Healthcare Compliance · HR Automation · Pulse Software Solutions
How a multi-location orthopedic practice replaced manual OIG exclusion checks with a fully automated monthly screening system that plugs into Paylocity, Gusto, ADP, and any major HR platform.
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Meet the Client
A growing orthopedic practice with serious compliance stakes
A large orthopedic and spine healthcare provider (name withheld for confidentiality) operates across multiple locations with dozens of employees and contractors. As a participant in federal healthcare programs, the organization must verify that none of its staff or vendors appear on the OIG List of Excluded Individuals and Entities (LEIE), the federal database of people barred from participating in Medicare, Medicaid, and other federal programs.
Hiring or retaining an excluded individual, even unknowingly, can lead to severe federal penalties and loss of reimbursements. For this client, compliance is not optional, it is existential.
The client needed a reliable, automated exclusion verification process to replace tedious manual checks that no longer scaled with their workforce.
The Challenge
Manual monthly screening that left too much room for error
Healthcare organizations are expected to screen all employees, contractors, and vendors against the OIG exclusion list every single month. Failing to do so risks heavy fines (often tens of thousands of dollars per violation) plus loss of Medicare and Medicaid reimbursements for any services provided by an excluded person.
The client’s HR and compliance teams were manually checking the OIG online database periodically, a time-consuming, error-prone task. With over 50 employees and steady growth, the manual process left too much room for human error and potential oversight. They needed an automated solution that could:
Eliminate manual name-by-name searches and run the full roster against the LEIE on a fixed schedule.
Screen every employee and contractor on schedule, plus new hires during onboarding so nobody slips through between cycles.
Generate audit-ready reports each month to demonstrate due diligence in case of a federal review.
Pull data directly from Paylocity (or any major HR platform) without duplicate entry, and handle PII responsibly.
The Solution
A secure, cloud-ready LEIE verification engine that plugs into any HR platform
Pulse Software Solutions developed a secure, cloud-ready software solution that automates the entire LEIE exclusion verification process. The system is built on a robust tech stack (ASP.Net Core web services with a SQL Server database) and can be deployed on the client’s cloud environment or on-premises servers, depending on their preference.
We designed it with flexibility so the same framework works with any popular HR or payroll platform via APIs. The solution connects to the client’s HR software (in this case, Paylocity) through its API to pull the latest employee roster each month. No manual spreadsheets needed.
Our framework is adaptable to every major HR and payroll platform, Gusto, ADP, Paylocity, BambooHR, QuickBooks Payroll, Paychex, Square Payroll, Rippling, OnPay, and more, by leveraging their published APIs. No matter which platform a healthcare organization uses, our exclusion-check system can plug in securely and retrieve the necessary employee and vendor data automatically.
How It Works
Five automated steps, executed on the 15th of every month
The system runs on a fixed schedule (the 15th of each month, adjustable to any cadence). Each run completes the full workflow end-to-end with no manual intervention required.
Key Features
Built for compliance teams, secured for healthcare data
The architecture prioritizes consistency, security, and zero-touch operation, the three things HR and compliance leaders need most from a monitoring system.
The entire process runs on a schedule without manual effort. Human error drops to zero. Nothing gets overlooked, nothing forgotten.
Integrates with Gusto, ADP, Paylocity, BambooHR, and more via API, so the screening always runs on current roster data, not a stale spreadsheet.
Data moves over encrypted channels. No SSNs or unnecessary PII stored. Access is locked to authorized personnel on a HIPAA-aligned environment.
Runs on Azure (VM plus Azure SQL) or on a client’s Windows server. This client chose self-hosted with a lightweight Windows service and scheduler.
Step-level logging and error catching. If the HR API or OIG source is down, the right people are paged within minutes so the run can be retried.
Every deployment ships with a 90-day warranty plus on-demand support and enhancements as the organization grows.
Results & Benefits
Full compliance from the first automated run
The first monthly report screened 58 employees and surfaced a handful of items for review: two exact matches (both confirmed as false positives caused by common names) and two close matches that were cleared after verification. The HR team documented every step, confirmed no actual excluded individual was on staff, and closed the audit trail for that month within hours instead of days.
The benefits the team is seeing
The required exclusion check now runs every month without fail. Auditors get timestamped reports as evidence on demand.
HR no longer combs through names on the OIG website. The team focuses on flagged cases and higher-value work instead of repetitive lookups.
Catching matches early and regularly cuts the chance of inadvertently employing an excluded individual and facing $10,000-per-incident fines.
If an excluded person were ever identified, alerts let management remove them from federal program duties immediately, protecting billing and reputation.
Every monthly email is a documented record. When regulators ask for proof, the team has a consistent paper trail ready to share.
The same engine screens vendors, contractors, and medical staff, and runs on-demand during onboarding so nobody slips through between cycles.
Conclusion
A compliance process that runs like clockwork
With Pulse Software Solutions’ exclusion verification software in place, the client achieved a secure, automated compliance process that scales as the organization grows. What was once a significant administrative burden is now handled by a reliable system that keeps their workforce verified against the OIG exclusion list, reduces regulatory risk, and saves valuable time, all without sacrificing security or flexibility.
This is one example of how Pulse Software Solutions brings healthcare organizations up to speed with OIG LEIE exclusion screening. The same framework adapts to any HR or payroll platform, from ADP and Gusto to Paylocity, BambooHR, QuickBooks, Paychex, Rippling, and OnPay.
Ready to automate your OIG exclusion screening?
Our team handles the heavy lifting, from HR API integration to deployment, so you can stay audit-ready every month without touching a spreadsheet.
