> ## Documentation Index
> Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt
> Use this file to discover all available pages before exploring further.

# GR Compliance Tracking - User Guide

> Module: GR-03 Compliance Tracking Audience: All Staff Last Updated: 2025-12-13

**Module:** GR-03 Compliance Tracking\
**Audience:** All Staff\
**Last Updated:** 2025-12-13

***

## Overview

The Compliance Tracking module helps your organization monitor regulatory compliance, track evidence of compliance, and address non-compliance issues. This guide covers how to view compliance status, understand requirements, and participate in compliance activities.

***

## Getting Started

### Accessing the Compliance Dashboard

1. Navigate to **GR → Compliance** from the main menu
2. The Compliance Dashboard shows overall compliance metrics
3. View status breakdowns by regulatory body, category, and priority

### What You'll See

| Section                     | Description                                          |
| --------------------------- | ---------------------------------------------------- |
| **Overall Compliance Rate** | Percentage of requirements currently in compliance   |
| **Status Breakdown**        | Counts by Compliant, Non-Compliant, At Risk, Pending |
| **Upcoming Checks**         | Requirements due for compliance check soon           |
| **Recent Remediations**     | Non-compliance issues being addressed                |

***

## Understanding Compliance Status

### Status Types

| Status             | Meaning                                        | Icon      |
| ------------------ | ---------------------------------------------- | --------- |
| **Compliant**      | Requirement is met with valid evidence         | ✅ Green   |
| **Non-Compliant**  | Requirement is not met, remediation needed     | ❌ Red     |
| **At Risk**        | Compliance check due soon or evidence expiring | ⚠️ Yellow |
| **Pending Review** | Awaiting compliance check or review            | 🔄 Blue   |
| **Not Applicable** | Requirement does not apply to your site        | ➖ Gray    |

### Priority Levels

| Priority     | Description                                                 |
| ------------ | ----------------------------------------------------------- |
| **Critical** | Regulatory requirements with severe consequences if not met |
| **High**     | Important requirements with significant impact              |
| **Medium**   | Standard compliance requirements                            |
| **Low**      | Nice-to-have or internal best practices                     |

***

## Viewing Regulatory Requirements

### Requirements Library

1. Navigate to **GR → Compliance → Requirements**
2. Browse all regulatory requirements for your organization
3. Use filters to narrow by regulatory body, category, or status

### Requirement Details

Click on any requirement to see:

* **Description**: What the requirement covers
* **Regulatory Body**: Which agency/standard requires it (e.g., CARF, State, OSHA)
* **Category**: Grouping (Clinical, Safety, HR, etc.)
* **Check Frequency**: How often compliance is verified
* **Current Status**: Latest compliance check result
* **Evidence**: Documents, policies, or training linked as proof

***

## Evidence of Compliance

### What Counts as Evidence?

Evidence proves that your organization meets a requirement:

| Evidence Type        | Examples                                    |
| -------------------- | ------------------------------------------- |
| **Policies**         | Written policies addressing the requirement |
| **Training Records** | Completed training courses for staff        |
| **Documents**        | Certificates, inspection reports, licenses  |
| **Attestations**     | Signed acknowledgments or declarations      |

### How Evidence Links to Requirements

1. Compliance officers link evidence to requirements
2. Each piece of evidence shows when it was added and who added it
3. Evidence may have expiration dates (e.g., certifications)
4. When evidence expires, the requirement may move to "At Risk"

***

## Your Role in Compliance

### For All Employees

* **Complete assigned training** on time to maintain compliance
* **Acknowledge required policies** before due dates
* **Follow procedures** outlined in organizational policies
* **Report concerns** to your supervisor or compliance officer

### Site-Specific Requirements

Some requirements apply only to specific sites:

* Your site's compliance officer manages these
* You may see site-specific training or policies assigned to you
* Different sites may have different regulatory requirements

***

## Compliance Notifications

### Types of Notifications

| Notification             | When                            | Who Receives                 |
| ------------------------ | ------------------------------- | ---------------------------- |
| **Check Due**            | Compliance check is due soon    | Assigned compliance officers |
| **Check Complete**       | Compliance status updated       | Stakeholders                 |
| **Remediation Created**  | Non-compliance issue identified | Assigned personnel           |
| **Remediation Resolved** | Issue has been fixed            | Stakeholders                 |

### Staying Informed

1. Check your notifications regularly (bell icon in header)
2. Click notifications to go directly to related items
3. Complete any assigned tasks before due dates

***

## Understanding Remediations

### What is a Remediation?

When a compliance check finds a gap:

1. A **remediation** is created to track fixing the issue
2. Someone is assigned to address it
3. A due date is set for resolution
4. Progress is tracked until resolved

### Remediation Status

| Status          | Meaning                                    |
| --------------- | ------------------------------------------ |
| **Open**        | Issue identified, work not yet started     |
| **In Progress** | Actively being addressed                   |
| **Resolved**    | Issue has been fixed                       |
| **Verified**    | Resolution confirmed by compliance officer |
| **Closed**      | Fully resolved and closed                  |

***

## FAQ

### Why is my site showing "At Risk" status?

This usually means:

* A compliance check is due soon
* Evidence is expiring soon
* A remediation is still in progress

Contact your compliance officer for details.

### I completed training but compliance still shows a gap

* Allow time for the system to update
* Ensure the training is properly recorded as complete
* The training must be linked as evidence to the specific requirement
* Contact your compliance officer if the issue persists

### Who do I contact about compliance concerns?

Reach out to your:

1. Direct supervisor
2. Site compliance officer
3. Organization compliance administrator

### How often is compliance checked?

It depends on the requirement:

* **Critical requirements**: Monthly or quarterly
* **Standard requirements**: Annually
* **Low priority**: As needed

Check the requirement details for specific frequency.

***

## Related Guides

* [Compliance Admin Guide](./compliance-admin-guide.md) - For compliance officers
* [Policy User Guide](./policy-user-guide.md) - Policy acknowledgments
* [Training User Guide](./training-user-guide.md) - Training requirements
* [GR Documentation Index](index.md) - GR module overview

***

**Need Help?** Contact your compliance officer or system administrator.