1 Executive Drive Suite 100 Marlton, NJ 08053
HIPAA Compliance Services That Build Controls an OCR Investigator Will Actually Accept
"We comply" is not the same as "here is the evidence." That gap is where organizations get exposed. Xact IT Solutions has operated for 20+ years with zero client breaches on record. Our HIPAA compliance services deliver Security Rule, Privacy Rule, and Breach Notification Rule controls through documented technical safeguards, written policies, and an evidence package assembled for scrutiny - not handed to you as a checklist on day one and forgotten.
Capabilities
What Our HIPAA Compliance Services Include
Security Rule Gap Analysis
We map your current technical environment against the HIPAA Security Rule's technical safeguard requirements, surface every gap with supporting evidence, and deliver a prioritized remediation register - not a generic scorecard. You finish the assessment knowing exactly what is out of alignment and in what order it must be addressed.
Technical Safeguard Implementation
We design and implement the access controls, audit logging, encryption in transit and at rest, and automatic session timeout configurations the Security Rule requires. Every control is documented to the specific HIPAA standard and implementation specification it satisfies.
Written Policies and Procedures
We author or overhaul your required written policies - Acceptable Use, Workforce Sanctions, Incident Response, Contingency Plan, and more - in plain language your staff will follow and an auditor will accept. Policies are tailored to your actual workflows, not pulled from a template library.
Business Associate Agreement Review and Registry
We review every vendor relationship that touches Protected Health Information, confirm Business Associate Agreement coverage is in place, and maintain a living registry you can hand to an OCR investigator or downstream healthcare customer on demand.
Breach Notification Rule Readiness
We build your breach detection, classification, and notification workflow - including the 60-day OCR notification clock and the internal escalation path - before an incident occurs. Your team knows exactly what to do and when, without scrambling under pressure.
Ongoing Compliance Operations and Evidence Management
HIPAA is not a one-time project. We operate your compliance program month-to-month: running periodic risk analyses, maintaining your audit log evidence, updating policies as your environment changes, and keeping you audit-ready at all times - not just before a review is scheduled.
The Gap Between 'We Comply' and 'Here Is the Evidence'
Most organizations handling Protected Health Information face the same foundational problem: they know HIPAA exists, they have signed agreements, and they may have run through a checklist once – but they cannot demonstrate to an HHS Office for Civil Rights investigator, a business associate auditor, or a cyber insurance underwriter that their controls are actually operating. That gap between “we comply” and “here is the evidence” is exactly where organizations get exposed – and it is exactly the gap our HIPAA compliance services are built to close. According to CISA’s healthcare cybersecurity guidance, the healthcare sector remains one of the highest-value targets for threat actors – making demonstrable, operating controls a business necessity, not a regulatory formality. If you are a healthcare practice, a biotech firm, a medical device company, a billing company, or any business that signs Business Associate Agreements, this gap is your liability. You can also learn more about how we approach this work in our home market on our HIPAA compliance services New Jersey page.
Our approach is built around the actual structure of the HIPAA Security Rule – the administrative, physical, and technical safeguard standards – not a vendor-created framework that approximates it. Every control we implement is mapped to a specific standard and implementation specification. Every policy we write is traceable to the rule section it satisfies. When an OCR investigator or a downstream customer security review asks for evidence, we hand them a document package assembled for exactly that purpose – not reconstructed in a hurry after the request arrives. We are also independently audited annually by Versprite against the GTIA Cybersecurity Trustmark standards, which incorporate CIS Critical Security Controls with supplementary ISO 27001 controls. The security posture we maintain for ourselves is the same posture we build for your environment. That external accountability is rare in this space, and it matters when your compliance program is under scrutiny.
This service is the right fit for mid-market organizations – typically 10 to 500 employees – that handle Protected Health Information and do not have a dedicated compliance officer or in-house security team capable of translating the regulation into operating controls. It is especially well-suited to organizations preparing for an OCR audit, completing a cyber insurance HIPAA questionnaire, or facing a security review from a large healthcare-system customer. If you want a paper policy dropped in a folder and called compliance, we are the wrong call. If you want a program that would survive scrutiny, we should talk.
How It Works
How We Deliver HIPAA Compliance Services
1
Assess: Security Rule Gap Analysis and Written Risk Analysis
2
Strategize: Compliance Roadmap and Policy Framework
3
Implement: Technical Controls and Documentation Package
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Operate: Ongoing Compliance Management and Evidence Maintenance
Why Organizations Choose Xact IT for HIPAA Compliance
Xact IT Solutions has been in operation for more than 20 years, and in that time we have maintained a zero-client-breach record – a claim that is independently verifiable and genuinely rare in the managed IT and compliance space. Our HIPAA compliance services are informed by cross-framework expertise across NIST Cybersecurity Framework, SOC 2, and CMMC compliance postures, which means the technical controls we build for a HIPAA environment carry the same rigor applied across every regulated framework we operate in. We are audited annually by Versprite against the GTIA Cybersecurity Trustmark standards – an independent third-party assessment against CIS Critical Security Controls with supplementary ISO 27001 controls. That audit covers how we protect our own systems, and the same standard is what we build into yours. You can explore how this approach extends into broader security strategy on our managed IT services page.
