How to Set Up a Compliant Policy Library for Your GP Practice
Maintaining an organised, accessible policy library is essential for meeting RACGP accreditation requirements and ensuring your team stays compliant. Here’s how to build a simple, secure, and efficient system using Google Drive.
Why You Need a Centralised Policy Library
A well-structured policy library helps your practice:
- Meet RACGP Standards (5th edition)
- Ensure consistent processes across the team
- Simplify updates and version control
- Provide quick access during audits or staff onboarding
Step-by-Step: Building Your Policy Library
1. Create a Dedicated Google Account (if needed)
If your practice doesn’t already have a shared Google Workspace account, create one solely for managing accreditation and compliance. This keeps ownership clear and avoids issues with staff turnover.
2. Create a Folder Named:
“Accreditation – Policies & Documents”
Within that, create subfolders for:
- Clinical Policies (e.g. infection control, emergency response)
- Administrative Policies (e.g. privacy, complaints, HR)
- Templates & Registers (e.g. risk register, feedback log)
- Audit Tools & PDSA Cycles (find some PDSA ideas here)
3. Upload Your Current Policies
Start with your most recent RACGP accreditation bundle. Ensure:
- Each policy is saved as a PDF and in an editable format (e.g. Word or Google Doc)
- File names are clear: e.g.,
Privacy Policy – 2025.pdf
4. Set Access Controls
Minimum access:
- Owner or Practice Principal
- Practice Manager
- At least one delegated staff member (e.g., nurse, 2IC)
Make sure access is set to “Editor” or “Viewer” as appropriate. Remove access for former staff.
5. Set a Quarterly Review Reminder
Use Google Calendar or your practice software to schedule a quarterly policy review, checking:
- Currency
- Relevance
- Compliance with RACGP updates
6. Link to Induction & Training
Make the policy library part of:
- New staff onboarding
- Ongoing training requirements
- Accreditation preparation sessions
Pro Tip: Use Google Drive’s Searchability
Google Drive’s search tool lets staff find what they need instantly — no more digging through binders or emails.
Final Tip:
Label your master folder with the practice name and year — e.g.,Mentone GP – Accreditation Documents 2025
This small step makes it easier to demonstrate compliance and readiness when assessors visit.
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