Hospitals and health systems
Screening and training for large workforces, medical staff and many vendors, across several facilities.
Healthcare Compliance Management
Healthcare compliance management software development
When an auditor or surveyor asks for proof, compliance teams search inboxes, shared drives and training exports for records kept in separate systems. Agnotic Technologies builds healthcare compliance management software that keeps screening, attestations, training and risk records in one system of record, ready to show.
Exclusion screeningPolicy attestationsTraining recordsSix-year retention
Trusted by global innovators
What is healthcare compliance management software?
Healthcare compliance management software is the compliance office's system of record: who was screened against exclusion lists, who attested to which policy version, who completed training, and where the risk analysis and business associate agreements stand. Agnotic Technologies builds it for providers, nursing facility operators and health plans, with records kept for the HIPAA six-year period.
The test of the software is a request from an auditor, surveyor or counsel. The right answer is an export with dates, names and versions, produced in minutes, not a week of searching.
This page covers the compliance office's own records. Generic risk registers and regulatory reporting are on our risk and compliance reporting software page, breach notice deadlines on our HIPAA breach notification page, the safeguard by safeguard review on our HIPAA Security Rule checklist, and building HIPAA-ready products on our HIPAA compliant software development page.
Evidence table
Which records does each compliance task need to keep?
The table the data model is built from. Each compliance task is tied to the rule behind it, the record the software keeps and how long it is kept.
| Compliance task | Rule behind it | Record the software keeps | How long it is kept |
|---|---|---|---|
| Exclusion screening of workforce and vendors | 42 CFR 1001.1901: no federal health care program payment for items or services an excluded person furnishes | Each check: the list and its date, the person or vendor, possible matches and the reviewer's decision | As your retention policy sets, kept with the person's or vendor's record |
| Privacy policy training | 45 CFR 164.530(b): train all workforce members and document it | Course and version, each person's completion date, and new hire training after joining | 6 years from creation or when last in effect (164.530(j)(2)) |
| Security awareness training | 45 CFR 164.308(a)(5) | Program content, sessions and completions, including management | 6 years (164.316(b)(2)) |
| Policy versions and attestations | 45 CFR 164.530(i) and (j): policies kept in written or electronic form | Every version with its effective dates, and each attestation with the person, version and date | 6 years from creation or when last in effect, whichever is later |
| Risk analysis and risk management plan | 45 CFR 164.308(a)(1)(ii)(A) and (B) | Each assessment, the risks found, owners, remediation tasks and their status | 6 years (164.316(b)(2)) |
| Business associate agreements | 45 CFR 164.308(b) and 164.504(e) | Each agreement, the vendor, the PHI it covers, renewal date and return or destroy terms at termination | 6 years from when it was last in effect (164.316(b)(2)) |
| Nursing facility compliance and ethics program | 42 CFR 483.85 | Program standards, annual review, training, compliance officer and facility liaisons where required | As your retention policy sets |
Where a rule sets no retention period, such as exclusion screening, the software applies the period your compliance office and counsel choose, and records the policy that set it.
Exclusion screening
What happens when an exclusion screen finds a match?
A possible match is not yet an exclusion. The software makes the true ones impossible to miss and records every decision.
Load the lists
Each screening run records which exclusion lists were used and the date of each list, alongside your own list of workforce members, contractors and vendors.
Find possible matches
Names are compared with spelling variants, and every possible match goes to a review queue with the details that matched.
Confirm or clear
A reviewer checks identifiers such as date of birth, NPI or tax ID, and clears the false match or confirms the true one, with a reason.
Act on a confirmed match
The person or vendor is flagged, the case goes to the compliance officer and counsel, and access requests can be paused.
Review billing
Billing gets a list of items and services the excluded person furnished, ordered or prescribed from the exclusion's effective date, for review.
Keep the record
The run, the matches, the decisions and the actions taken are kept together, ready for an auditor.
