# One view across every client you keep survey-ready

> Keep every client survey-ready from one view, while each client owns its record.

Source: https://incidentkit.ai/solutions/compliance-consultants · Updated Oct 5, 2026

**Who:** 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.

## The problems

- **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.

## Incident types in the pack

- 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

## Regulators and standards

- **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.

## How it works

1. **Give each client its own organization** Each client keeps its own organization, with its own users, facilities, packs and audit trail. You get a consultant view across the clients you serve.
2. **Run the engagement inside the record** Mock-survey findings, QAPI project tasks and corrective actions become actions with an owner, due date and evidence, assigned to client staff. Nothing closes until verified.
3. **See all clients at once** One view shows open and overdue actions, repeat clusters and packet status across clients, so you walk into each visit knowing where to start.
4. **Send packets under your name** QAPI summaries and survey packets build from the client's record. White-label packets carry your branding. The client's administrator reviews and signs.

## Scenario: 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.

- **Monday, 08:30, Cross-client view shows overdue work.** Fall-prevention actions at the nursing home are overdue, and a surgery center project has no result documented.
- **Monday, 10:00, 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.
- **Tuesday, on site, 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.
- **Wednesday, 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.
- **Thursday, 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.
- **Friday, Packets go out under firm branding.** Each of the three administrators reviews, edits and signs, and Lauren's drafts stay marked until approved.
- **Six weeks later, 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.

## What is in the pack

**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

- **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](https://incidentkit.ai/product/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.

## Frequently asked questions

### 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](https://incidentkit.ai/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](https://incidentkit.ai/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](https://incidentkit.ai/about).

## Sources

- [45 CFR 160.103, HIPAA definitions, business associate (eCFR)](https://www.ecfr.gov/current/title-45/part-160/section-160.103)
- [29 CFR 1904.29, Forms and disclosure to an auditor or consultant (eCFR)](https://www.ecfr.gov/current/title-29/part-1904/section-1904.29)
- [42 CFR 488.402, Remedies, plan of correction requirement (eCFR)](https://www.ecfr.gov/current/title-42/part-488/section-488.402)
- [CMS, Nursing home enforcement FAQ (plan of correction timing)](https://www.cms.gov/medicare/provider-enrollment-and-certification/surveycertificationenforcement/downloads/nh-enforcement-faq.pdf)
- [CMS, Form CMS-2567 Statement of Deficiencies and Plan of Correction](https://www.cms.gov/medicare/cms-forms/cms-forms/downloads/cms2567.pdf)
- [42 CFR 483.75, Quality assurance and performance improvement (eCFR)](https://www.ecfr.gov/current/title-42/part-483/section-483.75)
- [42 CFR 416.43, ASC QAPI (eCFR)](https://www.ecfr.gov/current/title-42/part-416/section-416.43)
- [CMS State Operations Manual, Appendix PP (F689)](https://www.cms.gov/medicare/provider-enrollment-and-certification/guidanceforlawsandregulations/downloads/appendix-pp-state-operations-manual.pdf)

## Related

- [IncidentKit partner program](https://incidentkit.ai/partners)
- [Multi-site incident management with roles and SSO](https://incidentkit.ai/product/multi-site-and-roles)
- [QAPI, survey and OSHA compliance packets](https://incidentkit.ai/product/compliance-packets)
- [Always Survey-Ready: Stay Prepared for Unannounced Surveys](https://incidentkit.ai/use-cases/always-survey-ready)
- [QAPI Committee Meetings: Agenda, Data and Minutes](https://incidentkit.ai/use-cases/qapi-committee-meetings)
- [Survey and accreditation readiness: a continuous approach](https://incidentkit.ai/guides/survey-and-accreditation-readiness)
- [Survey readiness self-check for healthcare facilities](https://incidentkit.ai/tools/survey-readiness-check)
- [HIPAA and BAA for incident reporting](https://incidentkit.ai/hipaa)
- [About IncidentKit: built by survey-prep veterans](https://incidentkit.ai/about)
- [Plan of correction (CMS-2567): elements and 10-day deadline](https://incidentkit.ai/compliance/survey-readiness/plan-of-correction)
- [ASC survey readiness: what surveyors ask for and check](https://incidentkit.ai/compliance/survey-readiness/asc-survey-readiness)
- [Nursing home recertification survey: process and prep](https://incidentkit.ai/compliance/survey-readiness/snf-recertification-survey)
- [Nursing home QAPI requirements: 42 CFR 483.75 explained](https://incidentkit.ai/compliance/cms-qapi/skilled-nursing-facilities)
- [Joint Commission accreditation: surveys and sentinel events](https://incidentkit.ai/compliance/accreditation/joint-commission)