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HIPAA Compliance Manager
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HIPAA Compliance Manager · Available now

Keep assessment work and decisions together.

A care organization can keep an assessment period, its test results, risks, incident records, and review decision together. A Clinical Coordinator assigns an owner and moves the assessment through its operational states.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewAssessment schedule
HIPAA Compliance Manager · Assessments

Assessment schedule

Assessments in one list

New assessment
Assessments in view
6
Scheduled
2
Arrived
2
In progress
2
IdSubjectPeriod startPeriod endStatusOwner
ASM-2026-041Annual access control assessment30 Oct03 NovScheduledJonah Mercer
CTL-2026-118Quarterly privacy incident review01 Nov04 NovArrivedPriya Shah
REV-2026-063Business associate risk assessment23 Oct30 OctIn progressIfeoma Nwosu
INC-2026-027Patient data retention review29 Oct07 NovScheduledElias Haddad
ACT-2026-009Workstation security assessment11 Oct18 OctArrivedDaniel Brooks
6 of 6 records
ASM-2026-041Assessments · ASS-26974
Scheduled
SubjectAnnual access control assessment
Period start30 Oct
Period end03 Nov
OwnerJonah Mercer
Sign decisionASS-26974 · ASM-2026-041

Admin records the signed decision after Clinical Reviewer examines the evidence.

Waiting for Clinical Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
15
Saved views
12
Roles with set permissions
5
Reports and dashboards
8
Features

Work from the case

Every feature works on the same records. Pick one to see the screen your team works in.

Assessments

Begin with an organization, a subject, an owner and a period.

  • Set the period
  • Attach results
  • Move the assessment
  • Assessments
  • Assessment tests
Explore assessments
OverviewAssessments awaiting review
HIPAA Compliance Manager · Assessments

Assessments awaiting review

Approval conditions

New
IdSubjectStarted atStatusOrganizationOwner
ASM-2026-041Annual access control assessment01 NovAwaiting reviewMeadowridge Senior ServicesPriya Shah
CTL-2026-118Quarterly privacy incident review23 OctAwaiting reviewNorthhaven Care InstituteMaya Chen
REV-2026-063Business associate risk assessment20 OctAwaiting reviewWillowbrook Family HealthHana Kim
INC-2026-027Patient data retention review24 OctAwaiting reviewRiverside Wellness CenterDaniel Brooks
ACT-2026-009Workstation security assessment31 OctAwaiting reviewWillowbrook Family HealthIfeoma Nwosu
6 of 6 records
ASM-2026-041Assessments · ASS-77639
Awaiting review
SubjectAnnual access control assessment
Started at01 Nov
OrganizationMeadowridge Senior Services
OwnerPriya Shah
Example screen with sample data
Process

Follow the assessment

Assessment to reviewed decision ships ready to use. One step needs a named approval before the work moves on: Sign decision (Clinical Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Schedule assessment

    Set the organization, period and owner.

    ASM-2026-041ASS-26974 · Clinical Coordinator
    Schedule assessmentBy Clinical Coordinator

  2. Work assessment

    Follow the operational state as work begins.

    ASM-2026-041ASS-26974
    Work assessment

  3. Record test results

    Keep measured results with the assessment.

    ASM-2026-041ASS-26974 · Licensed Clinician
    Record test resultsBy Licensed Clinician

  4. Prepare review

    Bring the case and evidence to the reviewer.

    ASM-2026-041ASS-26974 · Clinical Coordinator
    Prepare reviewBy Clinical Coordinator

  5. Sign decision

    Record the reviewer, reason and signed decision.

    ASM-2026-041ASS-26974 · Clinical Reviewer
    Sign decisionBy Clinical Reviewer
    ApprovalAdmin records the signed decision after Clinical Reviewer examines the evidence.

  6. Complete follow-up

    Close actions and the assessed period after review.

    ASM-2026-041ASS-26974 · Clinical Coordinator
    Complete follow-upBy Clinical Coordinator

Start with Assessment to decision

Inside a record

Plan source handoffs

Open any assessment to see its assessment tests, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Subject, Period start, Period end and Owner.

