Compliance That's Operational,
Not Just Paperwork.
Risk analyses, BAAs, workforce training, and audit-ready documentation aligned with HIPAA, IRS Publication 4557, FTC Safeguards Rule, and FL Bar Rule 4-1.6(e). The compliance work that actually holds up when an auditor shows up.
The Gap Between Documentation and Reality
Most regulated practices we onboard have a binder somewhere with the word 'compliance' on it. Inside is a generic policy template that was filled in once, three years ago, by a previous IT vendor or a consultant who left. The policies say MFA is required. MFA isn't enabled. The policies reference a Business Associate Agreement register. The register doesn't exist.
When OCR or the IRS or the Florida Bar comes calling, that gap between documentation and reality is what creates the problem. The fine isn't usually for the underlying lapse — it's for the failure to have a working compliance program. Operational compliance is what we deliver.
Every framework we support — HIPAA, IRS WISP, FTC Safeguards, FL Bar 4-1.6(e), Florida Information Protection Act — is treated the same way: documented, deployed, and tested. The binder matches reality, and reality matches the binder.
Where Most Practices Are Exposed
These are the deficiencies we find in 80%+ of pre-engagement compliance audits.
Outdated Risk Analysis
HIPAA's #1 cited deficiency by OCR. Most practices have a 'risk analysis' that's a checklist filled out years ago. OCR expects an analysis that reflects the current threat environment, current systems, and current workforce.
Missing or Stale BAAs
Every vendor that touches PHI needs a current Business Associate Agreement. Most practices can't produce a complete BAA register in under 4 hours — much less in the 30-day window OCR provides.
MFA Not Enforced
Multi-factor authentication is now baseline for HIPAA, IRS WISP, FTC Safeguards, and effectively required by cyber insurance. We routinely find practices where MFA is policy but not actually enforced on email or critical systems.
Untracked Workforce Training
HIPAA requires documented workforce training. The IRS WISP requires the same. Most practices have no training records — staff might have watched a video years ago, but completion isn't tracked, signed, or current.
Three Principles That Make Compliance Stick
Compliance fails because it's treated as paperwork. We treat it as an operating discipline.
Documentation Matches Reality
Every control in your policy binder is verified in production. If MFA is required, MFA is enforced. If encryption is mandated, encryption is verified. The binder is a description of what we actually do, not a wish list.
Living, Not Static
Risk analyses are updated when systems change. BAA registers are reviewed quarterly. Training is delivered annually with completion tracked. A compliance program that hasn't moved in two years is one that's already out of date.
Audit-Ready, Always
If an OCR letter, IRS notice, or Bar inquiry shows up tomorrow, you produce the binder. We don't scramble — we hand over what's already there. Most clients tell us the audit-readiness is the part they value most.
Your Complete Compliance Program
We support whichever frameworks apply to your practice. Most clients need at least two — for example, a clinic needs HIPAA and FIPA; a CPA firm needs IRS WISP and FTC Safeguards.
HIPAA Security Rule Risk Analysis
Mapped to NIST SP 800-30, the methodology OCR explicitly references. Updated annually and after material changes.
IRS Publication 4557 / WISP
Written Information Security Plan covering all 9 required elements for paid tax preparers. Updated annually before tax season.
FTC Safeguards Rule Compliance
Required for accountants, financial advisors, and any practice handling consumer financial data. Includes designated security coordinator, written program, and ongoing monitoring.
Florida Information Protection Act (FIPA)
State-level data protection requirements that apply to any Florida business holding personal information of FL residents. Often overlooked by federal-framework-focused IT vendors.
FL Bar Rule 4-1.6(e)
For law firms — the cybersecurity duty embedded in the duty of confidentiality. We document 'reasonable efforts' to protect privileged communications.
Business Associate Agreement Management
Complete BAA register for every vendor touching PHI. Annual review of new vendors. Templates for negotiation when vendors don't have their own.
Workforce Training & Tracking
Annual HIPAA / IRS / cybersecurity training delivered, attended, signed, tracked. Records retained for the regulatory minimum (3-6 years depending on framework).
Policy & Procedure Library
Written policies for every required area — access control, incident response, breach notification, sanctions, retention. Tailored to your practice, not a generic template.
Annual Compliance Review
Once a year, formal review of every policy, every control, every BAA, and every risk. Output: a fresh binder dated this year, defensible against any audit.
Your Path to Defensible Compliance
Most practices reach 'audit-ready' status within 90 days of engagement. Here's the cadence.
Inventory & Risk Analysis
Asset inventory, data flow mapping, threat modeling, gap analysis against your applicable frameworks. The diagnostic phase. We document what is, not what should be.
Remediation
Close the gaps the risk analysis surfaced. MFA enforced, encryption verified, backups tested, BAAs collected, vendor list cleaned up. The unglamorous but essential work.
Documentation & Training
Policies finalized. Workforce training delivered with completion records. Incident response plan rehearsed via tabletop. Final compliance binder assembled. Ready for any audit.
Common Questions About HIPAA & Compliance Services
Your Compliance Stack Depends on Your Industry
Healthcare faces HIPAA + FIPA. CPA firms face IRS WISP + FTC + FIPA. Law firms face FL Bar 4-1.6(e) + FIPA. Non-profits inherit donor data obligations. Each industry stacks differently.
We had been told we were HIPAA compliant for years by our previous IT vendor. ITva did a real risk analysis in their first 30 days and found we had no current BAA with our EHR provider, MFA was off on three admin accounts, and our 'workforce training' was a one-time email. They fixed all of it. Six months later, we got an OCR audit letter — we passed without a finding. That's the difference between paperwork and operational compliance.
Ready for Compliance That Actually Holds Up?
Book a free compliance assessment. We'll identify your applicable frameworks, run a gap analysis, and give you a prioritized roadmap — at no obligation.