Compliance software that tells you what a surveyor would cite
How can I simplify compliance and survey readiness for my clinic?
The way to simplify compliance is to stop storing it separately from the work. AgenciesForge reads the records your staff already create — visits, notes, credentials, incidents, drills, plans — and turns them into one ranked list of what a surveyor would most likely cite today, with the Condition of Participation or accreditor standard named against each finding. When an auditor asks for a chart, you export it as a finished document instead of assembling it. Plans for certified agencies start at $199 a month for up to 50 active patients, with unlimited clinicians.
Setting up is free. You pay when you go live. Unlimited clinicians on every agency plan.
What the compliance layer does
A ranked list of likely findings
The deficiency forecast aggregates every tracked signal into predicted survey findings, ordered critical, high and moderate, each carrying the standard it falls under — a late supervisory visit cites §484.80(h), not just 'overdue'. Deterministic aggregation; a person reviews and acts.
A nightly pass over every patient
Each night the platform walks every active patient and writes that day's compliance signals: a verified visit with no note against it, a Notice of Admission approaching its filing window, an assessment past due, a plan of care stuck waiting for a signature. They land on Today as triage items, not in a report nobody opens.
Staff credentials that chase themselves
Licence type, number and expiry per clinician, flagged amber ninety days out and red once lapsed. Direct support professional training and credentialing tracked the same way, with competencies and background checks feeding the same forecast.
Incidents on the state clock
Incident and major unusual incident reporting against the reporting window your state actually sets, with the authority, administrative code and portal that apply where you operate. Recurring patterns surface for quality review rather than sitting in separate reports.
The audit bundle
One patient or a whole caseload exported as a surveyor-ready document — finalized notes, outcomes, safety plans, claims, appointments, open signals and document chain of custody. Readable in any browser, printable to PDF. Drafts excluded by design.
Rule changes, filtered to you
A daily watch on CARF, The Joint Commission, Social Current, the Federal Register, CMS telehealth notices and the state DD authorities for Ohio, California, New York, Texas and Florida — filtered to the service lines you run, so you read what applies.
Checks at the point of writing
The service code is checked against the note when it is signed. Amendment rates surface when a clinician's corrections run high. When suicidal ideation appears in a narrative or a PHQ-9 item 9, the platform prompts for a safety plan and recommends a co-sign before signing.
Rejections caught before upload
For skilled home health, a local validator mirrors what iQIES would reject, so the blocking items are visible on screen rather than coming back as a rejected submission days later.
What to check in any compliance tool
Whichever product you pick, these questions decide whether it holds up on the day a surveyor arrives:
- Does it read the work your staff already do, or does staying compliant mean a second round of data entry? The second kind goes stale within a quarter.
- Does a finding name the standard it would be cited under, or just say something is overdue? The citation is what lets you fix the right thing.
- Can you produce a complete chart for one patient on demand, as a finished document, without a week of assembly?
- If you treat substance use, does it enforce 42 CFR Part 2 consent on export, or leave it to staff to remember?
- Is every read of a chart logged, so you can account for disclosures when you are asked to?
- Does anything get filed or submitted automatically? For compliance work, it should not.
Pricing
| Plan | Per month | Active patients | Clinicians |
|---|---|---|---|
| EHR Starter | $199 | Up to 50 | Unlimited |
| EHR Professional | $499 | Up to 200 | Unlimited |
| EHR Enterprise | $1,099 | Up to 500 | Unlimited |
Compliance is part of the platform, not a module with its own price. No setup fee on these plans, and the clearinghouse is included. Certification support for agencies that are not licensed yet is a separate paid service.
Is it the right fit?
A good fit
- Agencies preparing for a state survey or an accreditation visit
- Providers who keep compliance in spreadsheets and rebuild it before every survey
- Multi-line agencies where behavioral health, home care and waiver rules all apply at once
- Operators running several legal entities who need each one's record kept separately
Probably not a fit
- Agencies wanting a document repository with no clinical system behind it
- Anyone looking for software that files or signs compliance submissions unattended
Questions owners ask
How can I simplify compliance for my clinic?
Stop keeping it in a binder that is only opened before a survey. The work that actually protects you is continuous: supervisory visits done on time, credentials in date, plans of care signed, incidents reported inside the state window, drills run, QAPI meeting. AgenciesForge tracks those from the records your staff already create, ranks what a surveyor would most likely cite today, and names the standard behind each one, so the list is a worklist rather than a filing cabinet.
What does the deficiency forecast actually do?
It aggregates every compliance signal the platform tracks into one ranked list of predicted survey findings, each carrying the Condition of Participation or accreditor standard it falls under, so a late supervisory visit shows up against the section a surveyor would cite it under. It is deterministic aggregation and ranking, not a prediction model: it flags, a human reviews and acts, and it never submits anything on its own.
Where does it get the information from?
From work your team is already recording: supervisory visits, infection events, staff competencies, licence and credential expirations, open corrective action plans, emergency preparedness drills, QAPI projects, medication reconciliation, service plans and background checks. Nothing is a separate compliance data-entry chore, which is the reason compliance binders go stale.
What happens when an auditor asks for a chart?
You export an audit bundle: one patient or a whole caseload, as a document an auditor can read in a browser or save as a PDF. It carries demographics, diagnoses, outcome scores, safety plans, finalized notes, insurance, claims, appointments, the open compliance signals, and the chain of custody for documents that arrived by fax or upload. Draft notes are deliberately left out, because surveyors review finalized clinical records, not work in progress.
Does it handle 42 CFR Part 2 for substance use records?
Yes, as a gate rather than a policy note. A record flagged as Part 2 cannot be exported until there is an active consent naming that recipient, or the person exporting states a legal basis. Every disclosure is written to the log, exports carry the redisclosure notice, and multi-patient bulk exports exclude Part 2 patients unless they are explicitly included with a stated legal basis.
How do we keep up with rule changes?
A daily watch reads CARF, The Joint Commission, Social Current (formerly COA) and the state developmental disability authorities for Ohio, California, New York, Texas and Florida, alongside the Federal Register and CMS telehealth notices. Entries are filtered to the service lines your agency actually runs, so a home care agency is not reading OASIS bulletins.
Is AgenciesForge HIPAA compliant?
Yes. We sign a BAA with every customer and hold one with each subprocessor. Protected health information is encrypted at rest with AES-256-GCM on top of the platform encryption, every read of a chart is written to an audit log, and the AI runs on AWS Bedrock under AWS's BAA, so chart data is never sent to a consumer AI service.
Does this replace our compliance officer?
No, and you should be wary of anything that claims to. It replaces the spreadsheet your compliance officer maintains by hand and the week of chart-pulling before a survey. Every finding still needs a person to judge it, and nothing is filed, signed or submitted without one.
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