The Healthcare Compliance Step-By-Step Podcast · EPICompliance

#116 - Live Workflow Demo: EPICompliance Incident Tracking & Whistleblower Reporting

·45 min·2 clips

A fax with patient A’s lab results went to the wrong local business.

1. The Healthcare Compliance Step-By-Step Podcast episode #116 demos EpiCompliance incident tracking and whistleblower reporting inside the EpiCompliance Pro platform. 2. Ray Walters of EpiCompliance hosts with Jose Delgado Jr., a co-host with 20 plus years in healthcare consulting and a current mental telehealth clinic owner. 3. The session asks how the new incident center can document workplace incidents, HIPAA-related events, and whistleblower allegations before January go-live. 4. Ray says the feature sits under Utilities as an Incident Center and a Submit Workplace Incident option, both aimed at admins and compliance officers. 5. The intake workflow asks for the incident date, time, exact location, a short description, supporting documentation, and either anonymous or named submission. 6. Ray’s fictional case starts on January 5 with a fax containing patient A’s lab results and a referral note sent to Coastal Cardiology from an outdated paper directory. 7. The fax confirmation page showed a successful send at 1:30 p.m., but Coastal Cardiology later called to say nothing arrived. 8. Ray realized the fax had gone to a different local business with a similar name, which became the basis for the incident record. 9. The evidence list includes the fax confirmation page, Ray Walters’ statement as front office coordinator, Jose’s call log notes from 1:35 p.m., a verified correct fax number, and a photo screenshot of the old directory page. 10. Ray and Jose identify contributing factors as an outdated paper fax directory, no required verification step for external fax numbers, reliance on manual processes, morning front-desk workload, and a training gap on recipient verification. 11. Jose says the event also shows why documentation matters for inspections, breach reviews, and any whistleblower allegation because those situations start different clocks. 12. Ray marks the root cause as a process control failure because the organization lacked a standardized, enforced step to verify external fax recipients before sending PHI. 13. Jose adds that the same workflow can support HR write-ups for lateness, no-call no-shows, or repeated policy violations. 14. The interview section logs the date, location, interviewer, interviewee, job title, and relationship to the incident before asking what happened in the person’s own words. 15. Ray says the interview form also captures what happened, who was present, what was seen or heard, what actions were taken, whether injuries or damages were observed, and whether the incident had been reported. 16. Jose’s observation notes record calm body language, direct answers, no evasiveness, and a timeline that matches the fax confirmation page and call log. 17. The corrective action plan section supports multiple rows, target dates, comments, responsible personnel, materials, budget, verification, and effectiveness criteria. 18. Ray says completed corrective actions move incidents from open to closed, and overdue target dates move into an overdue column for compliance review. 19. The tone is procedural and screen-share driven, with Ray narrating the demo while Jose validates the compliance use cases and asks edge-case questions. 20. People managing HIPAA incidents, compliance documentation, or HR write-ups would likely value this episode, while listeners wanting a theory-only compliance discussion might skip it.

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