Compliance

Know what’s missing
before the surveyor does.

Every standard, every element of performance, and every reporting period, on the building it belongs to. Filed, due soon, or missing, so the gap is yours to close before anyone else finds it.

  • Standard, EP, frequency and period, with the NFPA, K-tag and CFR reference on the row
  • A readiness number per building, and the sections dragging it down
  • Deficiencies with a severity, an owner, and the work order that closes them

A surveyor should not be the first person to notice.

Book a demo See survey day

The binder is a list of what you owe, and when

Not a folder of documents. Five things it does once it lives on the building. Open one to see it.

Each requirement carries its frequency and its evidence slots. Quarterly means four. One of four with Q2 missing is a sentence you can read, not a filing cabinet you have to go through.

GREENWOOD · DOCUMENTATION · 2026InternalSurveyor
Standard, EPDocument / requirementFrequencyQ1Q2Q3Q4
Fire protection and suppression testing and inspection
PE.04.01.01
EP 2PE.04.01.01Testing for pressure supervisory indicating devicesNFPA72-2010-Table-14.4.5COPCFR-482.41(d)(2)Quarterly1 of 4 · Q2 missingQ1Q2Q3Q4
EP 2PE.04.01.01Testing for valve supervisory switchesNFPA72-2010-Table-14.4.5KK345Semi-Annual1 of 2 · SA2 due soon·SA1·SA2
EP 2PE.04.01.01Testing for other supervisory initiating devicesNFPA25-2011-Table-5.1.1.2KK352Annual1 of 1···Annual

The NFPA chapter and table, the CMS K-tag, and the CFR Condition of Participation, printed on the row. When somebody asks under what, the row answers.

GREENWOOD · PE.04.01.01 · EP 2Cited
Testing for pressure supervisory indicating devicesFire protection and suppression testing and inspection · Quarterly

Water level, water temperature and room temperature supervisory indicating devices, and other suppression system supervisory initiating devices.

Cited to
NFPA72-2010-Table-14.4.5NFPA25-2011-Table-5.1.1.2KK345KK352COPCFR-482.41(b)(1)(i)COPCFR-482.41(d)(2)
Filed against it
RFS
Q1 device test reportRiverside Fire Systems · Mar 18, 2026
Approved
Q2
Nothing filed for Q2Window closed Jun 30, 2026
Missing
2026 periods
Q1Filed Mar 18
Q2Window closed
Q3Due Sep 30
Q4Due Dec 31

Water management at 82 percent with one non compliant. Fire protection at 90 with one due soon. You know which building your next survey should not land on, and why.

GREENWOOD · READINESS BY SECTION91% ready
Due soon3
Overdue0
Non compliant1
Deficiencies4
Utility systems risk, Water Management Program1 non compliant82%
Fire protection and suppression testing1 due soon90%
Buildings serving patients comply w/ NFPA 101 (2012)2 due soon92%
Hospital manages fire risk, Fire Response PlanOn track95%
Emergency power systems maintained and testedOn track97%

Direct Impact, Situational, Limited Impact. Each with an owner, a due date, days open, and the work order that closes it. The finding and the fix are the same record.

RIVERSIDE CAMPUS · DEFICIENCIESAll buildings
Exit sign not illuminated, Stairwell BGreenwood Medical Center · Floor 02
Direct Impact7dWO-2026-0412
Generator transfer switch, annual test overdueWest Pavilion · Mechanical Room 1A
Direct Impact21dWO-2026-0419
Fire door failed to latch, east corridorWest Pavilion · Floor 03
Situational14dno WO
ILSM policy not updated for renovationGreenwood Medical Center · Floor 04
Situational45dno WO
Kitchen hood suppression, overdue 6-month testGreenwood Medical Center · Basement
Limited Impact42dWO-2026-0401

Your facilities staff, or the vendor who ran the test. It goes into the period it belongs to, with who filed it and when. Anything filed after the window closed says so.

GREENWOOD · UPLOAD HISTORYWho filed what
RFS
Valve supervisory switch test, SA1Riverside Fire Systems · Jun 14, 2026
Approved
MA
Annual fire pump flow testFacilities, M. Alvarez · May 20, 2026
Approved
MM
Generator load test, Q2Midwest Mechanical · Jul 02, 2026
In review
GLF
Kitchen hood suppression testGreat Lakes Fire Protection · filed 34 days after the window closed
34d late
RFS
Sprinkler obstruction investigationRiverside Fire Systems · Mar 11, 2026
Approved
GREENWOOD · DOCUMENTATION · 2026InternalSurveyor
Standard, EPDocument / requirementFrequencyQ1Q2Q3Q4
Fire protection and suppression testing and inspection
PE.04.01.01
EP 2PE.04.01.01Testing for pressure supervisory indicating devicesNFPA72-2010-Table-14.4.5COPCFR-482.41(d)(2)Quarterly1 of 4 · Q2 missingQ1Q2Q3Q4
EP 2PE.04.01.01Testing for valve supervisory switchesNFPA72-2010-Table-14.4.5KK345Semi-Annual1 of 2 · SA2 due soon·SA1·SA2
EP 2PE.04.01.01Testing for other supervisory initiating devicesNFPA25-2011-Table-5.1.1.2KK352Annual1 of 1···Annual

A surveyor asks on Tuesday. The answer is Tuesday.

