Ongoing Monitoring &
HRSA Audit Prep
A steady operating cadence for exception visibility, documented controls, and audit-minded evidence trails — designed for lean teams. Consulting-first and platform-optional. We work alongside your TPA and existing systems.
No PHI required. Practical cadence. Clear artifacts.
Monitoring that reduces surprises
and strengthens readiness
Ongoing Monitoring provides a repeatable rhythm for reviewing exceptions, tracking recurring issues, validating controls, and maintaining audit-ready artifacts. The goal is operational calm: fewer fire drills, clearer ownership, and stronger documentation over time.
Programs that want a consistent cadence
If monitoring is ad hoc and issues resurface without a repeatable loop.
Teams that need better documentation posture
If evidence trails and SOP alignment aren’t consistently maintained.
Organizations preparing for audits or major change
If you want a reliable “binder-ready” operating model, even as workflows evolve.
We complement your team and partners — we don’t replace your TPA.
What we monitor
We focus on operational signals that indicate control drift, recurring exceptions, and documentation gaps.
Exception patterns & repeat issues
Identify what keeps returning and why.
Workflow adherence & handoffs
Confirm steps, ownership, and escalation paths stay consistent.
Documentation & SOP alignment
Keep SOPs current and aligned with real operations.
Evidence trail completeness
Ensure artifacts are stored consistently and can be retrieved quickly.
Change log & control drift
Track what changed, who approved, and what needs revalidation.
Audit-minded readiness posture (operational)
Maintain a defensible structure for monitoring outputs and supporting documentation.
We review processes, controls, and operational artifacts. We do not require PHI.
A cadence your team can actually sustain
Monitoring works when it’s repeatable. This model creates a practical loop: review → resolve → prevent recurrence → document.
Cadence model (simple and scannable)
Monthly (core loop)
- Exception review + top repeat issues
- Actions agreed + owners assigned
- Updates to risk log and evidence folder
Quarterly (deepening loop)
- Control checks and SOP alignment review
- Trend review (what’s improving / stuck)
- Readiness refresh (what to tighten next quarter)
Risk Log (what it includes)
- Issue summary + category
- Impact level (operational)
- Owner + due date
- Status + notes
- Evidence link (where artifacts are stored)
“Audit Binder” structure (artifact list)
- Monitoring reports (monthly/quarterly)
- Risk log history + closures
- SOP/control updates (versioned)
- Escalation and resolution notes (as applicable)
- Change log (what changed, when, why)
We keep artifacts organized and retrievable — so “audit prep” becomes a habit, not a scramble.
What you receive
A repeatable monitoring package that strengthens readiness and reduces operational noise.
Deliverables
Recurring monitoring report (monthly/quarterly)
Exception patterns, priority issues, and status of remediation actions.
Risk log (maintained)
A simple record of issues, owners, timelines, and closures.
Evidence trail structure (“audit binder”)
A consistent folder/artifact model for retrievable documentation.
SOP/control alignment notes (as applicable)
Targeted updates to keep documentation aligned with operations.
Ongoing recommendations
What to tighten next based on trends and recurring issues.
Deliverables scale to your program size and data availability.
How it works
Kickoff (scope + cadence + owners)
Intake (workflow context + existing artifacts; no PHI)
Ongoing refinement (what improves, what needs escalation)
Recurring review + recommendations
Inputs we need
- Partner/tool landscape and owners
- Existing SOPs/policies (if available)
- Existing exception reports/logs (high-level; no PHI)
- Current documentation storage pattern (if any)
- Known repeat issues and pain points
Engagement models
We keep engagements practical: clarify the operating model, document what matters, and deliver an action plan your team can execute.
Monthly monitoring (typical)
Regular monthly reviews, issue tracking, and proactive updates to keep systems stable and optimized.
Quarterly monitoring (lighter touch)
Periodic health checks and high-level reviews focused on stability with minimal ongoing involvement.