Health Center Site Visit Readiness
The compliance checker costs $11,000 to build, then $250 a month, or you can start with a $6,500 one-time readiness scan. Each month it matches every requirement HRSA reviews on a site visit to the documents that show you meet it, and lists what's missing or about to lapse. Your compliance lead accepts or rejects each match.
Prefer to skip the call? Get a written proposal
Built for
- Health centers with an operational site visit coming
- Centers with an open condition on their grant or a Service Area Competition ahead
- Compliance leads keeping evidence in shared drives and binders
- Health center networks and primary care associations that support many centers
Why it's worth it
Today
On a site visit, HRSA's reviewers look for evidence in board minutes, policies, contracts and credentialing files. A gap found on site, such as a missing board vote or a lapsed privileging record, can become a condition on your grant.
After
Every month your compliance lead sees which requirements have current evidence and which have gaps, each with an owner. On the day of the visit, the binder is already current.
Why it matters
3 of 5
Three of the five elements most often found noncompliant on HRSA site visits are credentialing and privileging items: procedures for reviewing privileges, the records themselves, and records for contracted and referral providers.
Source: Forvis Mazars, Navigating HRSA On-Site Visits (presentation to the Community Health Center Association of Mississippi) (opens in a new tab), presented September 20, 2024; the slide doesn't state the period or the number of visits
One-year award
A health center with unresolved compliance conditions gets a one-year award instead of a four-year one, and two consecutive one-year awards while still noncompliant end its Health Center Program funding.
How it works
A person on your team approves every result
The tool runs these steps on a schedule. Nothing moves past the approval step until someone on your team signs off.
- InputRulebook and your documentsHRSA's Compliance Manual and site visit protocol, read against your minutes, policies, contracts and credentialing files where they live now, such as SharePoint or Google Drive.
- AI modelPropose evidenceRequirements matched to the documents that may show them, with the line quoted, or listed as gaps.
- A person approvesCompliance lead decidesYour compliance lead accepts or rejects each match. Each open item goes to the person responsible, who fixes it and closes it.
- CodeMonthly checkDates, approvals and expiring records checked against the accepted evidence every month.
- OutputA current binderOpen items sent to each owner by email or Teams, and a binder in your shared drive, indexed by chapter.
What you get
Every requirement
Evidence proposed
Every requirement in HRSA's Compliance Manual (HRSA calls them elements) linked to the policy, minutes, contract or record that may show it. The match carries an “AI proposal” label and quotes the line it rests on, so your compliance lead sees why before accepting it.
Credentialing
Privileging records checked
Credentialing and privileging records for employed, contracted and referral clinicians checked each month for missing items and due dates.
Board
Approvals in the minutes
Monthly meetings with a quorum, the annual budget, the CEO's evaluation, and changes to sites, hours and services checked against the minutes.
Contracts
Required provisions
Contracts and subawards checked for the provisions HRSA requires, with missing ones listed for your counsel.
What done means
Every requirement in the Compliance Manual has accepted evidence or shows as a gap with an owner.
The first monthly check has run without help, and your compliance lead has reviewed every proposed match once.
Choose your version
Each version is a one-time build, then a flat monthly fee for monitoring and fixes. If you stop the fee, the tool keeps running in your account.
What the monthly fee covers
We watch every monthly check, fix the tool when your document system changes, keep it working as AI models change, and reply by the next business day, with a check-in with your compliance lead each month. It's month to month with 30 days' notice, and the checker is yours either way: it keeps running in your account if you stop. It runs in your own Microsoft 365, Google Workspace or cloud account, so you pay its hosting and AI usage directly, and your proposal estimates that bill in writing before you sign. We set the accounts up with you during the build, and their bills come to you.
Checker
For one health center
Build price: $11,000
+ $250 a month
About 2–4 weeks of build work
Matches every requirement to your evidence, checks it monthly and keeps the site visit binder current.
What's included in Checker
- Evidence proposed for every requirement in the Compliance Manual
- A monthly gap check, with open items sent to each owner
- The site visit binder kept current
- Reads one document system, such as SharePoint or Google Drive
- Year one stays under the $15,000 federal micro-purchase limit, so a buyer paying from a federal grant can skip competing quotes if it documents that the price is reasonable and its own purchasing rules allow it
Year one, build plus 12 months of our fee$14,000
Plus hosting and AI usage in your own accounts, estimated in your proposal before you sign.
