Every document, shown before you sign
Every document a Health engagement produces, shown as a specimen with its real structure and no client data.
- Documents
- Ten, each drawn as a specimen
- Yours to keep
- Each one, when its step ends
- CBAHI file
- Indexed to the manual you are surveyed to
- Revenue cycle
- A report and an open-claims list, monthly
- Records
- Kept by your staff, checked as they build
Every Health engagement ends in documents you keep. For CBAHI, a non-clinical gap report, a clinical referral list, plans, a mock survey report and an evidence index. For device companies, a requirement map, a quality system and a traceability register. For revenue cycle, a monthly report and an open-claims list.
A deliverable list proves very little
A proposal that promises CBAHI documentation can mean a binder of templates with your logo on the cover. A surveyor does not read templates.
They ask for the record. The fire alarm test from March, the drill on the night shift, the acknowledgement from the nurse who joined in June. So the structure of every document comes first, drawn below with its real columns and no client data. If one would not be useful to you, say so before the work starts and it changes.
Records are the one part your staff write, as they do the work. They need months of history, because a surveyor looks for compliance sustained over time rather than a folder assembled the week before. We design the forms so an entry takes seconds, and we check the entries as they build.
One document on the list is less common. The clinical referral list holds what we notice on the clinical side during the work, addressed to the leader who owns it. It keeps those observations in clinical hands and keeps the gap report about the evidence we build with you.
Ten documents, and where each comes from
The table follows the drawing: the CBAHI file first, then training, devices and revenue cycle.
| Document | What it contains | From |
|---|---|---|
| Non-clinical gap report | Each measurable element in scope, its status, the evidence seen and an owner | CBAHI readiness |
| Clinical referral list | Clinical observations from the walk, each addressed to the leader who owns it | CBAHI readiness |
| Mock survey report | Findings in three parts: requirement, evidence seen, gap | Mock survey |
| Monthly FM record pack | Planned work done and missed, and test records, indexed to your standards | Facility management |
| Evidence index | Each standard, the document and record that prove it, and where they are kept | CBAHI readiness |
| Training register | Each person, course, date, result, certificate number and expiry, by department and shift | Staff training |
| Requirement map | What SFDA expects of your establishment type, on one page | ISO 13485 |
| Traceability register | Each lot from goods-in to the customer who received it | ISO 13485 |
| Monthly revenue cycle report | Payments by payer, receivables by age, denials by reason and days in receivables, each with its definition | Revenue cycle |
| Open-claims list | Every unpaid claim, its status, its next action and the date of that action | Revenue cycle |
What each document is for
Plan the months to the survey
The gap report marks every element met, partial, not met or not applicable. The owners and the size of the work follow from it, and it is useful to anyone, including another supplier.
Answer a surveyor in minutes
The evidence index maps each standard to the document and record that prove it and says where they are kept. The question is answered by opening a file, not by a search through four offices.
Rehearse before it counts
The mock survey report is written the way a surveyor writes: the requirement, what was seen, and the gap. Each finding can be closed without a meeting to explain it.
Trace a lot when an inspector asks
Pick a lot delivered last year and follow it to every customer that received it. That is the question an SFDA inspector asks, and the question a recall asks too.
Judge the revenue cycle on paper
Every figure in the monthly report carries its definition, so you can check it against your own bank statements rather than take our word for it.
One polyclinic group, three branches
A polyclinic group in Khobar runs three branches from leased buildings and has a CBAHI survey coming under the ambulatory programme. The quality team is two people.
The non-clinical gap assessment finds five problems. Fire extinguisher inspections are done by the landlord's contractor and the tags are current, but the clinic holds no record of them. Emergency lighting has never been tested with the mains off. Cleaning in the minor procedure rooms follows a schedule that does not match the infection control lead's written protocol. The fire training register lists day staff only. Each branch keeps its own copy of the policy manual, and the three have drifted apart.
The quality team keeps the gap report and works it with us. ITF FM takes over fire alarm maintenance at the branch where the lease allows it; at the other two, the landlord contractor's reports are pulled into the clinic's own file every month. Cleaning schedules are rewritten per room against the protocol. ITF Training runs fire safety per shift at each branch. ITF Digital builds one policy register, with branch variations recorded as variations. Clinical observations from the walk go into a separate referral list for the medical director.
The group ends up holding a non-clinical gap report, a clinical referral list, one policy register with acknowledgement records, a training register split by branch and shift, the fire and lighting test records in its own file, and an evidence index mapping each standard to the document that proves it.
By the kind of organisation you are
For a CBAHI survey
The documents build towards one file a surveyor can walk: the gap report at the start, the evidence index at the end, and the records your staff keep in between.
- Non-clinical gap report
- Clinical referral list
- Mock survey report
- Monthly FM record pack
- Training register by department and shift
- Evidence index
For ISO 13485
The system is sized to what your company does. A distributor's documents centre on the handovers: goods in, storage, delivery, complaints and reporting to SFDA.
- Requirement map
- Gap report, with exclusions justified
- Traceability register and the mock recall record that tests it
- Complaint and vigilance procedure, ending at a reporting decision
- Internal audit report and management review minutes
For the revenue cycle
The first document is a snapshot of receivables by age and insurer on day one. Every monthly report after it is compared against that baseline.
- Day-one baseline
- Monthly revenue cycle report
- Open-claims list
- Rejection and denial log, by reason
- Front desk checklist built from your own rejections
Questions about the documents
Do we keep the documents if we stop partway?
Yes. Each document is complete at the end of its step and it is yours. A gap report is useful to anyone, including another supplier.
Who keeps the records a surveyor samples?
Your staff, as they do the work. Records need months of history, and a surveyor looks for compliance sustained over time. We design the forms and check the entries as they build.
Can the evidence index follow our CBAHI manual?
Yes. We map against the manual and edition your facility is surveyed to, using its own numbering, because chapter names differ between programmes and editions.
What goes on the clinical referral list?
Clinical observations from the walk, such as look-alike medications stored side by side on a ward. Each item is addressed to the leader who owns it, such as the pharmacy director, and it stays with them.
Does the revenue cycle report compare us with other clients?
No. It reports your own figures, each with its definition, so every number can be checked against your bank statements.
The pages behind them
CBAHI readiness
Where the gap report, the referral list and the evidence index are produced.
Read moreAccreditationMock survey
The survey rehearsed, and the report written the way a surveyor writes it.
Read moreDevicesISO 13485
The requirement map and the traceability register, inside a device quality system.
Read moreRevenue cycleRevenue cycle management
The monthly report, the open-claims list and the work behind every line of them.
Read morePart of one system
Every division keeps records to the same standard, so the second one you need works the way the first one did.
The first document is the gap report
Tell us your survey date. The gap report comes first, and it is yours whether or not you continue.