DDD compliance software that checks your agency against the audit tools every night
When Arizona DDD or AHCCCS auditors review your files, you already know where you stand. Every night SpokeChoice checks each employee, guardian and member against the DDD member and provider audit tools, the same checklists the auditors use, and flags anything missing or about to expire with a link to fix it.
- Requirements set by what each person does
- Reminders go to the people themselves
- OIG checks with proof saved
Set it up once, and it checks every night
Give people their roles and job details, and the requirements follow. Very little else needs setting up.
Requirements follow the person
Roles, licenses, assignments, authorizations, pay rates and billing history decide what each person needs. Mark someone an approved driver, and the driver documents become required.
Checked every night
Every night SpokeChoice checks required documents, expiration dates, CEU hours, designee assignments and more, for every employee, guardian and member.
One list of what to fix
The compliance list shows every issue with a button that takes you straight to the fix. Add the missing document, and it clears on the next nightly run.
People remind themselves
Employees and guardians get in-app messages about their own missing or expiring documents, so the office isn't chasing them.
Each person at a glance
Easy View shows each person's compliance issues alongside the rest of their record.
A monthly report
A monthly email lists who is out of compliance and who will be soon, before an auditor finds it.
The checklists come from the DDD member and provider audit tools. You can add your own agency's rules and required documents too.
Every DDD-required document, required by what each person actually does
SpokeChoice knows which DDD requirements apply to each person, so everyone is asked only for what applies to them, and nothing they need is missed.
Every provider
The background checks, certifications, training and hire checks every direct care worker needs.
Attendant care
Additional training and agreements for providers of attendant care.
Approved drivers
Licensing, insurance and vehicle records for anyone who drives members.
Centers, group homes and IDLAs
Training required of staff assigned to a center, group home or IDLA.
Therapists
Licenses and therapy records for speech, occupational and physical therapy.
Members and guardians
Service plans, contingency plans and EVV attestations for members and the people who sign for them.
Employment paperwork for W2 employees, expiration dates, CEU hours and designee assignments are checked in the same nightly run, along with any rules and documents your agency adds.
Every document in one secure place
- Store documents as forms filled in on screen or as uploads, and photograph a document such as a driver's license right from a phone.
- Documents are signed electronically, and documents from non-administrators wait for an administrator's review.
- Older versions are kept, so you can see what a document said before it changed.
- Turn your own paper forms into documents that are easy to fill out on a phone, and make them required.
- Documents kept in another filing system can be marked as on file, so the nightly check counts them.
Exclusion checks, continuing education and an audit trail
OIG exclusion checks
Every month SpokeChoice checks each employee against the federal OIG exclusions list and saves the result as PDF proof. A name that matches an excluded person is flagged for you to confirm by SSN.
Continuing education
Set each employee's yearly CEU requirement, record courses with their certificates, and see how many units are done. A report shows who needs more units by a date you choose.
A HIPAA audit trail
Viewing and changing client information, exports, sign-ins and permission changes are recorded in an encrypted, tamper-evident audit trail kept for at least six years.
DDD compliance questions
What are the DDD audit tools?
They are the member and provider checklists Arizona DDD auditors use to review an agency's files. SpokeChoice builds its nightly compliance check from them, so you see the same gaps the auditors would.
How does SpokeChoice know which documents each person needs?
From what they do: their role, licenses, assignments, authorizations, pay rates and billing history. Mark someone as an approved driver, for example, and the documents DDD requires of drivers become required for them.
How often is compliance checked?
Every night. The compliance list updates once a day, so a document you add today clears on the next run, and a monthly email lists who is out of compliance or soon will be.
Can we add our own required documents?
Yes. Create your own compliance rules, select them on the people they apply to, and attach them to your own document types. They are tracked in the nightly check and the monthly report like the DDD requirements.
Does SpokeChoice check the OIG exclusions list?
Yes. Every month it checks each employee against the federal OIG exclusions list and saves PDF proof. A possible match is flagged so you can confirm it by SSN and upload the proof.
Does SpokeChoice track continuing education (CEUs)?
Yes. Set each employee's yearly CEU requirement and the end of their CEU period, then record each course with its certificate. Each employee shows how many units are done, the nightly check flags anyone who is short, and a report shows who needs more units by a date you choose.
Can employees keep their own documents up to date?
Yes. Employees and guardians are reminded about their own missing or expiring documents, and can photograph a document such as a driver's license from their phone. Documents from non-administrators wait for an administrator's review.
Can SpokeChoice show who viewed a member's records?
Yes. Viewing and changing client information is recorded in an encrypted, tamper-evident audit trail kept for at least six years, so you can answer who viewed or changed a record.
Know where you stand before DDD does
In a free demo we'll show you the nightly compliance check, which documents it asks for and why, and how your staff keep their own documents current.
Book a demoBook a demo, and ask us about switching
We'll show you SpokeChoice with your own workflows and walk through how your agency would move over. This form goes straight to our sales team.
Already use SpokeChoice? This form only reaches sales. Go to Member Sign-In, or use the Help button for support.
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