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Getting the Most Out of Compliance Management Software

Mid-sized to large companies recognize that the best practice with respect to getting into – and remaining in – compliance with state and federal laws is the use of industry-specific compliance management software. It pinpoints the data the business must have on hand for the sake of an external audit and it quickly identifies potential flags that alert auditors to problems. This provides sufficient time and warning for a revision of business processes and may very well protect company accreditations and certifications from being suspended or lost.

Of course, even the best practices and intentions can still lead to a company not actually meeting all the conditions of compliance. Management software is only as useful as the personnel who is trained to use it on a daily basis. This brings up a common shortfall that is especially prevalent in mid-sized companies: in-house training and continuing education of employees entrusted with sensitive data is virtually non-existent. Even if initial training sessions prepare the workers for a great start and help with the setup of the software program, the lack of follow-through soon hinders the software from functioning at its highest capacity.

Fortunately this is easy to counteract; bringing in a consultant or professional training service is the best practice possible. In some cases, compliance management software developers offer this option for a low monthly service charge. This ensures that all workers are kept up to date not only on getting the most out of the software package, but also how to adapt to crucial changes in the ever-changing field of compliance.

As a result, these best training practices prevent high-risk business processes from opening the door to compliance failures. A good example is the HIPAA stipulation on keeping safe patient records via organizational means. In the past, this may have meant little more than having a section in a training manual dedicated to patient confidentiality. Now that patient records are moving from paper to electronic data, this is no longer the best practice in the industry.

The proper use of compliance management software not only reminds personnel of the best practices against the backdrop of HIPAA legislation, but it is also assists in the development of organizational behavior charts. They outline protocols for handling the data, determine who is authorized to access them, and also define the exact procedure for accessing, distributing and finally contributing to the data.

Further reading: Corporate Governance | Audit | Performance Improvement