A typical engagement begins with a scoping conversation in week one, where we confirm which systems touch Protected Health Information, who has access, and what documentation already exists. The formal gap analysis and written risk analysis run across weeks two and three, with written findings delivered at the end of that phase. Policy drafting, Business Associate Agreement review, and technical remediation run concurrently across weeks four through eight, depending on the complexity of your environment. Technical controls are implemented in sequenced order – highest-risk gaps addressed first – with evidence documentation built in parallel. Most clients reach a fully documented, auditor-ready posture within 60 to 90 days of engagement start.
In the first 30 days, clients typically experience three things: clarity on exactly where they stand against the Security Rule – often for the first time – a written risk analysis document they can defend, and a prioritized list of what needs to change and in what order. By 60 to 90 days, the technical controls are in place, the documentation package is assembled, and the compliance program is operating – not just planned. The most common response we hear from clients in this phase: they no longer feel like they are waiting for something to go wrong.
HIPAA Compliance Services - Frequently Asked Questions
What do HIPAA compliance services cost?
The scope of a HIPAA compliance engagement depends on the size of your organization, how many systems touch Protected Health Information, how much documentation already exists, and whether you need ongoing compliance operations or a focused remediation project. We do not publish pricing on this page because giving you a number without understanding your environment would not be accurate. What we can tell you is that the strategy call is genuinely free – 20 minutes with our team – and by the end of it you will have a clear picture of what your engagement would involve and what it would cost, with no obligation to move forward.
How long does a HIPAA compliance engagement take?
Most clients reach a fully documented, auditor-ready posture within 60 to 90 days of engagement start. The first 30 days cover the gap analysis, written risk analysis, and initial policy drafting. Days 30 through 60 are technical control implementation and Business Associate Agreement review. Days 60 through 90 are documentation assembly, evidence validation, and the transition into ongoing compliance operations. Organizations with more complex environments – multiple locations, distributed workforces, or a larger number of systems touching Protected Health Information – may require additional time in the implementation phase. We provide a specific timeline estimate during the strategy call.
What happens on the strategy call?
The strategy call is a free, 20-minute conversation with our team – not a sales pitch. We ask about your current environment, what compliance documentation you already have, and what is driving the urgency (an upcoming audit, a cyber insurance renewal, a customer security review, or something else). By the end of the call, you will have specific recommendations you can act on immediately, whether you hire us or not. There is no obligation and no pressure. If we are a fit, we will tell you what an engagement looks like and what it costs. If we are not the right fit, we will tell you that too.
How are your HIPAA compliance services different from a typical provider?
Most compliance providers hand you a policy template pack and a checklist and call it done. We build the actual operating controls – the technical safeguards, the written policies tied to the specific HIPAA rule sections they satisfy, the audit log evidence, the Business Associate Agreement registry – and we maintain them on an ongoing basis so you are audit-ready at all times, not just at the moment of a review. We are also independently audited annually by Versprite against the GTIA Cybersecurity Trustmark standards, meaning our own security posture is externally validated using the same framework we apply to client environments. And we have maintained a zero-client-breach record across more than 20 years of operation – that is a verifiable track record, not a marketing claim.
Do you serve clients outside New Jersey?
Yes. HIPAA is a federal regulatory requirement, and our HIPAA compliance services are delivered remotely to organizations across the United States. Our team is based in Marlton, New Jersey, but the work – gap analysis, policy development, technical control implementation, evidence management, and ongoing compliance operations – is conducted remotely for clients in any state. If you are a healthcare practice, biotech firm, medical device company, billing company, or any organization handling Protected Health Information anywhere in the US, we can support you.
Your Evidence Package Should Be Ready Before the Request Arrives
The strategy call is 20 focused minutes with our team. You will leave with specific recommendations you can act on immediately – whether you hire us or not. No obligation, no pressure. Just clarity on where you stand and what it takes to get audit-ready.
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The Benefits
The Business Impact of Working Controls Over Paper Policies
- Audit-ready documentation on demand - because we maintain your evidence package continuously, an OCR investigation or downstream customer security review does not require a scramble.
- Zero-breach track record extended to your environment - our 20-year breach-free history reflects the controls and operational discipline we bring to every client engagement.
- Reduced cyber insurance friction - carriers increasingly require demonstrable HIPAA controls, not just signed policies; our documentation gives underwriters what they ask for.
- Faster business associate approvals - a maintained Business Associate Agreement registry and a clean evidence package shortens the security review cycle with large healthcare-system customers.
- Compliance that scales with your organization - as you add locations, employees, or new systems touching Protected Health Information, the program grows with you rather than requiring a full rebuild.
- Clarity your leadership team can act on - executives and boards receive plain-language status reporting on your compliance posture, not technical jargon, so accountability stays at the right level without requiring an internal specialist to translate it.