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Practice Policies & Insurance

Praxi provides a centralised register for managing practice policies, insurance certificates, and compliance documents. Track expiry dates, collect staff acknowledgements, and store documents securely.

Policy Management​

Adding Policies​

  1. Navigate to Insurance in the sidebar
  2. Click Add Policy
  3. Enter the policy name and category (e.g., Privacy, WHS, Clinical Governance)
  4. Upload the policy document (PDF or DOCX)
  5. Set the review date (when the policy should next be reviewed)
  6. Save

Policy Categories​

CategoryExamples
Privacy & ConfidentialityPrivacy policy, data breach response plan
Clinical GovernanceClinical supervision policy, record keeping standards
Work Health & SafetyWHS policy, incident reporting procedures
Human ResourcesCode of conduct, grievance policy, leave policy
FinancialFee policy, cancellation policy, debt recovery
Annual Review Reminder

Review your policies annually at minimum. Set review dates in Praxi and you will receive a reminder when a policy is due for review. :::

Insurance Register​

Track all practice insurance certificates in one place:

  1. Navigate to Insurance in the sidebar
  2. Click Add Certificate
  3. Enter the insurance type, provider, policy number, and coverage amount
  4. Set the expiry date
  5. Upload the certificate of currency
  6. Save

Common Insurance Types​

InsurancePurposeTypical Renewal
Professional indemnityCovers malpractice claimsAnnual
Public liabilityCovers injury to visitorsAnnual
Workers compensationCovers employee injuriesAnnual
Cyber insuranceCovers data breaches and cyber eventsAnnual
Building/contentsCovers physical assetsAnnual

Expiry Tracking​

Praxi monitors expiry dates for all policies and insurance certificates:

  • 30-day warning -- Notification sent when a document is due to expire in 30 days
  • 7-day warning -- Follow-up notification
  • Expiry alert -- Notification on the expiry date and daily until renewed
  • Credential expiry notifications are force-enabled and cannot be disabled

Staff Acknowledgements​

Require staff to acknowledge they have read and understood practice policies:

  1. Open a policy and click Request Acknowledgements
  2. Select the staff members (or all staff)
  3. Staff receive a notification to review and acknowledge the policy
  4. Track completion status in the acknowledgement register
Acknowledgement Records

Staff acknowledgements are recorded with a timestamp and the policy version that was acknowledged, and stored in the audit trail. When a policy is updated to a new version, staff are asked to acknowledge it again. This is important evidence for demonstrating compliance during external audits. :::

Document Storage​

All policy and insurance documents are stored securely in Praxi with:

  • AES-256-GCM encryption at rest
  • Version history for policy updates
  • Access restricted to authorised users (practice owner, practice manager)

Permissions​

ActionRequired Permission
Add/edit policiesPractice owner or practice manager
View policiesAll authenticated users
Acknowledge policiesAll authenticated users
Manage insurance registerPractice owner or practice manager

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