Who it is for
Which compliance offices do we build for?
Teams whose compliance evidence is spread across HR, training, vendor and IT systems.
Physician groups and clinics
A small compliance team that needs screening, attestations and training records without a spreadsheet per task.
Nursing facility operators
The 42 CFR 483.85 compliance and ethics program, with facility liaisons and annual reviews for operators with five or more facilities.
Health plans
Screening of providers, delegated entities and vendors, and business associate agreements across a large network.
Digital health companies
Business associates that must show customers their training, risk analysis and subcontractor agreements.
On request
What can the compliance office show when asked?
Each item is one export from the same records, with names, dates and versions.
- The screening history for any person or vendor, with every list and decision
- Which policy version was in effect on a given date, and who attested to it
- Training completion for a department, a facility or one person
- The latest risk analysis, the risks it found and the status of each remediation task
- Every business associate agreement in effect, with what PHI it covers
- The annual compliance program review for each nursing facility
Failure points
Why do compliance records break down?
The gaps we design out of every compliance management build.
Challenge
New hires start work before anyone screens them.
Agnotic approach
Screening runs from the HR onboarding event, and the result is recorded before access is granted.
Challenge
A policy changes and nobody knows who read the new version.
Agnotic approach
Each policy version has its own attestations, and staff who have not attested to the current one are listed by manager.
Challenge
Training completions live in a learning platform nobody can query.
Agnotic approach
Completions are imported into the compliance record by person and course version, so gaps show up by department.
Challenge
The risk analysis is a document that is never revisited.
Agnotic approach
Each risk becomes a task with an owner and due date, and the risk management plan shows what is still open.
Challenge
Nobody can list every vendor that handles PHI.
Agnotic approach
Vendor intake asks whether PHI is involved, and a yes cannot be approved without a business associate agreement on file.
Challenge
Old records are deleted too early, or kept forever.
Agnotic approach
Each record type has a retention rule tied to its rule or policy, with holds for audits and litigation.
What do we build into healthcare compliance software?
Modules we scope one by one. A first release often starts with screening and attestations, the two tasks that run every month.
Exclusion screening
Scheduled screening of workforce, contractors and vendors, possible match review and a full decision history.
Policy library and attestations
Versioned policies with effective dates, assigned attestations and reminders until each person signs.
Training records
Course versions, assignments and completions, imported from your learning platform or recorded in the software.
Risk analysis tracker
Assessments, risks, owners and remediation tasks, so the risk management plan is a live list.
BAA inventory
Every business associate agreement with its vendor, PHI scope, renewal date and termination terms.
Audit work plans
Planned audits and monitoring, findings and corrective actions, with owners and dates.
HR, LMS and vendor connectors
Workforce lists from HR, completions from the learning platform and vendors from procurement, so records stay current.
Retention and evidence exports
Retention rules per record type, legal holds and exports for auditors, surveyors and counsel.
Compliance-First Healthcare App Development Services Backed by Global Standards
01
HIPAA
Health Insurance Portability and Accountability Act
Protect PHI with privacy-first architecture, encrypted storage and transmission, strict access controls, and traceable audit logs.
02
GDPR
General Data Protection Regulation
Implement lawful consent flows, data minimization, retention controls, and secure processing for sensitive health data.
03
FHIR
Fast Healthcare Interoperability Resources
Enable standardized health data exchange across apps, care teams, and systems through standards-based FHIR APIs.
04
HL7
Health Level Seven International
Support enterprise-grade interoperability with HL7-based integrations for records, events, and clinical messaging workflows.
05
HITRUST
Health Information Trust Alliance
Align security programs to healthcare-specific control and risk management practices trusted by providers and ecosystem partners.
06
HITECH
Health Information Technology for Economic and Clinical Health Act
Design with breach notification readiness, digital record safeguards, and operational controls that support regulated care programs.
