A dated, scoped view of the records held, the review performed and the items still open. The Sentinel Evidence Record is the underlying record; an Evidence Package is a scoped output from it, not a separate subscription. An outside request must be scoped and authorized before records are shared. This prepared fictional example does not certify compliance or promise that every requested record is available.
Demonstration data — a fictional demo practice, not a client record
Practice: Riverside Primary Care (demo)1 location · 7 workforce membersReporting date: 1 September 2026 (illustrative)
Supporting evidence heldClaimed but unverifiedAction required
Training evidence: follow one open item
Prepared example
Prepared fictional example · Riverside Primary Care · 1 September 2026 · 1 location · 7 workforce members. Supporting evidence held is not a certification of compliance. Action status and evidence status are recorded separately.
TR-005 · Ashley Brooks, RN. Annual HIPAA refresher: fictional practice policy / Sentinel service calendar. Federal HIPAA training obligations depend on the applicable rule and circumstances; this annual date is not presented as a universal legal deadline.
Action: reported complete on 10 AugustPractice report only · Ashley supplies the attendance record · Aisha Bennett owns the practice decisionEvidence not held
Sentinel administration: request, follow up, record and escalateRequest 12 August · follow-ups 19 and 26 August · escalation 1 September · agreed follow-up target 22 SeptemberRemains open
Review scope: named person, training subject and recorded date. No independent test of knowledge, issuer authenticity or technical controls. Staleness and applicability are separate review questions.
Who was checked, when, and against which sources — a dated record, not an assumption.
7 of 7 workforce members screenedFederal OIG LEIE + GSA SAM exclusions + Texas HHSC exclusion list · dated certificate on fileSupporting evidence held
Screening sources and check dates identified for every personAgreed monthly service cycle · applicable payer/program requirements reviewed separatelySupporting evidence held
5 potential name matches flagged and under reviewEach match documented with resolution ownerAction required
Training completion evidence
Demo data
Completion evidence per person, per requirement — with the outstanding items named, owned, and dated rather than undiscovered.
4 of 7 workforce members have reviewed refresher recordsSupporting attendance summary held · person, subject and date reviewedSupporting evidence held
HIPAA refresher records — 3 of 7 not heldPractice-adopted annual calendar, not a universal HIPAA deadline · Ashley reports completion; Carlos and Tariq remain openAction required
Bloodborne pathogens training — Carlos and Tariq need follow-upOccupational exposure assumed for this example · annual training under 29 CFR 1910.1030(g)(2)Action required
License, certification & CE evidence
Demo data
License, registration and certification records within the agreed scope, with the document dates and outstanding evidence visible. Applicability depends on role, jurisdiction and contract.
Dr. Jane Smith — state medical licenseCertificate on file · renewed November · expires October 2027Supporting evidence held
Dr. Mark Lee — DEA registrationCurrent by attestation · certificate requested, not yet filedClaimed but unverified
Ashley Brooks, RN — CPR/BLSRenews in October · inside the 60-day reminder window · renewal scheduledClaimed but unverified
Carlos Rivera, MA — CPR/BLS expired (May)Renewal course scheduled · owner assigned · evidence slot openAction required
Controlling policy versions
Demo data
The version that governs today — identified, dated, and distinguishable from every draft that came before it.
5 practice-adopted policies documented with controlling versions identifiedVersion history retained · acknowledgements trackedSupporting evidence held
Open evidence gaps stay open until the specified supporting record has been reviewed — with a named owner, a due date, and a documented closure trail.
Sharps incident (April) — corrective action in progressRecordability requires a separate applicability review · practice response owner named · supporting closure evidence pending · no patient informationAction required
Incident documentation and response record on fileReported, logged, and dated the week it occurredSupporting evidence held
Business-associate inventory status
Demo data
Vendor status depends on the actual relationship and PHI access. A vendor is not automatically a business associate; agreement terms determine any renewal date.
4 business-associate agreements executed and currentEHR · billing · storage · shredding · this example assumes PHI functions on behalf of the practice; contract terms reviewed individuallySupporting evidence held
Laboratory relationship — classification unresolvedTreatment disclosures alone do not require a BAA · review the actual services and applicable contract before determining the next actionAction required
Answering service — no agreement on fileAssumed PHI access on behalf of the practice · signed BAA not held · remains open after two follow-upsAction required
Deadline map
Demo data
The next 90 days of obligations — each with an owner and an escalation path, so nothing depends on one person’s memory.
Vendor agreement renewal — due in 18 daysOwner assigned · reminder + escalation scheduledOwned & scheduled
Monthly exclusion screening cycle — due in 9 daysAgreed service calendar · resulting certificate reviewed and filedOwned & scheduled
Training completion follow-ups — due in 21 daysPer-person deadlines · owner assignedOwned & scheduled
Policy annual reviews — due in 45 daysReview owner assignedOwned & scheduled
A gap-honest record like this one is the point: the open items are documented, owned, and dated — not discovered under a deadline.
Continuity findings
Demo data
What depended on one person — and what was converted into a record the practice owns.
Deadline tracking previously lived in the office manager’s personal calendarMigrated to the practice-owned deadline map · owners assignedResolved
Vendor renewal timing was handled from memoryNow in the agreement register with renewal dates and escalationResolved
Screening-cycle ownership had no named backupBackup owner assigned · process documentedIn progress
Management summary
Demo data
Riverside Primary Care’s operating record is current and producible across screening and deadline controls, with five potential screening name matches documented and under review. Training completion, one staff certification renewal, two agreed policy reviews, and two vendor exceptions require action; each open item is documented with a named owner and a due date. License and CE evidence is tracked per person, with two certificates pending filing. Continuity risk has been reduced from three single-person dependencies to one, which remains in progress. Any outside response is limited to the authorized scope and records held, with gaps and review dates disclosed. Delivery timing depends on the request.
Evidence index
Demo data
Every document in the package, dated — the index a reviewer sees first. Use Print / Save as PDF to keep this sample.
Exclusion-screening certificates (federal + state)Monthly series · latest dated August 11On file
Training completion certificates, per person4 current · 3 in follow-upPartial
License, DEA, and CPR certificates, per person1 filed · 2 requested · 1 renewal in progressPartial
Policy register with controlling versions5 documents · version history retainedOn file
Business-associate agreement register4 executed · 2 open items documentedOn file
Corrective-action log1 open · closure criteria documentedOn file
From a reported status to supporting evidence held.
Reported status
Someone handles the training.
The policies are in a folder.
Screening is probably being completed.
The office manager knows the deadlines.
The practice has never had a serious problem.
The documents can likely be found if needed.
Supporting evidence held
Every active person’s evidence state is known — current, pending, or in action.
The controlling policy version is identified.
Screening records show who, when, and which sources.
Deadlines have owners and escalation paths.
Corrective-action evidence gaps remain open until the specified review is complete.
The held records can be identified for an authorized, scoped request.
A reported status needs context. The record shows what supports it.
This is what supporting evidence looks like on paper.
Your practice may already be able to produce a record like this. The Readiness Proof Test is a self-reported diagnostic. It does not inspect supporting documents.
All names, dates, counts, and statuses on this page are demonstration data describing a fictional demo practice (“Riverside Primary Care”). No client information is shown. A scoped Evidence Package reflects your practice’s actual documented record and is not a certification, guarantee, or legal determination of compliance.