SomexAI · Policies & Procedures Sign in →

• Overview
• What it does
• Pricing
• Security

What it does, and what it doesn't

Written against the software as it actually stands, not a roadmap. The last section is the part most vendors leave out.

The policy itself

• Authoring in a rich text editor, or by uploading Word documents. Text is extracted from DOCX and PDF attachments — including scanned PDFs, via OCR — so the words inside them are searchable.
• Versions are immutable snapshots. Publishing freezes the document; editing afterwards creates the next version and never alters what was already published.
• Side-by-side comparison between any two versions, with additions and deletions highlighted.
• Policy numbering to a format you define, generated automatically.
• Retirement and supersession — withdraw a policy, optionally pointing at the one that replaces it. Outstanding acknowledgements are cancelled so nobody is chased for a document that no longer applies.
• Scheduled review cycles per policy, with status tracked as up to date, due soon, or overdue.

Approvals

• Multi-step approval chains you configure — review, then approval, in the order your committee actually works.
• Reusable workflow templates, so a clinical policy and an administrative one can follow different routes.
• Dual sign-off is genuinely dual. A step requiring two approvals needs two different people; the same person cannot satisfy it twice.
• Comments on a policy under review, resolvable, kept with the record.

Staff acknowledgement

• Assignment to everyone, or to named departments or roles.
• Tracking of who has read what, against which version, with a due date.
• Reports and CSV export — the list a surveyor asks for, as a file rather than an afternoon.
• Waivers for staff the policy genuinely does not apply to, recorded as a decision rather than a gap.
• Read on a phone, including offline, and acknowledge from there.

Survey readiness

• Regulatory frameworks — load the standards you are surveyed against and map policies to them.
• Gap analysis showing which standards have no policy behind them.
• Mock survey mode that generates questions, collects responses and assembles the evidence bundle.
• Downtime packs — mark policies critical and generate a printable packet for when the network is down, which is exactly when a nurse needs the procedure.
• Compliance dashboards by facility and department.

Audit

• Every action recorded — who changed what, when, what it said before, who approved it, who acknowledged which version.
• Retention of seven years by default, configurable, or kept forever.
• Legal hold stops deletion entirely while it is active.
• Archived and hash-verified before anything ages out, so retention never means quietly gone.
• Export of the audit trail on request.

Getting your existing policies in

• Bulk import from CSV together with Word and PDF files.
• Validation before committing, with an error report naming the rows that failed and the files that were missing.
• Rollback of an import that went wrong.

Optional add-ons

Priced separately and switched on per facility. Base policy management does not need them.

Access and identity

• Single sign-on via SAML 2.0 or OIDC, with directory groups mapped to roles, and the option to switch password sign-in off entirely.
• Roles — viewer, author, reviewer, approver, administrator.
• Full-text search across titles, content and the text inside attachments, with saved searches.
• An API with scoped keys, if you want to pull data into something else.

Assisted drafting

Optional and advisory. It can summarise a policy, draft a starting point, and suggest where a policy set looks thin against a standard. It does not approve anything, publish anything, or decide anything — a person does that, and the audit trail records which person.

• Electronic signatures to 21 CFR Part 11. Approvals are recorded and attributed, but they are not Part 11 signatures.
• Automatic staff directory sync (SCIM). Users arrive by SSO or invitation; the roster is not pulled from your HR system.
• Corporate policy push across a health system. Each facility is separate today. Relevant only if you are a multi-hospital system.
• Comprehension quizzes. Acknowledgement records that someone read a policy, not that they understood it.
• Track-changes redlining inside the editor. Versions compare side by side instead.
• QR codes for posting a policy link in a clinical area.
• Email reminders are switched off. The system tracks what is due and overdue; it is not currently sending the nudge. Turning it on takes a setting and your mail configuration.
• No SOC 2 report, no third-party penetration test, no HITRUST. See Security for the full list and the reasoning.

The honest summary

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