All case studies
Compliance5-week engagement·Sample ABA clinic, Miami FL
Becoming Florida audit-ready in 32 days
AHCA, Medicaid, and FCRA references were scattered across email threads, Dropbox folders, and a paper binder by the front desk. We consolidated them into one Florida-specific Policies and Procedures library.
Time to produce audit packet
minutes, from days
Policies citing wrong jurisdiction
0
Chapters with version history
100 percent
The problem
- Staff could not answer a parent's question about Medicaid documentation without paging a manager, because the source was scattered across three places.
- The clinic had received an AHCA inquiry the prior year and had no defensible chain of which policy version was in effect on which date.
- Several policies were copy-pasted from a generic national template and still referenced California regulations.
How we came in
- Inventoried every policy document in circulation, including the printed binder, and tagged each chapter with the jurisdictional source it cited.
- Replaced every non-Florida reference with the Florida-applicable equivalent, citing AHCA Handbooks, Medicaid Provider Manuals, and FCRA where each applied.
- Versioned the resulting library so that every chapter has an effective date and a paper trail to the prior version.
How we resolved it
- One Florida-specific Policies and Procedures library, organized by theme, with every chapter dated and traceable.
- Front-desk reference sheet for the five questions parents ask most often, with the cited policy linked.
- Audit packet ready to hand to AHCA on request, with policy versions and effective dates already aligned.
Got a similar problem in your clinic?
Book a consultation and we will tell you, in plain English, what we would do.
More case studies