Documents and Policies Manager
Streamline your document management
Automatically distribute, track and store essential documentation digitally, eliminating paper-based processes and maintaining a complete audit trail. From staff handbooks and health & safety policies to training records and supervision documents, ensure your documentation is always accessible, up-to-date and ready for inspection.
Key Features
Never Lose a Document Again
Say goodbye to missing files and endless searches through filing cabinets. Every policy, procedure and document is stored securely in one central digital location, instantly accessible to those who need it. Whether you're managing one site or twenty, you'll always know exactly where your documentation is and who has acknowledged.
Automate Your Document Workflows
Transform your paper-based processes into streamlined digital workflows. Documents are automatically emailed to relevant staff members and securely stored - no more printing and filing. Set automatic review reminders to ensure policies stay current and compliant.
Maintain a Complete Audit Trail
Keep track of who's seen what and when, with zero effort. Every document interaction is automatically logged, creating a clear audit trail of distributions, views, and acknowledgments. Perfect for CQC inspections and internal audits, you can demonstrate your compliance with just a few clicks.
How it works
Our Documents and Policies Manager transforms your document distribution into a seamless digital process that saves time, reduces errors, and keeps everyone accountable.
From the moment you upload a document to acknowledgement and storage, everything is automated and tracked.
Create your Documents and Policies library
Build your digital document library with ease. Upload your existing policies and documents. Set review/approval dates to ensure everything stays current, and organise documents by department, role, or document type. You can even set different requirements for different staff groups, ensuring everyone receives exactly what they need.
Email appropriate staff
No more printing and distributing papers by hand. The system automatically emails the right documents to the right people at the right time. Whether you’re sending updated policies to your entire workforce or role-specific documents to individual teams, everything is handled automatically and tracked digitally.
Staff take action
Staff members receive clear email notifications with direct links to their required documents. They can securely access, read, and acknowledge documents from any device, at any time. The system tracks each interaction, ensuring nothing falls through the cracks and everyone stays up to date.
Record automatically updated
As soon as a staff member completes their required actions, the system automatically updates their record. No manual filing, no data entry, no room for error. You can see real-time completion status across your organisation and easily identify any outstanding items that need attention.
Stay CQC compliant with confidence
Compliant and secure
The Health and Social Care Act 2008 requires care providers to maintain robust governance systems and comprehensive records. Under Regulation 17, you must maintain accurate, complete and detailed records relating to staff employment and service management. Under Regulation 19, you must maintain specific staff documentation demonstrating “fit and proper persons” requirements. Our Documents and Policies Manager helps you meet these requirements effortlessly.
Every document distribution, view, and acknowledgment is automatically logged, creating a clear, time-stamped audit trail that’s ready for inspection at a moment’s notice. This systematic approach to document management helps you demonstrate the effective governance and auditing processes that Regulation 17 demands, while ensuring all your Regulation 19 staff documentation remains current and accessible.
Never miss a policy review or document renewal again. Set automatic reminders for document reviews, policy updates, and renewal dates. The system proactively alerts you when documents are approaching their review/approval dates, ensuring your policies and procedures stay current and compliant.
During inspections, demonstrate your robust document management with a few clicks. Show exactly which staff members have acknowledged key policies, when they did so, and when documents are due for review/approval.
Your data security is paramount. That’s why we maintain ISO 27001 certification, the international standard for information security management. We also hold Cyber Essentials Plus certification. All of your documents are stored securely on UK-based servers, with robust encryption and access controls ensuring your sensitive information stays protected.
For multi-site organisations, maintain consistency across all locations while allowing for site-specific variations where needed.
See Documents and Policies Manager in Action
Transform how you manage your organisation's essential documentation. Book a free, no-obligation demo with one of our care sector specialists and discover how our Documents and Policies Manager can save you time, reduce stress, and help maintain CQC compliance.
See how easily you can digitise your existing policies and documents
Watch a live demonstration of automated document distribution and tracking
Learn how other organisations are using the system to streamline their compliance
