Accreditation requires proof that every clinic employee read each policy update — and paper signature forms kept vanishing. We automated distribution, e-signature collection, and escalating reminders across 12 clinics, taking every rollout to 100% acknowledgment inside seven days.
Typical results
0
Missing signatures at audit
1 hr
Chasing per rollout, from 12
12
Clinics on one audit trail
Figures reflect typical results for this kind of automation.
The challenge
With 380 clinicians and staff across 12 clinics, every policy update — infection control, privacy, safety — was emailed as a PDF and signed on paper forms that lived in binders. A week in, barely 41% had acknowledged; rollouts dragged for six weeks and still missed people. A single accreditation audit could turn up 57 signatures nobody could produce.
Before and after
Acknowledged within 7 days
2.4×HR hours chasing per rollout
−92%Missing signatures at audit
−100%The automation
We built a rollout flow on Make: publishing a new policy version distributes it automatically to exactly the roles it applies to, over email and WhatsApp, with a one-tap e-signature link. Reminders escalate on days two and four, the clinic manager is copied on day five, and new hires receive the current version of every policy on day one. A live board shows who hasn't signed, and a one-click export produces the regulator's evidence pack.
How it works
- 01
Version out
Publishing a new policy version distributes it to exactly the roles it applies to, by email and WhatsApp.
- 02
Sign in one tap
Staff open, read and e-sign; the version, timestamp and signer are recorded automatically.
- 03
Escalating reminders
Nudges go out on days two and four; the clinic manager is copied on day five.
- 04
New hires covered
Joiners automatically receive the current version of every policy that applies to their role.
- 05
Audit in one click
A live board shows who hasn't signed, and one click exports the regulator's evidence pack.
Starts from
- New policy versions
- Staff roster by role
Delivers
- E-signature collection
- Escalating reminders
- Live audit trail
The impact
Rollouts typically reach 100% acknowledgment within seven days, up from 41% in the first week. HR chasing falls from twelve hours per rollout to one, and accreditation audits close with zero missing signatures, down from 57, exported in a single click.
Questions about this automation
How does each policy reach only the staff it applies to?
Each policy is tagged with the roles and sites it covers, and the staff roster in the HR system holds each person's role and site. Publishing a new version sends it by email and WhatsApp to exactly that group, with a one-tap link to read and e-sign. Staff outside that group are not bothered.
What is recorded when someone signs a policy?
The signer, the exact policy version, the date and time and the channel used are stored automatically. That record feeds a live board that shows who has and has not signed, by site and role, and a one-click export builds the evidence pack an accreditation auditor or regulator asks for.
How are reminders and new hires handled?
Staff who have not signed get reminders on days two and four, and the site manager is copied on day five. New hires automatically receive the current version of every policy for their role when they join, so coverage never slips. Simple automations like this are usually live within days once policies are tagged by role and site.