Compliance Committee Meeting Agenda

Build a quarterly agenda that covers all seven OIG compliance program elements — standing items, open-issues log, training status, audit results, hotline log, and action items with owners. Print it as the agenda before the meeting and as the minutes after.

Pre-filled with a realistic Q3 example for a six-provider family practice. Edit any field — the printable agenda updates as you type. Switch to Minutes after the meeting to print the same document with discussion notes and signature lines.

Meeting details

Organization

Quarter / meeting

Date

Time

Location / remote link

Quorum

Chair

Minutes recorded by

Members and guests present

Standing agenda items

75 min planned

Each item is tagged to one of the OIG seven elements so the minutes show the whole program was covered.

Open-issues log

Findings carried quarter to quarter until closed: risk-analysis gaps, audit exceptions, hotline reports, incidents.

Action items

Every action needs one named owner and a date. Unowned actions do not get done.

Compliance Committee — Meeting Agenda

Lakeside Family Medicine, PLLC

Q3 2026 · Sep 16, 2026 · 12:00 PM – 1:15 PM

Location:: Conference Room B / Teams
Chair:: Maria Delgado, Compliance Officer
Recorder:: Jen Okafor, Practice Manager
Quorum:: 4 of 6 voting members
Invited:: Dr. Alan Reyes (Medical Director), Jen Okafor, Tom Brandt (Billing Manager), Priya Nair (IT/Security Officer), Lisa Chen (HR)

1. Agenda (75 min)

#	Item	OIG element	Presenter	Min
1	Call to order, quorum, approval of Q2 minutes	—	Chair	5
2	Compliance Officer report: program metrics, regulatory updates, budget	2 · Compliance Leadership & Oversight	M. Delgado	10
3	Policy review: policies due for annual review or revision	1 · Policies & Procedures	M. Delgado	8
4	Training status: completion rates, overdue staff, new-hire onboarding	3 · Training & Education	L. Chen	8
5	Hotline and reporting log: reports received, trends, anonymity preserved	4 · Lines of Communication	M. Delgado	7
6	Audit and monitoring results: chart audits, access-log review, billing sample	5 · Auditing & Monitoring	T. Brandt / P. Nair	12
7	Enforcement: sanctions applied, consistency check	6 · Enforcement & Discipline	L. Chen	5
8	Incidents, breaches, and corrective action plans	7 · Response & Corrective Action	P. Nair	10
9	Review of open action items, new business, next meeting date	—	Chair	10

Elements covered this meeting: [1] [2] [3] [4] [5] [6] [7]

2. Open-issues log

Issue	Source	Owner	Due	Status
Security risk analysis: 4 high-risk findings still without a remediation date	2026 risk analysis	P. Nair	Oct 15, 2026	In progress
Three BAAs with vendors expired or unsigned (transcription, shredding, cloud backup)	Q2 vendor review	J. Okafor	Sep 30, 2026	Open
Overdue annual HIPAA training for 3 part-time staff	Training log	L. Chen	Sep 30, 2026	In progress
Misdirected fax to wrong pharmacy — four-factor assessment documented	Incident report 2026-08	M. Delgado	Sep 16, 2026	Closed

3. Action items

Action	Owner	Due	Status
Send BAA renewal packets to the three vendors; escalate to termination if unsigned in 30 days	J. Okafor	Sep 30, 2026	Open
Present remediation plan with dates for all high-risk findings	P. Nair	Oct 15, 2026	In progress
Complete overdue training; apply sanctions policy if not done by due date	L. Chen	Sep 30, 2026	Open
Revise sanctions policy and mobile-device policy; circulate for vote at Q4 meeting	M. Delgado	Nov 30, 2026	Open
Schedule Q4 meeting and circulate agenda 7 days in advance	Chair	Nov 15, 2026	Open

Cyanotype vignette of a meeting table ringed with empty chairs and blank pads — A meeting table ringed with empty chairs and blank pads.

What Is a Compliance Committee Meeting Agenda?

A compliance committee agenda is the standing order of business for the group that oversees your compliance program. In OIG's General Compliance Program Guidance (November 2023), the compliance committee is part of element two — compliance leadership and oversight — and OIG recommends it meet at least quarterly, with an agenda circulated before each meeting and minutes kept of what the committee did and decided.

The template above does both jobs with one document: the same standing items become the agenda before the meeting and the minutes after it. Every item is tagged to one of the seven elements, so a year of minutes proves the committee actually oversaw the whole program — not just whatever was on fire that quarter. It pairs naturally with an annual compliance work plan, which feeds each quarter's audit and training topics.

Why Quarterly Meetings (and Minutes) Matter

A compliance program that exists only on paper is worse than none in front of a jury. When OCR or OIG investigates, the first documents requested are policies, training records, and committee minutes. Minutes showing quarterly review of audits, hotline reports, and corrective actions are the cheapest evidence of an effective program you can produce.

Quarterly is the floor, not the ceiling. The cadence works because it matches the natural rhythm of the program: quarterly audit cycles, annual training requirements, and the annual security risk analysis whose findings the committee tracks to closure. A committee that meets monthly but keeps no minutes documents less than one that meets quarterly and writes everything down.

