Recording inspection surveys and deficiencies

Keep a history of CMS, CAP and other surveys, read deficiencies from the inspection report, and turn each one into a tracked quality event.

Open the "History" tab of "Inspections" to record every survey your sites have had and follow each deficiency until it is corrected.

Recording a survey

Click "Record a survey" and enter the site, the agency (CMS or a state agency for CLIA, CAP, COLA, The Joint Commission, state licensing, or other) and the type of survey (routine, complaint, follow-up, validation or self-inspection). Add each deficiency with its requirement, level and finding.

If you have the inspection report, such as a CMS-2567 or a CAP summary, attach it as a PDF or image and AI reads it into the form for you to check.

To add past CMS surveys without retyping, click "Find public records" to look them up for a site by its CLIA number.

From deficiency to correction

Select deficiencies and click "Open a quality event" to create a quality event for each one. Each event is typed as an inspection deficiency, linked to the survey and lab area, and follows the usual investigation and CAPA steps. Severity starts from the deficiency's level and can be changed.

A deficiency that was already fixed can instead be recorded as corrected, with optional evidence. Each deficiency shows where it stands, from needing a resolution to corrected.

Signing and closing

When the response is ready, the Lab Director clicks "Sign response…" to sign it, which locks the list of deficiencies. Surveys can then be closed, reopened if needed, and archived. The history dashboard counts surveys, deficiencies, serious findings, repeat requirements and anything still needing a resolution. It reports counts only, not a score.