Solving Regulatory Compliance and Risk Management in Long-Term Care: A Unified Approach

Long-Term Care (LTC) providers stand at the crossroads of rising regulatory scrutiny, mounting financial pressures, and an urgent need to safeguard their mission of delivering compassionate care. With state and federal regulators tightening oversight, compliance failures can carry steep costs—financial penalties, reputational harm, and operational disruption. For leaders already navigating workforce shortages and reimbursement complexity, the risks are significant.

The good news? A new, unified approach to help LTC organizations not only stay compliant but also turn compliance into a strategic strength. Through the combined expertise of Workday, OneSource Virtual (OSV), and The Groove, LTC providers can finally access the integrated systems, expert services, and healthcare-native change management needed to manage compliance proactively and sustainably.

The Challenge: Navigating a Minefield of Regulatory Demands

Compliance in LTC is uniquely intricate:

• Multiple layers of oversight (federal, state, and local) require precise reporting and audit readiness.
• Legacy, siloed systems, and manual processes create errors, duplicate data entry, and gaps in audit trails.
• Payroll complexity is a major exposure point from garnishments to multi-jurisdictional tax filings, creating frequent risk points.
• Staff turnover and process fatigue increase the likelihood of mistakes that can result in fines, failed audits, and error-prone reporting.

Research shows that non-compliance penalties in healthcare can range from $2,000 to $100,000 per violation, depending on the infraction. However, organizations that rely on fragmented systems spend 30–40% more time preparing for audits compared to those with integrated compliance platforms.

The Unified Solution: Workday, OSV, and The Groove

Together, this partnership provides a powerful compliance-first and risk reducing solution and approach for LTC organizations. The unified partnership provides a comprehensive approach to HR, financial and operational transformation. It leverages advanced technology, specialized expertise, and healthcare-native change management and best practices to build a stronger foundation for LTC providers and their residents.

Workday: The Compliance-Ready Technology Foundation

Workday unifies financial, HR, and payroll systems into a single cloud-based platform. By eliminating silos, it ensures data accuracy, real-time visibility, and seamless audit trails. Features like automated credential tracking and role-based security simplify compliance management and reduce the risk of human error. Success in Action: A large regional health provider reduced audit preparation time by 45% after consolidating its finance and HR functions on Workday, freeing its compliance team to focus on strategic risk monitoring instead of manual data collection.

OneSource Virtual: Expert-Managed Payroll Compliance

Even with strong technology, payroll remains a high-risk compliance area. OSV specializes in post-payroll operations, ensuring taxes, garnishments, and reporting are accurate across multiple jurisdictions. Their services reduce financial risk and operational error and provide peace of mind for internal teams.

The Groove: Seamless, LTC-Tailored and Risk-Reducing Implementation

Technology and services deliver value only when they are deployed and adopted effectively. The Groove ensures Workday is configured specifically for LTC workflows and best practices. Their healthcare-native deployment and human-centered change management reduce deployment risk, accelerate adoption, and empower staff to use systems confidently.

Success in Action: The Groove partnered with a LTC provider, Ohio Living to deliver a Payroll-Based Journal (PBJ) report innovation, transforming a historically manual, time-intensive compliance process into an automated, accurate, and audit-ready workflow. Results were immediate with 80% time savings and 100% on time and error-free report submission- freeing staff to focus on higher value tasks and residents.

The Data: Why Integration Matters

• 61% of companies outsource payroll to reduce compliance risk. (B2BReviews)
• Healthcare organizations with automated compliance reporting see a 30% decrease in regulatory-related errors.
• The average IRS penalty for payroll non-compliance is $845 per violation, costs that OSV helps eliminate. 
• US $14.82 million average annual cost of compliance violations — From compliance / payouts statistics analysis. 

Actionable Takeaways for LTC Providers

1. Assess compliance vulnerability points

• Map where payroll, tax, credentialing, and financial reporting currently intersect with manual handoffs or disconnected systems.
• Use that map to prioritize where integration or specialist support will yield the highest risk reduction.

2. Adopt an integrated platform approach

• Select a unified system (e.g. Workday) that supports audit trails, secure recordkeeping, and consolidation across HR, finance, and payroll.
• Avoid patchwork “add-on” systems that recreate silos.

3. Outsource or partner for high-risk processes

• Engage specialized post-payroll services (like OSV) to remove internal execution risk from tax compliance, garnishment, and multi-jurisdiction filings.
• Utilize their domain expertise to stay informed about regulatory changes.

• Leverage a deployment partner (such as The Groove) that deeply understands LTC operations to ensure configuration matches workflow reality.
• Combine technology rollout with powerful change management, training, and support to minimize errors and speed adoption.

5. Track, audit, and continuously improve

• Build recurring compliance reviews (e.g. quarterly audits) into governance cycles.
• Monitor key indicators (e.g. number of compliance exceptions, payroll audit findings, system usage rates) to identify gaps early.
• Use data from integrated systems to uncover patterns, root cause issues, and opportunities for process tightening.

The Unified Impact: Transforming Risk and Compliance Burden into Strategic Strength

Regulatory compliance and risk management no longer need to be reactive burdens for LTC providers, but can be strategic differentiators when managed well. With the unified solution and power of Workday, OSV, and The Groove, organizations can transform compliance into a proactive, powerful advantage.

By integrating fragmented systems into an audit-ready system, leveraging specialized expertise, and ensuring seamless adoption, LTC leaders can reduce risk, cut costs, and build operational confidence. For LTC leaders, this means less firefighting and a more forward focus on strategic goals and mission. Compliance becomes a foundation for growth, not an impediment. Most importantly, this approach allows providers to reinvest time and resources where they matter most by supporting staff and delivering compassionate care to residents and families.

The result? A stronger, more resilient LTC organization that thrives and excels in a highly regulated world.

 Co-Editors: Workday and OneSource Virtual