How to Use This Agenda Template

1
Fill in the meeting details
Organization, quarter, date, chair, recorder, and who is invited. The quorum line matters — minutes that never state quorum are a common audit finding.
2
Adjust the standing items
The default agenda covers all seven OIG elements in 75 minutes. Rename items, change presenters and time boxes, or add items for your specialty (Stark/AKS review, 340B, lab compliance).
3
Update the open-issues log
Carry forward anything not closed last quarter: risk-analysis findings, expired BAAs, audit exceptions, hotline reports. Each issue keeps its source, owner, due date, and status.
4
Assign action items
One named owner and one date per action. Review them first thing next meeting — that follow-through loop is what OIG means by an "effective" program.
5
Print the agenda, then print the minutes
Circulate the Agenda view before the meeting. During or after, type discussion notes into each item and switch to the Minutes view — it adds decisions, signature lines, and the retention note.

Who Sits on the Committee?

Small practice (1–10 providers)

Compliance officer (often the practice manager wearing the hat), a physician owner, billing lead, and whoever owns IT. Three to five people is enough — the discipline matters more than the headcount.

Group or clinic (10–50 providers)

Dedicated compliance officer as chair, medical director, HR, revenue cycle, IT/security officer, and a rotating department seat. Six to eight voting members.

Hospital / health system

Senior leaders from legal, quality, HIM, pharmacy, and finance, with the compliance officer reporting independently to the board audit and compliance committee.

Whatever the size, the compliance officer should not report through billing or legal, and at least one member should carry clinical authority — corrective actions that touch Stark and Anti-Kickback exposure or documentation practices go nowhere without a physician champion.

Mapping the Agenda to the OIG Seven Elements

The default standing items map one-to-one onto the seven elements from OIG's General Compliance Program Guidance. The output above prints a coverage line — [1] [2] [3] [4] [5] [6] [7] — so a reviewer can see at a glance that nothing was skipped.

#	OIG element	Standing agenda item	What the committee looks at
1	Written policies & procedures	Policy review	Which policies passed annual review; which were revised and why; code-of-conduct attestations.
2	Compliance leadership & oversight	Compliance Officer report	Program metrics, budget and staffing, regulatory changes, board reporting.
3	Training & education	Training status	Completion percentage, overdue staff by name, new-hire onboarding within 30 days.
4	Effective lines of communication	Hotline & reporting log	Reports received, categories and trends, response time, anonymity preserved.
5	Auditing & monitoring	Audit results	Chart and billing audit samples, error rates vs. last quarter, EHR access-log reviews.
6	Enforcement & discipline	Sanctions applied	Disciplinary actions this quarter and whether they were consistent across roles.
7	Response & corrective action	Incidents & CAPs	Incidents and breach assessments, corrective action plans, repayment or self-disclosure decisions.

Feed element five from your HIPAA audit checklist results, element three from the training log, and element seven from your incident reports and any breach notification assessments from the quarter.

Writing Minutes That Hold Up

Minutes are legal documents. In an OCR investigation or a False Claims Act case, they are read years later by people looking for either diligence or negligence. Five rules keep them on the right side:

1.
Record decisions and votes, not conversation. "Committee approved the revised sanctions policy 5-0" beats a paragraph of who said what.
2.
State quorum at the top and note anyone who recused (for example, a billing manager during a billing-audit discussion).
3.
Give every finding a disposition: closed, carried to the open-issues log, or escalated to the board or counsel.
4.
If counsel attends for a specific matter, mark that discussion privileged and keep it in a separate memo, not the general minutes.
5.
Approve last quarter's minutes as the first order of business — unapproved minutes are drafts, and drafts carry less weight as evidence.

Retain approved minutes for at least six years — that matches the HIPAA documentation retention rule at 45 CFR § 164.316(b)(2) and covers most payer lookback windows. Recurring findings in the minutes (the same common violations quarter after quarter) are a signal to change the control, not just re-train.

One Committee, the Whole Program

In a small or mid-size practice, one committee should own everything compliance touches: HIPAA privacy and security, billing and coding accuracy, Stark and Anti-Kickback arrangements, OSHA, and credentialing. Splitting these into separate meetings quadruples the administrative load and lets issues fall between chairs. Use the element tags on each agenda item to keep the mix honest, and pull next quarter's audit topics straight from your annual work plan. A quick quarterly spot-check with the HIPAA compliance checklist makes a ready-made element-five report when the audit calendar is light.

Related Tools & Guides

Compliance Work Plan Template

Annual month-by-month calendar of HIPAA, OSHA, billing, and credentialing activities that feeds each quarter's agenda.

HIPAA Audit Checklist

Internal audit checklist whose results become the committee's element-five report.

HIPAA Training Log

Track who completed annual training and when — the source for the training-status agenda item.

Stark Law & Anti-Kickback Guide

The two fraud-and-abuse laws every committee reviewing physician arrangements needs to understand.

HIPAA Incident Report Form

Document privacy and security incidents that flow into the committee's corrective-action review.