So you got that email from HSP on the 15th of September that the SAT (Self-Assessment Tool) is now available.
I bet many of you just saw the subject line, tried to make a mental note. "Oh, yes, I need to remember to get to it. Still plenty of time."
Or maybe some had the eye rolls.... And a bit of a resentful feeling... "I got stuff to do, clients to take care of, staff members to keep happy, I don't have time for tick boxes!"
Maybe you're a bit more organised, made a plan to schedule it properly.
And guess what.... You have 5 days left. Now you need to make that time somewhere.
Why This Happens to Good Clinic Owners
As independent hearing clinic owners we strive to be compliant. We all want to do the right thing. We all want to make sure we're on top of all the rules and regulations.
But our clients always come first.
And we go the extra mile to make sure we meet their needs! Mrs. Johnson needs her hearing aid adjusted...again. Mr. Lee is struggling with his new devices and needs reassurance. The GP reports needs to go out.
Then we have our employees that need our attention. Decisions need to be made. Someone is on leave, bills to be paid, orders that need to be sorted and the list goes on and on and on.
And oh yes, you really really want to update the Policy and Procedure manual that lives somewhere... you kinda know where.
(Somewhere between that folder labelled "Important Admin 2023" and the one called "Really Need to Organise This" 😅)
You've built a Policy and Procedure manual at some point and just kept on making the most urgent changes, whenever you had to onboard a new employee, or had a rare spare moment, just to be interrupted again with some or other fire to deal with.
Here's What the SAT Is Really About
The Self-Assessment Tool isn't designed to catch you out. It's designed to help you identify gaps in your compliance systems before an audit or unfortunate incident does.
Think of it as a health check for your clinic, not a pass/fail exam.
It's like when you ask clients 'How are the hearing aids working?' and they say 'Great!', but the data logging shows minimal use or the wax filters are clogged. Better you find out now than months later when they're disappointed with the outcome!
Bottom line: The SAT helps you spot problems before they become expensive compliance issues.
Your Compliance Info Is Everywhere - And That's the Problem
Take Practitioner Credentials, For example
You might have another practitioner or two, and because you have a small team, it's easy to just do a quick informal check to check if their membership is up to date.
If only you could remember where YOUR certificate is...🙄 . Now you have to login to the membership portal AGAIN (what was that password?) just to download yet another copy (and store it in a folder that "I am sure I will easily remember what I named it").
QP numbers? Easy. Just need to login into the Practice Management System. It's stored there somewhere.
So yes, you have all of the information. It's just spread everywhere. You ARE compliant. It's just finding everything takes minutes you don't have.
What's the biggest complaint of business owners? Time.
(Shortly followed by... employees 😉)
Or When You're Suddenly Questioned About Insurance
You know very well you paid it. It goes off the bank account automatically. So you know it's current... Yes?
Just need to do a "quick search" through 487 unread emails to check ... "I know I filed it in that folder." Which folder? 🤔
And now you've just burned 15 minutes hunting for a document that should take 30 seconds to produce.
Why Do They Keep Hammering on Client Record Management?
We all know to keep the client files safe and secure and why. We've got cloud storage, backups, security.
"I'm sure the Cloud is secure and we're compliant." and "we always lock the filing cabinets" (Right? RIGHT??)
We do try to do the right things. But in the end, YOU as the business owner, are ultimately where the responsibility ends. It comes back to you.
Here's What I've Learned From 20+ Years Dealing With HSP
They are not out to get you. They're not the compliance police looking to pounce.
They are there to ensure regulations are followed. And there are MANY regulations.
Will you miss something? Probably. Will you misinterpret something? Maybe.
Because you're doing the right thing with imperfect information while running a business.
There will always be something that you missed, or misunderstood, or interpret differently than what it was meant to be. And keeping up with constant changes is challenging.
We're all human. HSP knows this. They'd rather you identify gaps yourself than discover them during an audit or when something goes wrong, and stress levels are high.
Your Game Plan for This Week
Okay, it's Monday. The SAT is due Friday. Here's what matters:
1. Be Honest About Gaps
When you complete the SAT, answer every question honestly. If you're missing something, say so. If you're not sure about a process, explain what you currently do.
The SAT isn't expecting perfection. It's expecting honesty and commitment to improvement.
HSP wants you to identify gaps yourself. It's easier to fix problems when YOU find them on your terms and not through a surprise event.
Think of it like realising you did the 800 assessment before renewing the voucher. Awkward and inconvenient? Yes. Catastrophic? No. Fixable? Absolutely.
2. Focus on the Non-Negotiables
If you're short on time, prioritise:
➤Practitioner credentials: Current membership, QP numbers active, no lapses
➤Insurance: Professional Indemnity, Public Liability, Workers' Comp, Valid max limits.
➤Client consent: Signed forms for recent clients (spot check 5-10 files)
Why these three? Because they cover the biggest risks: unqualified staff doing work, no valid insurance backing the business, and missing documentation that can undo your claims or your contract.
Everything else? Document what you have, note what you're missing, commit to a timeline for improvement.
3. Stop Trying to Be Perfect
You don't need a 50-page policy manual formatted in perfect legal language by Friday.
(Though if you've got that ready to go, kudos! Can I borrow it?)
You need evidence that you understand HSP requirements, you have processes in place (even if informal), and you know where your gaps are.
Don't let perfect be the enemy of done. Get it submitted. Then fix the gaps properly when you have time.
Okay, So You Submitted the SAT. Now What?
Here's the reality: Scrambling before every SAT deadline is exhausting and inefficient.
At some point, you need a proper compliance system - policies that are current, organised, and accessible.
That might look like:
- Work with a consultant: Partner with someone who gets hearing clinics. You provide clinic details, they handle the heavy lifting. (Best of both worlds - you stay involved but save time) YES!! Thats me 😃
- Do it yourself: Block 15-20 hours, research requirements, draft policies systematically. (Free-ish, but time-consuming and risk of missing requirements)
What Works Best?
Whatever gets it DONE and keeps it CURRENT.
Honestly? A combination works best. Expert help for the complex, compliance-critical stuff. Your customisation for clinic-specific details.
The goal is to get to a place where compliance feels manageable, not overwhelming.
Where you're not scrambling before every deadline. Where next September, you open that HSP email and think, "Yep, I've got this. Everything's organised. Everything's documented."
And you can focus your energy on growing your business instead of chasing paperwork.
If You Want Help Getting This Sorted
Instead of trying to do it all while you have a business to run, you have someone available who actually understands what you're dealing with.
I'm here for you. I've been there, done that (got the compliance grey hairs to prove it!).
I would love for you to have more time available for working ON your business - taking care of clients and your team.
Most importantly: having downtime, without compliance being that "thing you're supposed to do" taking your valuable energy that's needed somewhere else.
I work with independent hearing clinic owners to create comprehensive, audit-ready HSP compliance documentation - customised for your clinic setup, based on current 2025-26 guidelines.
But it's not just a set of policy templates. It's a working system designed for everyday use: incident reporting processes, record-keeping workflows, auditing forms, staff training tools - all aligned, and ready to implement from day one. (in small/medium business language!!)
Your time: ~90 minutes (one questionnaire, review calls)
My time: 15-20 hours (research, drafting, formatting, customising)
And next year this time? You'll feel excited about completing the SAT 😆 ... with ease and confidence.
If you'd like to chat about what that could look like for your clinic, let's have a conversation.
— Lizette
(Who has definitely been there, done that, and would love to help lighten your burden!)