Any member of your team can ask a question in plain English — by voice or text — and get a clear answer drawn directly from your own policies. Every answer includes a link to the exact section, so they can read more if they want to. Urgent topics (safeguarding, fire, cardiac arrest) automatically surface escalation prompts.
Everything you need — in one clear, practical place.
PolicyNow is built specifically for UK health and social care. It takes the policies you already own — and gives you a head start on the ones you don’t — then turns them into daily support for your team and real evidence for you.
Over 1,600 templates that arrive already written as your policies.
Choose from more than 1,600 substantial, sector-tailored policy templates, each built on current UK legislation and real procedures. When you adopt one, PolicyNow automatically fills in your organisation’s details throughout: your service name and full address, your named leads (Registered Manager, Nominated Individual, Safeguarding Lead, Infection Control Lead, Data Protection Officer, Complaints Officer and more), your CQC registration, contact details and review dates. What would take weeks of editing arrives in minutes, already reading as your own. You review it, adjust anything you want, and approve it before it goes live — reviewed and owned by your qualified person, never “compliant out of the box.”
Bulk staff import
Add your whole team quickly with a spreadsheet upload — CSV or Excel — with a clear preview and per-person check before any invitations go out.
Daily Use — For Every Member Of Staff
Must-know policies
The policies that matter most to each role are surfaced clearly, with simple status indicators: Acknowledged, Review due, or Unread.
QR code policy access
Print a QR code for any room or noticeboard. Staff scan it and go straight to the right policy on their phone. Every scan is logged.
PIN-secured access
Staff confirm who they are with a personal PIN before they read or acknowledge a policy. It keeps access simple on shared devices — and it’s what makes every record trustworthy: you always know it was really them.
Offline-access
Mark key policies as available offline. In areas with poor signal, staff can still read important guidance and recent answers. Online they get full AI responses; offline they get the most relevant passage with its source.
Policy Management — Stay In Control
Full version control & “what changed”
Every version of every policy is kept as a snapshot. When a policy changes, you can see exactly what moved — section by section, before and after, side by side. Staff who need to re-acknowledge see the same clear “what changed” view, so they re-read informed, not blind.
Automatic re-acknowledgement on change
When a policy’s content changes meaningfully, everyone who previously acknowledged it is automatically prompted to re-read and confirm. Minor tidy-ups, like a title or a review date, don’t trigger unnecessary chasing.
Policy review scheduling & reminders
Set a review date for every policy and let PolicyNow keep track. You’ll know what’s coming up and what’s overdue — with a clear approval trail behind every review — instead of finding out at the worst moment.
Regulatory amendments — proposed, never imposed
When the nightly monitoring spots a change that affects one of your policies, PolicyNow can prepare a suggested amendment with its source. A qualified person reviews it and decides: accept, edit, or set aside. No policy is ever changed automatically. This is the heart of how PolicyNow works — software signals, people decide.
Per-policy audit log
Open any single policy and see its whole story: who accessed it, who acknowledged which version, and when.
Compliance & Evidence — For Managers and Leaders
Inspection Readiness Score — that explains itself
A live, always-updated view of your compliance against your regulator’s framework — whether that’s CQC’s five key questions or the equivalent in Scotland, Wales or Northern Ireland. Rated clearly in Green, Amber or Red based on real activity. Score Drivers tell you why your score is where it is and what to act on next — so you’re never left guessing.
Regulator mapping
Every policy is mapped to your regulator’s framework — CQC key questions and Quality Statements, or the equivalent in your nation — so you can see exactly where you’re well covered and where a gap is opening up. It’s what powers your readiness score and your inspection pack.
One-click Inspection Pack
Generate a complete, professional evidence report in seconds — ready to hand to an inspector the moment they arrive.
Staff acknowledgements & audit trail
See exactly who has read each policy, which version, and when — all timestamped, all exportable.
AI training module generator & comprehension quizzes
Generate training straight from your adopted policies, in a few clicks. Choose the right kind for the moment: a single-policy module, a sweep across a whole category, a module built around your regulator’s framework (such as a CQC key question or RQIA domain), or a real-world scenario that tests how staff apply a policy under pressure. Short comprehension quizzes then evidence genuine understanding, and pass rates feed straight into your compliance score. Dental, Welsh-language and Scottish workforce requirements are built in where they apply.
Compliance gap action list & trend timeline
Clear actions for every gap, plus a visual timeline showing how your compliance is improving over time — exactly what inspectors like to see.
Incident & feedback reporting
Quick, simple reporting with an anonymous option, across incidents, safeguarding, complaints, near-misses and general feedback. Pattern detection helps you spot risks early.
Statement of Purpose builder
A guided editor that helps you create and maintain your Statement of Purpose, pre-filled from your organisation’s details and ready to export.
Benchmarking
See how your training completion and comprehension compare with anonymous data from similar services.
Group Oversight
Running more than one location? Bring them together under one group. Invite or link each site, add overseer accounts for your central team, and see readiness across every location side by side — so you know instantly which sites are inspection-ready and which need attention. Each site keeps its own policies, staff and evidence; you get the view across all of them.
Governance intelligence
PolicyNow checks official regulatory sources across all four nations every night. Relevant changes are flagged for review by a qualified person in your team, and can be turned into a suggested policy amendment. Nothing is ever changed automatically — people decide.
Notifications
Timely alerts for re-acknowledgements, policy reviews coming due, regulatory updates, incidents and changes in your readiness score.
Trust, Security & Fit
- Sector- and nation-specific from the first screen — the platform configures itself to your regulator and service type at sign-up.
- Role-based access with granular permissions — people see and do only what their role allows; policy editing stays with managers.
- PIN-verified actions and a full, timestamped audit trail.
- UK-based hosting with complete data isolation between organisations.
- A growing library of over 1,600 editable templates — starting points you review and make your own.