Administrative and compliance documentation for healthcare organisations
Administrative SOPs, privacy notices and security policies drafted against the HIPAA administrative safeguards, for healthcare clinics, practices and health tech firms. Clinical procedures and clinical SOPs are out of scope: we draft the administrative and compliance documents around the care, never the care itself. Each of the three services is quoted at one fixed figure between $1,200 and $2,500 before we start.
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What healthcare administrative documentation is
Healthcare administrative and compliance documentation is the set of written policies and procedures that describe how a healthcare organisation runs its office, protects patient information and trains its workforce, as distinct from the clinical protocols that describe care.
What you have to show, and to whom
- Administrative SOP library (scheduling, records requests, billing, onboarding, vendor management), for the staff who run the front and back office
- Privacy policy pack, for patients and the regulator
- Information security policy set, drafted against the HIPAA administrative safeguards, for the compliance officer and the auditor
- Incident response procedure and acceptable use policy, within the information security policy set, for managers and the compliance officer
The three services that draft these documents
SOP library
$1,200to $2,500
First draft in 12 working days.
An SOP library is a set of standard operating procedures (SOPs) written to one template, listed in one register and changed under one change-control procedure.
Privacy policy pack
$1,200to $2,500
First draft in 10 working days.
A privacy policy pack is the set of public notices and internal documents that state what personal data an organisation collects, why, who receives it, how long it is kept and how people exercise their rights, drafted against each privacy law that applies, such as GDPR, the CCPA or the Nigeria Data Protection Act 2023.
Information security policy set
$1,200to $2,500
First draft in 12 working days.
Six information security documents drafted against the HIPAA administrative safeguards, 45 CFR 164.308, and ISO/IEC 27001:2022 Annex A, reviewed by our legal team.
What the documents have to do
The HIPAA Security Rule, made under the Health Insurance Portability and Accountability Act of 1996, names its administrative safeguards at 45 CFR 164.308. It requires them to be documented at 45 CFR 164.316. The HIPAA Privacy Rule, at 45 CFR Part 164 Subpart E, asks for a notice of privacy practices and for procedures that give patients their rights.
An auditor reads the documents against the Security Rule's own list of standards: security management process, assigned security responsibility, workforce security, information access management, security awareness and training, security incident procedures, contingency plan, evaluation, and business associate contracts.
Staff read the administrative SOPs to run the day: how an appointment is booked, how a records request is handled and logged, how a bill is raised and followed up, and how a new hire gets access and how a leaver loses it.
Both sets have to say what your organisation actually does, with an owner and a record for each step.
Front and back office staff
Document
Administrative SOP library
What they look for
Numbered steps, who does them, the record each leaves
Compliance officer and auditor
Document
What they look for
Policies mapped to the administrative safeguards, review dates, named owners
Patient
Document
What they look for
What is collected, who sees it, how to exercise rights
Manager
Document
Information security policy set: incident response and acceptable use
What they look for
What to do and whom to tell when something goes wrong, and the rules staff follow
Who needs these documents, and when
These documents are for a clinic or practice whose compliance officer has inherited a binder of policies nobody has read, a health technology company whose customers ask for its HIPAA policies before signing, a practice group bringing several sites onto one set of procedures, or an organisation that has been asked by an auditor or a payer to show how its administrative processes are documented. The readers are front and back office staff, managers, the compliance officer, the auditor and the patient.
What we draft for a healthcare organisation
The SOP library documents your administrative processes as numbered, owned procedures on one template. The privacy policy pack carries the privacy notice and the request procedure behind patients' rights, drafted against whichever of the CCPA for California residents, GDPR for patients in the EU and the Nigeria Data Protection Act 2023 for patients in Nigeria apply, as the intake shows. The information security policy set is drafted against the HIPAA administrative safeguards and ISO/IEC 27001:2022 Annex A, with each policy's control table in the sequence auditors expect to read it.
The SOP library, the privacy policy pack and the information security policy set are each $1,200 to $2,500. The quote is fixed before we start and does not change. Each document is drafted from your intake, reviewed by our legal team and delivered in Word and PDF with a document ID and revision block.
How to write procedures the front and back office will follow is set out in how to write an SOP people actually follow, and what each privacy notice has to contain is in GDPR, CCPA and NDPR privacy notices: what each needs.
Nigerian data protection law is still known as the NDPR, but the Nigeria Data Protection Regulation 2019 was retired as an instrument by the Nigeria Data Protection Commission's General Application and Implementation Directive 2025, so the privacy policy pack cites the Nigeria Data Protection Act 2023 (section 27) and the directive (Article 27(3)).
Drafted against
- HIPAA Privacy Rule, 45 CFR Part 164 Subpart E
- HIPAA Security Rule administrative safeguards, 45 CFR 164.308, and documentation, 45 CFR 164.316
- ISO/IEC 27001:2022 Annex A
- CCPA as amended by CPRA, for California residents; GDPR (Regulation (EU) 2016/679), for patients in the EU; NDPR and the Nigeria Data Protection Act 2023, for patients in Nigeria
- Your own administrative process, as captured in the intake
What the intake asks about your organisation and patients
The intake asks what kind of organisation you are and where your patients are, which systems hold records and who administers them, how the front and back office processes run today, who the privacy and security officers are, what training is given, and which documents an auditor, a payer or a customer has already asked for. Send the request once we reply, and we draft the documents to follow its order.
Questions about healthcare administrative and HIPAA documentation
- Does PolicyDrafters write clinical protocols or care pathways?
- No, PolicyDrafters drafts the administrative and compliance documents of a healthcare organisation: scheduling, records, billing, onboarding, privacy and security procedures. Clinical protocols and care pathways stay with your clinical leads.
- Which HIPAA documents do the rules actually ask for?
- The HIPAA Security Rule names its administrative safeguards at 45 CFR 164.308 (security management process, assigned security responsibility, workforce security, information access management, security awareness and training, security incident procedures, contingency plan, evaluation, and business associate contracts) and requires them to be written down at 45 CFR 164.316. The HIPAA Privacy Rule, at 45 CFR Part 164 Subpart E, calls for a notice of privacy practices and procedures for patients' rights. PolicyDrafters drafts the information security policy set against those administrative safeguards, and the privacy policy pack carries the privacy notice and the request procedure behind patients' rights.
- Does the privacy policy pack cover patients in more than one country?
- Yes, the privacy policy pack can cover patients in more than one country. The intake asks where patients are, and the pack is drafted against the regimes that apply to them, which can include the CCPA for California residents, GDPR for patients in the EU and the Nigeria Data Protection Act 2023 for patients in Nigeria. A pack covering one regime is quoted at the lower end of the $1,200 to $2,500 band.
- What happens to the healthcare documents when a rule changes?
- Under the maintenance plan, PolicyDrafters tracks the sections each document names and sends a revised document, with the changes marked, when one of them moves. Each revision is reviewed by our legal team before it reaches you.
Guides that go deeper
GDPR, CCPA and NDPR privacy notices: what has to be in each?
GDPR, CCPA and Nigerian notices state identity, data, purposes, recipients, retention and rights; GDPR and Nigeria add lawful basis, the CCPA a sale or sharing opt-out.
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What is an SOP, and how do you write one people actually follow?
A standard operating procedure is a numbered set of steps for one process, with an owner and a record for each step. How to capture, write, test and review one.
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What is the difference between a privacy notice and a cookie consent setup?
A privacy notice says what data you collect and why; a cookie consent setup asks before trackers run and records the answer. What each needs and who builds it.
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