The binder problem
A hospital runs on hundreds of policies. Most are kept in a way nobody would choose.
Shared drives and email
Three versions of the same policy, and nobody sure which one the unit is following.
Approvals by signature sheet
Signed, scanned, filed. When the surveyor asks who approved the restraint policy and when, someone goes looking.
Review dates in a spreadsheet
Kept by one person. Discovered to be out of date by a surveyor, or by an incident.
Acknowledgement by assumption
"Staff have been made aware." Of which version? Which staff? Since when?
How a policy lives here
One loop, and the record writes itself.
- 01
Written
An author uploads the PDF or Word file, or writes it here. It has a number, a department, a review cycle. Nobody else sees it yet.
- 02
Sent for approval
The approval workflow takes it: the department, then the approver, then whoever the hospital’s chain requires. Each decision is a signature with a name, a title and a time.
- 03
Approved and published
The last signature publishes it. Staff see it that moment; the previous version is kept, read-only, forever.
- 04
Acknowledged by the right people
Everyone it applies to is asked to read it and say so. Reminders chase the ones who have not, and their manager sees who is overdue.
- 05
Reviewed before it lapses
Ninety, sixty and thirty days before its review date the owner is reminded. A policy that lapses is a finding; here it is a task that arrives on time.
What is in it
The core is the policy loop. The rest is what a compliance office asks for next.
Policy library
Numbered, filed by department, category and type, searchable by full text. Every version kept.
Approval workflows
Whatever the chain is: department review, then approver, then administrator. Signatures with names and times. Stalled approvals chased weekly.
Acknowledgements
Assigned by everyone, department or role on publish. Reminders, overdue reports, a record that answers "who has read this?"
Review cycles
A date on every policy, reminders at 90, 60 and 30 days, an overdue list for the administrator.
Audit log
Who did what, when, to which record. Exportable. Retained.
Add-ons
Scope of Service, Forms & Attestations, Competency & Training, Exceptions & Variances. Switched on per organization.
What each one doesdays before a review date the first reminder goes out, then at 60 and 30
is how long a sign-in link lives. No passwords, nothing to reset
passwords for hospital staff to manage, ever
Getting in
A link in their email, or their Microsoft account. Never a password.
Staff type their work address and get a sign-in link. Hospitals on Microsoft Entra ID turn on single sign-on and staff use the account they already have. The hospital’s own System Admin runs it, and always keeps a way back in.
Security and sign-inWhat a nurse at a hospital with single sign-on sees. Both doors work; the hospital chooses when to close the second.
The standards a policy library answers to
See it with your own policies.
A demo takes half an hour. Bring three of your policies and we will walk one of them through the loop, end to end.