Document control & sign-off

Adopted SOPs are treated as controlled documents: a clinic admin formally approves each one, and the system keeps the evidence. This is the discipline inspectors expect — a known, signed-off, in-date version of every procedure.

Status

• Draft — not yet approved.
• In review — being checked before approval.
• Approved — signed off, with an effective date.

Approving

An admin approves an SOP with an e-signature (typing their name to attest), an effective date, and a review date. Each approval is appended to the SOP’s sign-off history — it is never overwritten, so you can see who approved what, and when.

Superseded on change

If the SOP’s content changes after approval, the system detects it (the approved content is fingerprinted) and marks the document superseded— prompting a fresh review and approval, so an out-of-date document can’t quietly stay “approved”.

Review cycles

Each SOP has a review interval. When its review date approaches, it’s flagged as due — so procedures get revisited on schedule, not just when something goes wrong.

Audit trail

Every control action — approvals, acknowledgements, knowledge-check attempts, remedial actions, staff and profile changes — is written to a hash-chained log. Each entry is linked to the previous one by a SHA-256 hash, so any later edit, reordering or deletion is detectable.