Managing Healthcare Compliance in Virginia

Healthcare compliance regulations can vary significantly from one state to another, so managing healthcare compliance in Virginia may be different compared to other states. While many overarching federal regulations apply nationwide, each state has the flexibility to implement its own set of rules and standards. 

In Virginia, healthcare compliance may differ in Medicaid policies, telehealth regulations, scope of practice for healthcare professionals, certificate of need (CON) laws, and specific state mandates related to healthcare reporting and licensing. Since staying informed about these differences is crucial for healthcare organizations, details and resources are provided below to help professionals meet the specific compliance standards of Virginia while providing high-quality and legally sound healthcare services.

Virginia Healthcare Compliance Resources

Let’s start with the important state government agencies you’ll need to work with:

• The Virginia Department of Health (VDH) plays a crucial role in promoting the wellbeing and safeguarding the health of Virginians. With various departments operating under its umbrella, the VDH focuses on enhancing public health through initiatives such as disease prevention, health education, emergency preparedness, and ensuring access to quality healthcare services. 
• The Virginia Board of Medicine oversees medical licensing, ensuring that healthcare professionals meet the necessary qualifications and standards to practice medicine safely and effectively. 
• The Virginia Board of Psychology focuses on licensing requirements for mental and behavioral health providers, ensuring that they possess the appropriate credentials and competencies to deliver essential mental healthcare services. 
• The Virginia Hospital & Healthcare Association has 26 member health system (as of the writing of this article) and provides advocacy, communication, and education.

Regulations Unique to Virginia

To meet the standards of healthcare compliance in Virginia, there are a few additional regulations. 

Virginia Consumer Data Privacy Act (VCDPA)

The VCDPA is applicable to organizations that conduct business in Virginia or produce products or services that are targeted to residents of Virginia and during a calendar year controls or processes personal data of at least 100,000 Virginia residents. The VCDPA exempts HIPAA-covered entities completely, as well as PHI in the hands of a covered entity or business associate.

Additional Hospital Security

In 2023, the Virginia General Assembly passed a bill that directs the Board of Health to “amend its regulations to require every hospital with an emergency department to establish a security plan.” Hospitals must conduct a security risk assessment and align their safety plan with the International Association for Healthcare Security and Safety or other industry standards.

Manufacturer’s Specifications and Limitations

The Virginia Occupational Safety and Health (VOSH) Program has a unique compliance standard related to manufacturer’s specifications and limitations applicable to the operation, training, use, installation, inspection, testing, repair, and maintenance of all machinery, vehicles, tools, materials, and equipment in general industry, construction, maritime (state and local government employers) and agriculture.

Tips To Manage Healthcare Compliance in Virginia

Effectively managing healthcare compliance in Virginia is a critical responsibility for healthcare organizations, as it ensures the delivery of high-quality care while adhering to legal and regulatory requirements. Here are some key strategies to help healthcare organizations manage compliance effectively:

• Conduct State-Specific Training: Provide ongoing training and education to staff that is customized to your state’s regulations as well as your facility. If using a learning management system, ensure the vendor offers Virginia-approved training.
• Organize Policies By Requirement: Including “VA” in every document that is required by the state will make it much easier for you to find these documents in an online system when a surveyor is onsite. It is also best practice to include the standard you are meeting for additional clarity.
• Establish a System for Monitoring Risk: Being able to identify compliance risks before they become incidents or violations can save the entire organization time and money. Identifying trends and consistently reviewing reports can signal issues, such as training not being completed or a large number of incidents in one location.
• Use Compliance Management Software: Accreditation surveyors say organizations that use compliance software are more prepared for onsite visits and surveys. The software helps to keep documents and policies organized, ensures training content is up to date, and makes reporting easy.

By implementing these strategies and fostering a culture of compliance within your healthcare organization, you can effectively manage healthcare compliance, reduce risks, and provide the best possible care to your patients while staying within legal boundaries.

Credentialing Compliance in Virginia

The Virginia Department of Health Professions requires applications for licensure to be submitted through their online portal and for many practitioners, an application fee is required. The amount varies based on position. Applications are typically processed within 30 business days from the submission of the completed application.

Meet Virginia Compliance Requirements With MedTrainer 

While the path may be complex, healthcare providers who prioritize compliance will not only avoid legal troubles but also enhance the quality of care they provide to their patients in Virginia. 

MedTrainer’s all-in-one compliance platform can streamline management of Virginia healthcare compliance. MedTrainer seamlessly consolidates your organization’s policies, incident reports, safety plans, HR documents, contracts, and more. This centralized repository ensures all employees have easy access to essential information. The course library is curated to align with regulatory and accreditation requirements, and courses are regularly added and updated to ensure the most current information. Learn more about MedTrainer today!