliance management systems with SSoR like VComply. The rising demand for digital compliance solutions in healthcare shines some light on the need for comprehensive, integrated systems. 

As the industry continues to evolve, a single system of record will be indispensable for effective document management, maintaining compliance, protecting patient data, and improving the overall quality of care.Improve your healthcare organization’s accountability and consistency with the SSoR feature offered by VComply for a stress-free compliance journey. Try a free trial or a live demo today!