Network
For networks and associations
Build price: from$32,500
$6,500 a center, for five to ten centers. Larger networks are priced in the proposal.
+ $200 a center a month
About 5–7 weeks of build work
A checker for each member center, all run from one shared system, with a network-wide view of open findings.
What's included in Network
- A binder for each center
- A network view of open findings
- Each center sees only its own records
Year one, build plus 12 months of our fee$44,500, for five centers
Plus hosting and AI usage in your own accounts, estimated in your proposal before you sign.
Not ready for the full build? Start with a readiness scan of every requirement against your current documents for $6,500, one time, credited toward the checker within 90 days.
Payment and terms
- Under $20,000, half at signing and half at delivery. From $20,000, 40% at signing, 30% at a mid-build demo and 30% at acceptance.
- Paying by purchase order? There's no deposit: we invoice half at kickoff and half at acceptance, or from $20,000, 25% at kickoff, 35% at a mid-build demo and 40% at acceptance. Acceptance means the “What done means” criteria are met.
- Not legal advice. Your compliance lead decides every match, and your board and medical director keep every privileging decision.
- The monthly fee is month to month with 30 days' notice, and we reply by the next business day. The tool is yours on final payment and keeps running in your account if you stop the fee.
- The fee for a smaller first step counts toward the full build if you buy it within 90 days.
- Running three or more of our AI tools? Their monthly fees are capped at $1,000 a month in total. Health system, network and multi-site versions are priced on their own.
Year one is the build plus 12 months of our fee. Hosting and AI usage are billed to you by those providers, and your proposal estimates them before you sign. The build times on this page are measured in weeks of full-time work. Start and finish dates are set in writing in your proposal.
Tyler Kent does this work himself. He has 13+ years in data science and analytics, most of it in healthcare. About Tyler
Where this comes from
It follows the same design as Sentinel, a system Tyler built that audits a live data platform against its sources every morning and sends each finding to the team responsible. Here, the checker compares your evidence with HRSA's Compliance Manual in the same way.
Read the Sentinel case studyQuestions
What does HRSA find most often?
In a 2024 presentation to the Mississippi health center association, an accounting firm listed the five elements most often found noncompliant on site. Three were credentialing and privileging items. The other two were documenting services within scope and the board's required authorities.
What's at stake?
In HRSA's FY 2026 Service Area Competition, a center with open compliance conditions gets a one-year award instead of a four-year one. Two one-year awards in a row while still out of compliance end the funding.
Can we trust the AI's matches?
Each match carries an “AI proposal” label and quotes the line it relied on. Nothing counts as evidence until your compliance lead accepts it, and the tool never marks a requirement met.
Does the price fit our purchasing rules?
The checker's build and 12 months of our fee come to $14,000, under the $15,000 federal micro-purchase limit. Under the federal grant rules, a purchase below that limit can be made without competing quotes when you document that the price is reasonable. Your own procurement policy has the final say.
Does it handle credentialing itself?
It checks your credentialing and privileging records each month for gaps and due dates. Primary-source verification, payer enrollment and privileging decisions stay with your coordinator, committee and board.
Is there a free place to start?
HRSA publishes the Compliance Manual and its site visit protocol. If your primary care association runs mock site visits, use that first. The checker keeps your evidence current between visits.
How an engagement worksQuestions about prices, payment and patient data
Sources
- Forvis Mazars, Navigating HRSA On-Site Visits (presentation to the Community Health Center Association of Mississippi) (opens in a new tab), presented September 20, 2024; the slide doesn't state the period or the number of visits
- HRSA, FY 2026 Service Area Competition notice of funding opportunity (HRSA-26-004) (opens in a new tab)
- HRSA, Health Center Program Compliance Manual (opens in a new tab), fetched October 14, 2026
- HRSA, Health Center Program Site Visit Protocol (opens in a new tab) (also board authority chapter (opens in a new tab), contracts chapter (opens in a new tab), clinical staffing chapter (opens in a new tab)), fetched October 14, 2026
- 48 CFR 2.101 (opens in a new tab) and 2 CFR 200.320 (opens in a new tab) (eCFR, as of October 7, 2026)
Book a 20-minute call
Tell us when your next site visit is due and what worries you about it. If we can help, you'll get a fixed-price proposal within 48 hours.
Prefer to skip the call? Get a written proposal
Or email tyler@kentapplied.com, or connect on LinkedIn.