What Practice Managed does
Everything on this page is built and working today. It is the product as it stands, not a roadmap.
A policy manual you do not have to write
Your policies and SOPs. Ready-made policies written to the RACGP Standards, set up with their review dates and who needs to read them.
- Written to the RACGP Standards
- Each policy is sectioned, mapped to the standards it serves, and set up with its review cycle and whether staff must acknowledge it.
- Ready-made policies as drafts
- Tick the ready-made policies you want during setup and they go into your Manual as drafts. Real words you can publish as they stand, edit to match how you actually work, or replace with your own document. Nothing reaches staff until you publish.
- Bring your policies in from Word
- Bring in up to 50 Word documents at once. Imported documents land in the same tidy section layout a policy written here uses, so reordering and per-site wording work from the moment they arrive. Each one remembers the file it came from, who imported it, and when.
- Organise the manual your way
- Named groups you can create, rename, describe, reorder and file policies into. Your staff see exactly the groups you curated, immediately.
- A policy with no standard says so
- The management list marks the row Not mapped with a one-click note that opens the picker, and a filter shows just those policies.
- Archive and delete, without losing the record
- Archived policies leave every staff surface but keep their records. A draft nobody ever published can be deleted for good; anything with history can only be archived, and the database enforces that rather than the button.
An editor built for policies
Headings, lists, tables, links, images pasted straight from the clipboard, file attachments, and undo that works.
- The controls stay where you left them
- The policy name, formatting toolbar, the standard it meets and who wrote it sit across the top; Save, Save and exit and Publish sit across the bottom. Only the document moves when you scroll, so you are never hunting for the Save button.
- Long policies, organised into sections
- Rename, reorder and manage sections as cards, while your staff read one clean, flowing document with ordinary headings.
- See it as your staff will
- Click Preview while writing and you get the real reading screen, with your unsaved words in it. Pick any of your practices and the site-specific sentences fill in with that practice's own answers.
- Notes to yourselves
- Mark any section Org Admins only and it stays in the editor for the people who maintain the manual while staff never see it.
- Publishing with intent
- Choose whether staff must acknowledge, set a due date, write a version note. Drafts are invisible to everyone but admins, structurally rather than by convention.
- Every publish is a frozen version
- Numbered versions, full history, side-by-side compare, and restore, which republishes an old version as a new one so history is never rewritten. Renames go on the record too.
One policy, every site's own details
A group does not need a separate manual per clinic. One policy carries each site's own answers, in place.
- Ask each site its own questions
- Add a site-fields section wherever it belongs in the policy and write the questions inside it. Answers can be plain text or a dropdown of the options you allow, and a policy can carry as many of these as it needs.
- Answers drop into sentences
- Write Contact [IPC Lead] if you have concerns once, and every site's staff read their own person's name there. Rename the question later and every sentence using it updates at once.
- Your organisation's facts, always current
- Pick from your name, ABN, address, contact details or your named privacy officer, complaints coordinator and WHS representative. Change the privacy officer once in setup and every published policy names the new person immediately.
- Per-site rollout
- Publish a policy's site details site by site, with the frozen evidence of what each site saw and when.
- Read a policy the way a site reads it
- An Org Admin can switch to any site and see that site's answers filled in, and the documents that site attached, before anyone is asked to acknowledge it.
- Switching sites
- A multi-site organisation switches from the top bar and can search its site picker. A single-site practice just sees its own name, no clutter.
Records that hold up in a survey
The evidence is a by-product of doing the work, so there is nothing to assemble the fortnight before accreditation.
- Recorded against the exact version and site
- Overdue is judged on your practice's own calendar rather than a server's timezone, and a policy waiting on missing site details says so instead of nagging staff who cannot act.
- Annual re-reads without busywork
- Republish the same words with re-acknowledgement ticked and every staff member is asked to read again. That is the exact record a surveyor wants.
- My view
- Every staff member's personal compliance home: their policies filed in your groups, a progress ring, what-needs-attention filters, bookmarks, and a pick-up-where-you-left-off prompt.
- The bell tells you what needs you
- One panel, most urgent first, with the actual due date on anything due soon or overdue, and a link straight to it. Snooze anything and it comes back when you choose. Overdue items stay put.
- You choose what it tells you
- Turn each kind of reminder on or off and set how far ahead you want warning, from three days to a month. Overdue reminders are set once for the whole organisation.
- Staff questions stay with the policy
- Staff click Ask about this policy, and the question stays with the policy, routed to the right admin. Replies show on the bell, and its link lands the reader on that exact question. Your management screen names who asked and how long they have waited.
Including the training you do elsewhere
Write your own courses, and record the CPR and sterilisation your team does outside the app so it counts towards the same picture.