  2. 2
    Assessment tests

    Each line is linked to this assessment.

  3. 3
    Who works on it

    Clinical Reviewer, Licensed Clinician and Clinical Coordinator, each with their own permissions.

  4. 4
    Process stages

    Schedule assessment and Record test results, with the role that acts.

  5. 5
    Approvals

    Sign decision, with who decides.

Assessment scheduleASM-2026-041
HIPAA Compliance Manager · Assessments

ASM-2026-041

Annual access control assessment · Scheduled

Log activity
1
Record details
SubjectAnnual access control assessment
Period start30 Oct
Period end03 Nov
OwnerJonah Mercer
2
Assessment tests

ASM-2026-041

IdParentMetric
ASM-2026-041Annual access control assessmentInactive accounts open
CTL-2026-118Quarterly privacy incident reviewAudit reviews completed
REV-2026-063Business associate risk assessmentStaff training completion
Assessment tests
6
Total value
2,620
3

Who works on it

  • Clinical ReviewerView assessment tests, Assessments, Controls, corrective…
  • Licensed ClinicianManage assessment tests, corrective actions, privacy incidents…
  • Clinical CoordinatorManage Assessments, corrective actions, Organizations, record…
4

Process stages

  • Schedule assessmentClinical Coordinator
  • Record test resultsLicensed Clinician
5

Approvals

  • Sign decisionClinical Reviewer
    Approved
Example screen with sample data
Approvals

Keep decisions attributable

OverviewApprovals
HIPAA Compliance Manager · Overview

Approvals

Signed in as Clinical Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • CNT-49167ASM-2026-041
    Shared account found on intake workstationRequested by Jonah Mercer
    Document2dActions
  • CNT-19770CTL-2026-118
    Audit log review missed two weekly cyclesRequested by Luis Ortega
    Prescribe2dActions
  • CNT-39225REV-2026-063
    Vendor agreement lacks breach notice termRequested by Jonah Mercer
    Review2dActions
  • CNT-46483INC-2026-027
    Inactive staff retained portal accessRequested by Priya Shah
    Study investigator5dActions

Who approves what

DecisionApprover
Sign decisionRecord the reviewer, reason and signed decision.Clinical Reviewer
1 approval rule · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens HIPAA Compliance Manager to the work that is theirs. Pick a role to see what it starts with.

Clinical Reviewer

Reviews evidence and authorizes eligible domain outcomes. Read only across all care-domain tables.

This is the first screen this role sees.

OverviewAssessment schedule

Assessment schedule

Assessments · Clinical Reviewer

IdSubjectPeriod startPeriod endStatusOwner
ASM-2026-041Annual access control assessment30 Oct03 NovScheduledJonah Mercer
CTL-2026-118Quarterly privacy incident review01 Nov04 NovArrivedPriya Shah
REV-2026-063Business associate risk assessment23 Oct30 OctIn progressIfeoma Nwosu
INC-2026-027Patient data retention review29 Oct07 NovScheduledElias Haddad
ACT-2026-009Workstation security assessment11 Oct18 OctArrivedDaniel Brooks
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

Read the recorded state

Read assessment state, evidence and follow-up from the recorded work.

Overview
HIPAA Compliance Manager · Overview

HIPAA Compliance Manager dashboard

This quarter

Controls in view
6
Document
2
Prescribe
2
Review
1

Assessments by status

How far records got this quarter

StageReachedStep
Scheduled36
Arrived719%
In progress343%
Awaiting review133%

Number of assessments by status

Sample counts per stage

100
-50Scheduled
-60Arrived
-20In progress
0Awaiting review
10Completed
Example screen with sample data
  1. 01Assessment state by owner

    Group assessments by owner and status to see work awaiting review.

  2. 02Test results by metric

    Compare dated values and units for each recorded metric.

  3. 03Control verification window

    Show control status alongside effective dates and evidence presence.

  4. 04Open action due dates

    List action owners, due dates, completion dates, and status.

  5. 05Findings by organization

    Group active and ended findings by organization and owner.

  6. 06Incident processing state

    List incident type, detection date, accession number, parent assessment, and status.

