ClearPolicy

Policy acknowledgment for healthcare teams — proof your staff signed, and when.

Upload your caregiver and staff roster, send handbooks and safety policies for signature, and keep a complete audit trail when licensing or operations reviews ask for documentation.

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Without ClearPolicy

The problem care teams face

You email a handbook update as a PDF. Half your caregivers open it. A fraction actually sign and return it. Your spreadsheet is a mess of question marks.

When licensing or insurance documentation is due, you can't prove who acknowledged which version.

Common pain points

  • Handbooks emailed once and never tracked
  • Spreadsheets break when staff turnover is high
  • Who signed the old infection-control policy vs. the new one?
  • No defensible record when licensing or insurance asks

You need a system that actually works.

With ClearPolicy

Proof when operations or leadership ask

When someone claims they never saw the updated safety policy, you pull the record — not a folder of PDFs, not an email thread. Every acknowledgment is tied to the person, the document version, and a timestamped audit trail you can export on demand.

What gets documented

  • Timestamped signatures tied to the exact policy version
  • Audit trail for every send, view, and sign-off
  • Exportable certificates and compliance reports for leadership or auditors

Trusted by organizations like yours

Used by small businesses, healthcare providers, schools, nonprofits, and churches across the US, UK, and Australia.

  • Small businesses
  • Healthcare & Home Care
  • Schools & education
  • Churches & ministries
  • Nonprofits & boards

See it in action

From policy creation to signed proof — every step in one system.

Compliance dashboard

See caregiver and staff acknowledgment status at a glance — who is current, who is pending, and which workplace policies need follow-up before a licensing or insurance review.

Create a policy

Upload a staff handbook, import from Google Drive, or use the editor — then send document requests to clinicians, aides, and office staff without leaving ClearPolicy.

People and groups

Organize clinicians, caregivers, and office staff into groups by role or location. See who still needs to sign each policy and follow up from one place.

Public signing page

Recipients open a secure link, review the policy, and sign electronically — on any device, with no ClearPolicy account required.

Document activity

Every document request logs delivery, views, reminders, and completion — tied to the person and document version for a defensible record.

Attestation certificate

Download a branded attestation certificate for each completed acknowledgment — document details, recipient, technical evidence, and audit timeline in one PDF.

Compliance reports

Run compliance reports by person, document, or group — then print to PDF or export CSV for operations reviews, licensing documentation, or leadership.

How ClearPolicy works

  1. 1

    Create your policy

    Staff handbook, safety procedures, code of conduct, clinical protocols — whatever your team must acknowledge.

  2. 2

    Add your people

    Upload your roster as a CSV — clinicians, caregivers, and office staff in one import. Or sync via Zapier from your scheduling or HR tools.

  3. 3

    Send the link

    Recipients get an email, review the policy, and sign electronically in 30 seconds.

  4. 4

    Track completion

    Dashboard shows who's signed, who hasn't, and when. Set any policy to renew automatically on your schedule.

Policy acknowledgement tracking dashboard — see who's signed, who hasn't, and who's outdated
See how ClearPolicy works

How ClearPolicy compares

Feature ClearPolicy Spreadsheet Email + PDF DocuSign Google Docs
E-signature capture Yes — No Partial Yes — No
Audit trail Yes — No Partial Yes — No
No login for signers Yes — Not applicable Yes — No Yes
Built for policy tracking Yes — No — No Partial — No
Version tracking Yes Manual Manual Partial Manual
Scheduled renewals Yes — No — No Manual — No
Priced for small care teams Yes Yes Yes — No Yes
Built for ongoing staff policy compliance Yes — No — No Partial — No

Want a deeper breakdown? Read our full comparison: Where to Track Policy Acknowledgments →

What you get

ESIGN and UETA electronic signatures

Typed name, timestamp, IP address, consent, and document version — the record ESIGN and UETA require for enforceable organizational e-signatures.

Clear audit trail

Immutable logs of when policies were sent, delivered, viewed, and signed.

CSV roster import

Import clinicians, caregivers, and office staff from a spreadsheet in one upload.