- Your own courses
- A few sections, a short multiple-choice quiz with a pass mark, how often it must be done, and who does it. A changed course becomes a new version.
- Training done elsewhere counts
- A Verified via source course points staff at the provider; a Bring your own course is for CPR, sterilisation and the like. Staff record the date, attach the certificate, and note the expiry.
- A manager checks it
- It counts once a manager clicks Accept. Until then it says Waiting to be checked, and managers see everything waiting in one To check list with the certificate a click away. Not happy? Send it back with a one-line reason.
- See who is behind, and remind them
- Open the names behind the number: who is overdue or has never done it, who is due soon, who is current and how many goes it took. One button reminds them by email, and the sheet says when they were last reminded and by whom.
- Fix a bad question
- A published course's editor shows everyone's score and goes, and the questions most often got wrong.
- Reports built for accreditation
- What share of the practice is current, by site and by role, who lapses in the next 30 or 90 days, and Download a spreadsheet gives one row per person per course.
Ready long before the visit
A countdown to your visit, what is ready and what is not, and where each piece of evidence is kept.
- Readiness at a glance
- The days to go, your last accreditation, visit and expiry dates, the biggest gap, and how the practice is tracking, read from the parts of Practice Managed that own each figure.
- What we track
- Every record the standard asks for, and where each one actually lives: in Practice Managed, somewhere else, or not used at this site. Upload evidence where it belongs.
- Preparation for the day
- The things nothing in the software can know about: posters, signage, printing and the walkthrough on the day.
- Resources in one place
- The Standards themselves, the templates the RACGP publishes, and the guides worth reading before a visit.
The day's jobs, with a name beside each
Ready-made boards for the daily, weekly, monthly and yearly jobs, so nothing lives only in one person's head.
- Start from ready-made boards
- Boards such as the Opening Checklist arrive ready to use, and you change the tasks to suit your practice.
- Who does it, and how often
- Each task has who does it and how often it comes round, and your team marks it Done as they go.
- See what gets missed
- Reports show completion by day and which tasks get missed most, so you know which conversation to have.
News that reaches the right people
Send news to everyone, or to chosen sites, roles or people, and see who has read it.
- Ask people to confirm
- Ask staff to confirm they have read a message, and see who has and who has not.
- The Noticeboard on everyone's Home page
- Thank a colleague or a whole team and others add a heart. Birthdays, work anniversaries and new starters, and a friendly monthly league for practices with more than one site.
Registrations, indemnity and CPR in one place
Everyone's documents on one grid, so you can see at a glance what is current and what needs chasing.
- Staff upload their own
- People upload their own registration and other documents, so your job becomes checking, not chasing.
- A reminder before it runs out
- Ask for a reminder 90 days before a document expires, and see what needs chasing in one list.
The logs a survey asks for
Ready-made registers for the records a practice keeps, in one place instead of spreadsheets on a shared drive.
- Ready to take entries
- Fourteen ready-made registers. Turn on the ones your sites keep, and they take entries straight away.
The people who see patients
Who works here, and what reception needs to know.
- Directory
- Who works here, how they like to work, and what reception needs to know.
- Appointment rules and billing
- What each appointment type needs and where a provider does it differently, and who bulk bills what.
- Leave
- Who is away, whether the diary is blocked, and whether patients have been moved, with the weeks a site will be short of GPs.
- Catch ups
- Regular conversations with your doctors, the actions they produce, and the risks they raise.
Four roles that mean something
Org Admin, Regional Manager, Practice Manager and Staff. Every screen and every database rule respects them.
- Getting started takes minutes
- Give us your email, type the 6-digit code we send you, name your workspace and claim your practice's own web address, if you want one. Your password comes last, so there is nothing to remember before you are in.
- Invite your team by email
- A branded one-time link, a set-password step, and they land on Home. Practice Managers are walked straight into setting up their site the first time.
- A Home page for each role
- Staff see their own to-do list and progress; Practice Managers their site's outstanding work; Regional Managers every site they look after; Org Admins the organisation.
- Your team (in Settings)
- Everyone in the organisation with their role and sites, bulk actions, CSV export, and a settings panel per person.
- Offboarding that keeps the record
- A departed person stops seeing everything, but what they acknowledged stays in the history. Their personal details are deleted; their name stays on the record the practice has to be able to show a surveyor.
- One search box
- Policy titles, the words inside published policies shown with the matching sentence, and people. What you can find is exactly what you are allowed to read, so staff never surface drafts or another site's private detail.
Have a look at it on your own practice
Thirty days, no card required. Tick the ready-made policies you want during setup and they go into your Manual as drafts.