One Guy Consulting Portal Help Center

For Privacy Officers

Policies: customize, publish, and track sign-off

Find your policy templates, edit them, publish them to your team, and track who has signed (Steps 6 and 7).

The portal includes a library of 35 HIPAA policy templates. Your Organization Name, Privacy Officer details, and logo from Settings are filled in for you.

  • CE + BA policies apply to both Covered Entities and Business Associates (22 policies).
  • CE policies apply to Covered Entities only (13 policies, mostly patient rights).

Find your policies

  1. Click Policies in the sidebar.
  2. Click Review & Publish Drafts (or the sidebar sub-item Review & Publish).
  3. On My Policies, search or use the All, Covered Entity, and Business Associate filters.
  4. Click a policy to open it.

Customize a policy

  1. Open the policy and click Edit Policy

    Edit the text with the toolbar (bold, italic, headings, lists, links, undo and redo).

  2. Save your work

    Click Save to keep editing, or Done to save and close. A Draft chip appears.

Dates and the signature line stay blank until you publish. That's on purpose.

Publish a policy

  1. Open the policy

    Edited or not, open it from My Policies.

  2. Click Publish

    You'll see "Published!" and then the publish date.

When you publish a policy, the portal:

  • Fills in the effective date, review date, next review date (one year out), and your Privacy Officer's e-signature.
  • Assigns the policy to every active employee who has a portal account, due in 30 days.
  • Emails each of them an "Action Required: Acknowledge ..." link. It works without logging in and is good for 30 days.
Someone joined after I published

New employees don't get already-published policies automatically. Assign them from Employees with Assign Training & Policies. See Employees and training.

I edited a policy after publishing

Saving an edit puts it back to Draft and the Publish button returns. Publish again when you're ready.

What does Publish All Drafts do?

It publishes every draft at once, but it does not assign policies or send emails. Afterward, assign policies to your team from Employees.

Reset to Original

Removes your edits and goes back to the template. Careful: it also removes your employees' signature records for that policy. Only use it if you truly need to start over.

Can I download a policy?

The Download button gives you the original template as a plain-text file (placeholders not filled in). There's no PDF download for policies yet.

Track who has signed

  • On My Policies, each published policy shows X/Y attested.
  • For your audit record, go to Employees and click Training Records (just left of the Invite Employee button). It lists what's outstanding and the exact date and time of every signature, and Download CSV exports it.

Every year

Each signature is good for one year. After that, the policy shows Overdue for that employee, your list shows Re-attestation needed, and they sign again the same way.

How employees sign: Signing policies.

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