Hospices, home health agencies, healthcare staffing agencies, clinics and assisted living communities all answer to someone: a state surveyor, CMS, an accrediting body, a payer, or a client who wants proof. The evidence usually lives in too many places, such as a QAPI binder, an incident spreadsheet, a credential tracker, a board-minutes folder and an emergency plan nobody has opened since the last drill. DigiDoc puts that work in one secure workspace, so the records you need for a survey are already there when someone asks.
Compliance problems rarely start as compliance problems. They start as operations problems: a nurse's license lapses while she is still on the schedule, a caseload drifts over capacity, a fall gets written on paper and never makes it into the quality data, or a board approves a plan that no one records. When daily operations and compliance records live in separate systems, someone has to reconcile them by hand, usually the week before a survey.
DigiDoc keeps the operational record and the compliance record together. The census, staffing assignments, credentials, incidents, quality projects, meeting minutes and emergency events all sit in the same workspace and roll into exports a surveyor can read.
Requirements differ by setting and by state, and DigiDoc doesn't replace your policies, your compliance officer or your accreditor's standards. But a few expectations show up again and again across regulated care.
Medicare-certified hospices must "develop, implement, and maintain an effective, ongoing, hospice-wide data-driven quality assessment and performance improvement program" under 42 CFR 418.58. Home health agencies have a parallel requirement in 42 CFR 484.65, and in both cases the governing body is responsible for making sure the program works. CMS describes QAPI as two parts working together, quality assurance and performance improvement. Many teams run their improvement projects with Plan-Do-Study-Act cycles, a method AHRQ explains with a worksheet and worked examples.
CMS requires emergency preparedness programs across many provider types, including hospices (42 CFR 418.113), home health agencies (42 CFR 484.102), and rural health clinics and FQHCs (42 CFR 491.12). The CMS emergency preparedness resources take an "all hazards" approach that covers events like fires, hurricanes and power outages. Surveyors want to see the plan, and also how you communicated with patients and staff when something happened.
Hospice and home health rules set personnel qualification requirements (42 CFR 418.114 and 42 CFR 484.115). Any organization that bills federal health care programs also has to watch for excluded individuals. The HHS Office of Inspector General says that anyone who hires someone on its List of Excluded Individuals/Entities (LEIE) may face civil monetary penalties, and that health care entities should routinely check the list for new hires and current employees. OIG's General Compliance Program Guidance is a good starting point for the rest of a compliance program. Staffing firms that pursue Joint Commission Health Care Staffing Services certification face their own standards and performance measures.
The HIPAA Security Rule expects covered entities and business associates to perform an accurate and thorough risk analysis and to put appropriate safeguards in place. HHS explains this in its guidance on risk analysis, and ONC and OCR offer a free Security Risk Assessment Tool for small and mid-sized organizations. The software you use for this work should meet the same bar.
Every plan includes the full platform and all modules.
Log incidents and track them against thresholds, scored as events per 1,000 patient-days. Run custom improvement projects through Plan, Do, Study and Act, and export annual and quarterly QAPI matrices as PDFs for your survey binder.
Record quality incidents in QAPI, and run emergency events with an incident action plan and occurrence form alongside your operations plan. During an open event, a triage roster tracks who has been contacted, who hasn't, and who couldn't be reached. Oxygen supply estimates update from flow rate and tanks on hand. DigiDoc also checks public recall and outbreak notices, and an open recall can become a QAPI incident.
Track licenses, CPR, orientation and competencies in one expiration view, with warnings before credentials lapse. Upload a credential document and DigiDoc reads key fields such as license number and expiration date for you to review, with manual entry as a fallback. Once a month, DigiDoc screens your roster's names against the OIG LEIE and marks each person as not screened, cleared or a possible match, so your team knows exactly who to verify.
See who is on census, who is unassigned, and which caseloads are over capacity. Each record carries a high, moderate or low acuity rating with a reason, and DigiDoc archives a daily staffing snapshot.
Show that your service area fits your response window using Google Maps drive times with live traffic, measured against the maximum minutes your organization sets. A compliance PDF is ready when a surveyor asks.
Walk a standing agenda, record each approval or deferral, and keep dated threshold history with the meeting packet. Schedule staff, interdisciplinary team and in-service meetings, record attendance, and build multiple-choice or true/false quizzes. A passing score records in-service hours and a one-year competency on the employee's HR record.
Send operational messages inside the workspace, with threads that can attach to a patient, client or member. Automations warn you about acuity changes, expiring credentials and drive-time exceptions, and weekly or monthly digests summarize what needs attention. Digests can also go out by email to people who opt in. Text messages go only to people who opt in on their own profile, and are limited to emergency check-ins during an open event and optional notices that contain no message content.
Staffing, drive-time, safety, quality, governing body and HR compliance reports download as letter-size PDFs stamped in your organization's local time. Every export is written to the audit log.
Each organization gets its own isolated database. Data is encrypted in transit with TLS and at rest with AES-256. DigiDoc includes multi-factor authentication, idle session timeouts, enterprise single sign-on, and module-level roles from no access through admin, including a surveyor view. Audit logs record who changed which fields and when. Every healthcare trial starts with a pre-signed HIPAA Business Associate Agreement.
DigiDoc started inside a hospice, and its founder, Cary Stewart, MD, PhD, is a hospice medical director. The same building blocks work for other regulated teams.
QAPI under 418.58, governing body oversight, emergency preparedness, interdisciplinary team meetings, acuity-based caseloads, and service-area drive time all have a home.
Track a data-driven QAPI program, field staff credentials and service-area drive times, and use the emergency triage roster to check on patients during an event.
Keep every clinician's license, CPR and competencies current, screen the roster against the OIG LEIE every month, and produce an HR compliance matrix when a client facility asks for proof.
Run incident tracking and improvement projects, keep staff credentials current, and keep your emergency plan and its after-action records together.
Assisted living is licensed by states, so requirements vary. Credential tracking, incident and emergency records, staff in-service training and audit-ready exports carry over to most state survey processes.
Start with a 30-day free trial. You get your own database with demonstration data and a pre-signed HIPAA BAA, and you don't need a credit card. After the trial, plans run from $49 to $999 per month: Starter ($49) covers up to 10, Growth ($199) up to 20, Pro ($499) up to 40, and Scale ($999) up to 80 active patients or active staff, whichever is higher. Organizations above 80 can contact us for Enterprise pricing. See the full details on the pricing page, or go back to the DigiDoc home page.
30 days of full platform access, your own database and a pre-signed HIPAA BAA. No credit card required.
Regulatory references are provided for general information and link to the official sources. DigiDoc supports your compliance program but is not legal advice and does not guarantee a survey or accreditation outcome.