Day #6: Draft Policy & Procedure Documents in 15 Minutes (Not 45)
- Microsoft 365 apps only (Word, Teams, Outlook, SharePoint/OneDrive, Copilot Chat)
- No EHR access, no patient identifiers, no PHI
- No clinical decision support or clinical guidance
Why this matters for physician leaders
The pain point isn’t policy expertise—it’s policy production. You get asked for committee charters, escalation paths, staffing coverage procedures, onboarding SOPs, and “how we do it here” guidance. Copilot’s value is getting you from blank page → structured draft quickly, so your time goes into oversight and accountability.
The 15-minute workflow (Word → Teams → Outlook)
- Word (Draft v0.1): Create “Policy: [Topic] — Draft v0.1” and ask Copilot for a structured first pass.
- Teams (Govern + review): Share the draft to the right channel, request comment-only review, and assign owners for key sections.
- Outlook (Finalize + distribute): Have Copilot draft the approval email + the “what changed” summary for distribution.
Copy/paste SAFE prompt (for Copilot in Word)
Use only the Microsoft 365 files and notes I reference or attach. Do not use external sources.
Include these sections:
1) Purpose
2) Scope (administrative workflows only)
3) Definitions
4) Roles & Responsibilities (RACI)
5) Procedure (step-by-step)
6) Exceptions & escalation path
7) Required documentation and where it’s stored in Microsoft 365
8) Compliance and audit considerations (non-clinical)
9) Review cadence and owner
10) Version history table
Output format:
– Use clear headings
– Bullets where appropriate
– Add a checklist at the end
Constraints:
– No patient data, no PHI
– No EHR references
– No clinical guidance or clinical decision support
If any content seems sensitive, replace it with [REDACTED] and add a “Needs review” note.
Make the policy usable (three outputs in one sitting)
- Full policy (v0.1): the draft for formal review
- One-page summary: “what this is + what changed + who’s accountable”
- Manager checklist: a short “do this / don’t do this” implementation list
Governance note (why this stays safe in Microsoft 365)
Microsoft 365 Copilot is grounded in the Microsoft Graph and only surfaces organizational data a user already has permission to access. Prompts and responses are stored as Copilot interaction history and can be managed with Microsoft Purview controls (search/retention), so treat policy drafting as a governed admin workflow with clear scope boundaries. [Source]
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