You run a small Medicare-certified home health or hospice agency. Maybe you have five staff total—three or four clinicians in the field, and a small admin team stretched thin. Your staff is skilled, committed, and focused on patient care. But because of your agency’s size, administrative tasks pile up fast.
You’re not ignoring compliance—you’re just out of bandwidth. And that leaves you wondering:
Are we really ready for survey? What are we missing? Who can I ask for help?
That’s exactly why we created our Administrative Compliance Program at The Home Health Consultant. It’s built for agencies like yours—small teams doing big work, who need reliable back-end support to stay compliant year-round.
In this article, we’ll walk you through one of the most important parts of that program:
The Quarterly Call.
We’ll cover:
By the end, you’ll understand exactly what to expect and know why this call is the backbone of ongoing compliance for many of the agencies we serve.
How Our Administrative Compliance Program Helps Home Health & Hospice Agencies Stay Survey-Ready
Our Administrative Compliance Program provides ongoing compliance support tailored to the unique needs of Medicare-certified home health and hospice agencies.
We designed this program to help you:
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Meet regulatory standards
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Improve patient outcomes
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Streamline your administrative operations
It’s built for busy agencies that don’t have the time or in-house expertise to manage every compliance detail, especially with how quickly regulations can change.
As part of the program, we guide you through critical tasks like:
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Quality Assurance and Performance Improvement (QAPI)
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Developing and tracking Performance Improvement Plans (PIPs)
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Incident reporting and investigation
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Emergency preparedness planning
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Governing body meetings and documentation
Think of us as an assistant to your administrator. We handle the ongoing tasks that keep your agency running smoothly and survey-ready.
And we don’t just hand you checklists. We’re here when you need us. As a member of the program, you can reach out with questions anytime. Plus, our quarterly call gives you face-to-face access to our compliance experts. Many of our clients have shared they feel it’s the most valuable part of the program. Now let's dive into what you can expect.
What Is Your Admin Compliance Quarterly Call?
The Admin Compliance Quarterly Call is a structured meeting that brings agency leadership and consultants together to review your agency’s performance, identify key areas for improvement, and strategize for the coming quarter.
The call consists of three main phases:
- Preparation: Before the call, consultants gather incident reports, patient data, and any relevant metrics like fall rates or medication errors, This is done to create a custom performance improvement plan (PIP) for the agency.
- Meeting: During the hour-long call, consultants and agency leaders review recent OBQI data, discuss QAPI initiatives, finalize plans for emergency preparedness, and other program maintenance. The call also serves as a QAPI and governing body meeting if the required representatives attend.
- Follow-Up: After the call, agencies receive detailed reports and resources. These resources are provided to help the agency implement strategies discussed in the meeting.
Quarterly calls are pivotal to the Admin Compliance program. They provide a structured opportunity for agencies to:
- Assess Performance
- Discuss Challenges
- Access Expert Guidance in Real Time
This allows you to focus on daily operations while we manage the administrative heavy-lifting.
Who Should Attend Your Quarterly Call with The Home Health Consultant?
We highly recommend agency owners join the quarterly calls to ensure your agency reaps the program’s full benefit. The key representatives on these calls should be:
- The Administrator: Oversees much of the compliance program and gains insight into regulatory requirements and improvements
- Compliance Representative: Acts as the primary point of contact between your agency and THC, gathering and sharing relevant data.
- The Owner: Offers feedback and makes strategic decisions based on insights provided.
Attendance is vital because it makes sure everyone is aligned on compliance goals and plans are communicated clearly. This reduces the risk of miscommunication. It also ensures all team members are prepared to handle surveys, internal reviews, and patient safety initiatives.
If any of these people do not attend your quarterly call, you risk:
- action items getting lost in translation
- misunderstanding the needs of your agency and staff
- and trouble executing efforts towards improving compliance.
While the quarterly call can seem like a daunting, time-consuming, and maybe even hair-pullingly boring task, we assure you it’s not. We've streamlined the process for quarterly calls, fitting the entire discussion into just one hour.
While our compliance representatives are happy to stay on longer to answer all your questions, calls rarely exceed the one hour mark. This drives home the purpose of our admin compliance program: saving you time, saving you money, and keeping you stress free.
If at least two of these three key representatives (the owner, administrator, and compliance representative) cannot commit to attending the call on a regular basis, this program is likely not a good fit for you.
Why Admin Compliance Program & Quarterly Calls Are Worth Your Time
The Administrative Compliance Program offers more than just help passing surveys. The advantages of subscribing include:
- Consistent Compliance Support: With quarterly check-ins agencies stay up-to-date on regulations, avoid compliance issues, and are better prepared for surveys.
- Customized Data Analysis and Planning: Each quarterly call reviews agency-specific data. This data is then used to create PIPs tailored to the agency’s unique needs. This proactive approach allows agencies to implement changes that directly improve their patients.
- Education and Accountability: The program emphasizes education, making sure agency leaders understand compliance requirements and the importance of regular performance checks. Quarterly calls establish accountability and serve as a check-in. This keeps agencies progressing toward compliance goals.
- Improved Survey Readiness: The program offers hands-on guidance, practical training, and resources. This helps agencies confidently navigate the survey process. It also reduces the likelihood of costly re-surveys or penalties.
What Your Quarterly Call Really Delivers
At its core, the Admin Compliance Quarterly Call is more than a meeting. It’s a dedicated hour to step away from the daily rush and focus on your agency’s long-term success. It’s where you get structured, expert guidance tailored to your agency’s data, challenges, and goals.
By preparing ahead of time, showing up with the right team, and following through on what’s discussed, this one-hour call becomes one of the most impactful things you do each quarter to stay compliant, avoid deficiencies, and build a stronger operation.
We created this program for agencies like yours—lean, busy, and doing your best to juggle patient care and compliance without burning out. The quarterly call is how we help you stay on track, stay informed, and stay survey-ready without the overwhelm.
To make the most of your time, we've created a downloadable checklist to help you prepare for your call with us. Don't worry, it's not a laundry list of to-dos. It's just another resource we offer to help take the stress out of compliance maintenance and make your life easier.
If you’re just learning about our services and think you may be a good fit for our program, take a compliance risk assessment below to see if your agency is meeting the mark or, needs a helping hand.
*This article was written in consultation with Mariam Treystman & Sarah Allen.
*Disclaimer: The content provided in this article is not intended to be, nor should it be construed as, legal, financial, or professional advice. No consultant-client relationship is established by engaging with this content. You should seek the advice of a qualified attorney, financial advisor, or other professional regarding any legal or business matters. The consultant assumes no liability for any actions taken based on the information provided.
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