The survey is not the hard part. Where the answer lives is.

Facilities director

Read the buildings, not the calendar. West Pavilion at 79 percent with three overdue is where the six weeks of scramble would have gone. Now it is a list of six things.

RIVERSIDE CAMPUS · SURVEY READINESS4 buildings
Due soon5
Overdue3
Non compliant4
Deficiencies9
West Pavilion1 due soon · 3 overdue · 2 non compliant · 4 deficiencies79%
Medical Office Building1 due soon · 1 non compliant · 1 deficiency88%
Greenwood Medical Center3 due soon · 1 non compliant · 4 deficiencies91%
Riverside Surgery CenterOn track96%
Riverside Campus, all buildingsThe same standards on every building89%
Internal view

Open the section. Quarterly, one of four, Q2 missing, sitting on the requirement itself. You close it, or you go in knowing exactly what is open.

GREENWOOD · DOCUMENTATION · 2026InternalSurveyor
Standard, EPDocument / requirementFrequencyQ1Q2Q3Q4
Fire protection and suppression testing and inspection
PE.04.01.01
EP 2PE.04.01.01Testing for pressure supervisory indicating devicesNFPA72-2010-Table-14.4.5COPCFR-482.41(d)(2)Quarterly1 of 4 · Q2 missingQ1Q2Q3Q4
EP 2PE.04.01.01Testing for valve supervisory switchesNFPA72-2010-Table-14.4.5KK345Semi-Annual1 of 2 · SA2 due soon·SA1·SA2
EP 2PE.04.01.01Testing for other supervisory initiating devicesNFPA25-2011-Table-5.1.1.2KK352Annual1 of 1···Annual
Surveyor view

Switch the binder over. Same standards, same elements of performance, same references, same periods. Your own scoring stays on your side of the table.

GREENWOOD · DOCUMENTATION · 2026InternalSurveyor
Standard, EPDocument / requirementFrequencyQ1Q2Q3Q4
Fire protection and suppression testing and inspection
PE.04.01.01
EP 2PE.04.01.01Testing for pressure supervisory indicating devicesNFPA72-2010-Table-14.4.5COPCFR-482.41(d)(2)QuarterlyQ1Q2Q3Q4
EP 2PE.04.01.01Testing for valve supervisory switchesNFPA72-2010-Table-14.4.5KK345Semi-Annual·SA1·SA2
EP 2PE.04.01.01Testing for other supervisory initiating devicesNFPA25-2011-Table-5.1.1.2KK352Annual···Annual
Evidence of Standard Compliance

A finding becomes a deficiency with a severity, an owner and a work order. The ESC runs from draft to completed, with milestones against a target date, on the same building.

GREENWOOD · EVIDENCE OF STANDARD COMPLIANCE3 ESCs
JC Survey ResponseSurvey Sep 17, 2025 · Sarah C.JC
✓✓✓45
DraftSubmittedAcceptedIn ProgressCompleted
2 deficiencies3 of 7 milestonesTarget Apr 29, 2026
CMS Finding ResponseSurvey Feb 28, 2026 · Tom R.CMS
12345
DraftSubmittedAcceptedIn ProgressCompleted
1 deficiency0 of 4 milestonesTarget Jun 14, 2026
Mock SurveySurvey Nov 11, 2024 · Sarah C.Mock
✓✓✓✓5
DraftSubmittedAcceptedIn ProgressCompleted
0 deficiencies5 of 5 milestonesClosed Jan 27, 2025

Survey readiness is not six weeks of work. It is twelve months of filing that the software either supports or fights.

RIVERSIDE CAMPUS · SURVEY READINESS4 buildings
Due soon5
Overdue3
Non compliant4
Deficiencies9
West Pavilion1 due soon · 3 overdue · 2 non compliant · 4 deficiencies79%
Medical Office Building1 due soon · 1 non compliant · 1 deficiency88%
Greenwood Medical Center3 due soon · 1 non compliant · 4 deficiencies91%
Riverside Surgery CenterOn track96%
Riverside Campus, all buildingsThe same standards on every building89%

The week before a survey, and the week before that

None of these are unusual. They are the ordinary year of a facilities team, before and after the binder lives on the building.

The moment✗ Before✓ With Ruya
A quarterly test gets skipped in Q2
✗Nobody notices until somebody assembles the binder
✓The period is empty in April, on the requirement, with the standard beside it
The survey is eight weeks out
✗Six weeks assembling a binder from four systems and a shelf
✓Open the dashboard. A number per building, and the sections behind it
A surveyor asks which standard a test satisfies
✗Whoever knows says so, from memory
✓The NFPA table, the K-tag and the CFR are printed on the requirement
You get a finding
✗A spreadsheet of corrective actions, tracked by whoever volunteered
✓A severity, an owner and a due date, and the work order that closes it
A vendor files a report three months late
✗You find out at the survey
✓The record says how many days after the window it landed

One binder per building, portfolio wide

The same standards, the same periods, the same evidence, on every building in the system.