07
SaMD
FDA Software as a Medical Device
Plan software quality, traceability, and documentation pathways for products that may require SaMD review and submission.
08
MDR (EU)
Medical Device Regulation (European Union)
Prepare EU market-ready processes for risk classification, evidence tracking, and lifecycle governance under MDR expectations.
09
SAMHSA
Substance Abuse and Mental Health Services Administration
Apply confidentiality controls and consent-aware sharing models for behavioral and mental health data experiences.
Facts and sources
Facts behind healthcare compliance management software
The rules behind the evidence table, screening workflow and retention settings, each linked to its primary source.
Under 42 CFR 1001.1901, no payment is made by Medicare, Medicaid or any other Federal health care program for items or services furnished by an excluded individual or entity on or after the effective date of the exclusion.
Source: 42 CFR 1001.1901, Scope and effect of exclusion (eCFR)The HIPAA Privacy Rule requires a covered entity to train all workforce members on its policies and procedures for protected health information, to train new members within a reasonable period after they join, and to document that the training was provided.
Source: 45 CFR 164.530(b) (eCFR)The HIPAA Security Rule lists risk analysis and risk management as required implementation specifications: an accurate and thorough assessment of risks to electronic protected health information, and security measures that reduce those risks to a reasonable and appropriate level.
Source: 45 CFR 164.308(a)(1)(ii)(A) and (B) (eCFR)Documentation required by the HIPAA Security Rule must be retained for 6 years from the date of its creation or the date when it last was in effect, whichever is later.
Source: 45 CFR 164.316(b)(2)(i) (eCFR)The operating organization of each long-term care facility must run a compliance and ethics program and review it annually; organizations with five or more facilities also need mandatory annual training, a designated compliance officer and a compliance liaison at each facility.
Source: 42 CFR 483.85, Compliance and ethics program (eCFR)
Scope
What drives the scope of a compliance management build?
We do not offer a regulatory compliance software calculator or publish prices. These are the things that size the build, and we go through them on the scoping call.
Compliance tasks in the first release
Which of screening, attestations, training, risk analysis, BAAs and audit work plans come first.
Workforce and vendor sources
The HR, credentialing and procurement systems that supply people and vendors to screen.
Training platform
Whether completions are imported from a learning platform or recorded in the new software.
Facilities and entities
How many facilities, legal entities and compliance liaisons the records are split across.
Existing records
Past screening runs, attestations and agreements to migrate, and the retention rules they fall under.
Access and audit
Who sees what, single sign-on, and the audit trail each export needs.
Engagement
How does a compliance software engagement work?
We start from the last audit request you answered, and build the records that would have answered it.
1.
Scoping call
We list your compliance tasks, the systems their records live in and the retention rules you follow.
Scope2.
Fixed-scope first release
One or two tasks, such as screening and attestations, connected to HR, with real records migrated.
Build3.
Scale and support
More tasks, facilities and connectors, evidence exports and support after launch.
ScaleFrequently Asked Questions
Your compliance office and counsel set the schedule, for example at hire and then monthly. The software runs screening on whatever schedule you choose, and records which lists, and which list dates, were used each time.
No. It finds possible matches and shows the details that matched. A trained reviewer confirms or clears each one, and the decision and reason are recorded.
HIPAA documentation must be kept for 6 years from the date it was created or the date it was last in effect, whichever is later. The software applies that rule per record, and applies your own policy where a rule sets no period.
Yes, where the platform offers an API or a scheduled export. Completions are matched to people and course versions, and anything that does not match goes to a review list.
Not usually. A GRC platform covers enterprise risk and controls across the business. This software holds the healthcare compliance office's own records, and can send open risks and findings to a GRC platform if you run one.
No software does that by itself. It keeps the records that show what your compliance program does. Compliance depends on the program, the people and the safeguards behind those records.
Yes. Most engagements start with one or two compliance tasks, such as exclusion screening and policy attestations, connected to your HR system, before more tasks are added.