  7. 07Review decision history

    Show decision type, reviewer, reason, date, and signed or amended status.

  8. 08Retest state by assessment

    Group retests by assessment and status with recorded evidence and amount.

All reports and dashboards

Who it's for

Fit care teams

See how HIPAA Compliance Manager fits your kind of team.

Care groups

Coordinate assessed work across care organizations and their teams.

Clinical review teams

Keep measured work and reviewer decisions connected.

Governance operations

Follow controls, findings and corrective work through review.

Controls

Check evidence and dates

Each stage of assessment to reviewed decision names the role that acts and the status it records, so a change is never anonymous.

OverviewAssessment to reviewed decision
HIPAA Compliance Manager · Process

Assessment to reviewed decision

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
1
Roles involved
4
Tables touched
6
Start assigned work
Clinical Coordinator
StatusScheduled → Arrived → in progress
Scope risks and incidents
Licensed Clinician
StatusOrdered → Collected → Received → Tested
RecordsAssessments, Risks
Prepare review
Clinical Coordinator
StatusIn progress → awaiting review
RecordsAssessments
Assessment to reviewed decision
  1. Start
    Start assigned workScheduled → Arrived → in progress
    Clinical Coordinator
  2. Step
    Scope risks and incidentsOrdered → Collected → Received → Tested
    Assessments
  3. Step
    Prepare reviewIn progress → awaiting review
    Assessments
  4. Approval
    Sign decisionDraft → Signed
    Clinical Reviewer
  5. Step
    Complete follow-upOpen → in progress → Completed
    Corrective actions
Example screen with sample data

See each stage in detail

AI agent

Prepare the next review

Use Proto to prepare records and surface decisions for review.

It can

  • Coordinator: Show assessments awaiting review with owner and period dates.
  • Clinician: Find test results for an assessment and check the metric and unit entered on each result.
  • Reviewer: Gather the assessment's dated results, risks and incident records for inspection.
  • Administrator: List pending controls with effective dates and attached verification material.

Stays with a person

  • A person must inspect the evidence and decide whether a decision should be signed or a retest approved.
  • Proto can prepare the linked records and explain the state; it cannot replace the recorded reviewer and reason.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • HIPAA Compliance Manager
  • Assessment source
  • Incident source
  • Receipt source
  • Evidence files
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 15 tables
15tables
  • Assessments2
  • Control evidence3
  • Findings and actions3
  • Review decisions3
  • Incidents and risks3
  • Records and receipts4
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Set ownership

    Name the coordinator, clinician, reviewer and administrator for the first organization.

  2. Load core records

    Create team members, the organization, an assessment and a control.

  3. Practice evidence

    Add a test result, attachment, finding and corrective action with their correct parents.

  4. Review decisions

    Rehearse an awaiting-review assessment, a signed decision and an amendment.

  5. Expand use

    Add further organizations after owners can trace a record from intake through follow-up.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for HIPAA Compliance Manager.

All questions
How do I get started?

Click Get started, then use Proto to configure HIPAA Compliance Manager for your business. Start with one organization, one assessment period and a representative review decision.

What anchors an assessment?

The assessment holds the organization, owner, subject, period dates and operational state. Related results and decisions point back to it.

Who enters measured results?

A Licensed Clinician can record the metric, value, unit and test date on a result linked to the assessment.

How are controls reviewed?

The Clinical Governance Administrator maintains the control record. A Clinical Reviewer examines its verification evidence and effective dates.

Where do findings go?

A finding belongs to an organization. It records a description, owner, opening date and current state.

How do we follow corrective work?

Assign a task, owner and due date. Track its state and record the completion date when the work is finished.

What does a review decision retain?

It keeps decision type, reason, reviewer, date and a draft, signed or amended state.

Can an incident record be connected to an assessment?

Yes. The incident record points to its parent assessment and carries type, detection date, accession number and processing state.

How do attachments stay organized?

An attachment belongs to an organization and carries title, version, file, dates and status.

How should a team test access?

Have each role open the records it needs, then test a direct request to a record outside its assignment. Review a signed decision and its supporting evidence as a second user.

Set up HIPAA Compliance Manager your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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