3frameworks cited on the requirement itself: JC · CMS · NFPA
100+buildings on the platform
2views of one binder: yours, and the one you hand over
0per-seat licenses, so the vendor who files the report is included

Requirements are tracked per building, not estimated per campus. Every contractor, vendor, consultant and surveyor you grant access to is included in the building’s price.

What a current binder does for your year

Know before you are told.

A number you can act on

Readiness per building and per section, so preparing is a list of six things instead of six weeks of assembling.

The fix is the record

A deficiency carries the work order that closes it. Closing the work order is closing the finding.

When you rotate

Take a new campus and the binder is already there, in the same shape, with the same standards.

Sign it because you can see it.

By standard and EP

Every requirement shows its frequency, its periods, and what is filed against each one.

Cited to the source

The NFPA table, the CMS K-tag and the CFR Condition of Participation, on the requirement rather than in somebody’s head.

Through the ESC

Draft, submitted, accepted, in progress, completed, with milestones against a target date, tied to the building it came from.

One answer, every campus.

Compare buildings

Survey readiness reads every building on the same scale, so you can see which campus is carrying the risk.

Scheduled, not requested

Compliance reports go out on a schedule instead of arriving as a favor somebody did on a Friday.

The bench is included

Contractors, vendors and consultants file into the building at no extra license cost.

What facility leaders say about finding things

“
I wait 72 hours — sometimes a week or two.
Facilities & Space LeadLarge Ohio health system · 23 years in the roleOn how long it takes to get a document out of somebody else’s files.
“
Ruya brings facility information into the modern era — access is incredibly simple, without extra plugins or downloads. We can’t imagine going back.
System Director of Facilities & Construction11-campus health systemOn opening the building record without a plugin, a download, or a CAD seat.
“
I would rather you go to every single one of our buildings and resurvey the dang thing.
Steve K.System Director of Facilities, MyMichigan HealthOn wanting the same record on every building in the system.

The binder does not need anyone to copy things into it

It reads what the rest of Ruya already holds for that building.

A work order that closes a deficiency is already on the building, so it is already in the binder. The asset that was tested carries its own service history, and the vendor who tested it is tied to the buildings they work in. An open permit and its ICRA level sit on the same room record, on the same current floor plan a surveyor will read. What your team uploads goes into the period it belongs to, and nothing else has to be filed twice.

Floor PlansOne current life safety set per building, with every prior version preserved. Building DataEvery room typed and coded, so a finding has a place to land. PermitsEleven permit types in the same per-building trail. Work OrdersThe ticket that closes the deficiency, on the same record. Maintenance SchedulerRecurring testing that fills the period before it closes.

What is a digital hospital compliance binder?

A digital hospital compliance binder is healthcare regulatory compliance software that stores and organizes a hospital's survey documentation, including life safety records, permits, and inspection, testing, and maintenance reports, in the structure surveyors ask for it. Facilities teams use it to stay ready for Joint Commission (JC), DNV, and CMS surveys instead of assembling paper binders in the weeks before a visit. Ruya Compliance Binder is a software and service solution: documentation is organized per building and mapped to NFPA standards, CMS K-tags, and JC requirements, built from the same records your team already maintains in Ruya.

Questions facility leaders ask

Every standard and element of performance you are held to, with its frequency and its reporting periods, and against each one the documents filed for that period. Requirements carry their NFPA, CMS K-tag and CFR references. Alongside that sit the records Ruya already holds for the building, so a completed work order is not a second thing to file.

Your facilities staff, or the vendor who did the work. Uploads carry who filed them and when, and there is an approval step. If a document lands after its window closed, the record says how many days late it was.

It is the share of requirements whose current period is satisfied, for that building. It is not a grade, it is a worklist. The sections underneath it tell you what to open first, and the counts tell you what is due soon, overdue, or non compliant.

The binder has an internal view and a surveyor view. The surveyor view carries the same standards, the same elements of performance, the same references and the same periods. Your own readiness scoring stays on your side of the table.

It becomes a deficiency with a severity, an owner and a due date, and a work order does the actual work. After a survey, an Evidence of Standard Compliance runs from draft to submitted to accepted to completed, with milestones against a target date.

Per building, not per seat. Every vendor, consultant, contractor and surveyor you grant access to is included in the building’s price. As your vendor bench grows, your software bill does not.

Bring the building your next survey lands on.

Pick the one you would least like a surveyor to walk into. We’ll load it into Ruya and pull requirements with you on screen. Twenty minutes, with the founder, not a sales rep.

  • See your own standards, with your own evidence against them
  • Ask the hard questions, pricing included
  • Leave with clear next steps, or a clean no

Rashad Mujeebuddin, Founder, Ruya

Book a 20-minute demo

On your schedule — no prep needed.