Compliance reports

Filterable reports for operations leads and leadership — print to PDF or export CSV.

Smart Follow-up

Adaptive email reminders that send sooner when someone opened a request but hasn't finished, and adjust as deadlines approach.

Automatic version tracking

Never wonder if someone signed v1.0 or v2.0 of your policies.

No accounts for recipients

Recipients sign via secure links without creating passwords.

Zapier integration

Connect to 5,000+ apps for automated onboarding and workflows.

Workplace policy tracking

Handbooks, safety procedures, codes of conduct, and clinical admin policies — tracked with signed proof.

What recipients see

Simple signing experience:

  • Click email link
  • Review policy
  • Type name to sign
  • Done

No login. No friction.

Built for healthcare teams like yours

ClearPolicy is designed for clinics, home care agencies, and small care teams that need professional policy tracking without enterprise pricing, per-seat fees, or a demo call to get started.

Medical clinics and practices

Staff handbooks, clinical safety procedures, and workplace codes of conduct — tracked with signed proof, not a spreadsheet.

Home care and companion services

Caregiver handbooks, safety policies, and orientation acknowledgments — tracked across turnover and field staff.

Urgent care and specialty practices

Onboarding policies, annual renewals, and updated procedure acknowledgments — all tied to the exact document version.

Teams with recurring annual attestations

Handbook renewals, safety refreshers, and policy updates — sent automatically on your schedule.

Multi-site care organizations

Group staff by location or role. See completion by site without maintaining separate trackers.

Any care team that needs proof staff signed workplace policies

If a question comes up, you'll have the record. Timestamp, IP address, document version — ready to produce.

Integrates with your existing tools

ClearPolicy connects natively with Google Drive for document import, and via Zapier to thousands of other tools — including Google Workspace, scheduling systems, and HR onboarding workflows. Keep your roster in sync without maintaining multiple lists.

View integrations

Google Drive
Planning Center
Zapier
Google Forms
Airtable
Slack
Google Sheets
Mailchimp
Text In Church

Frequently asked questions

What types of healthcare organizations use ClearPolicy?

Clinics, home care agencies, specialty practices, and other small care teams that need staff to acknowledge workplace policies — handbooks, safety procedures, codes of conduct, and clinical admin documents. ClearPolicy tracks employee policy acknowledgments; it is not a HIPAA compliance or patient-records platform.

Can people sign without creating an account?

Yes. They click a link, review, and sign. No login required.

Does ClearPolicy meet ESIGN and UETA requirements?

Yes. For organizational policies, employee handbooks, and volunteer agreements, ClearPolicy captures what ESIGN and UETA require: the signer's intent to sign electronically, typed name, timestamp, IP address, browser details, and the exact document version signed. That is the evidence courts, insurers, and auditors expect from an electronic signature program. Some documents may still require wet ink or notarization — you decide whether an e-signature is appropriate. When someone cannot complete online, a team member can keep a complete record in ClearPolicy by recording paper on file and uploading the signed paper copy on the open request. That is not an electronic signature; online completions still receive the full ESIGN certificate and audit trail.

What if someone cannot or will not sign online?

Electronic signatures are the default path in ClearPolicy — fast, trackable, and audit-ready. When someone cannot complete a request online (no email, preference, accessibility, or a wet-ink requirement), a team member can record paper on file: upload the signed paper copy on the pending request. That person counts as complete for that document version, and the uploaded file stays with the request so your compliance record stays in one place. Paper on file is not an ESIGN electronic signature and does not produce an attestation certificate. It is a real workflow for keeping a complete record when electronic is not possible.

What happens when we update a policy?

The system tracks versions. You see who signed the old version and can request new signatures for the updated one.

How is this different from Google Docs or PDFs?

Google Docs doesn't track individual acknowledgment or provide audit trails. PDFs via email create tracking nightmares. ClearPolicy is purpose-built for this.

Can policies be set to renew automatically?

Yes. Set a recurring schedule per document and ClearPolicy sends renewal signature requests automatically — every cycle logged in the audit trail.

Set up in under 10 minutes

Try ClearPolicy for your care team. No credit card required.

Try Free for 30 Days