Using AI to Write Policy: A Great Start, But Not the Whole Solution

The rise of AI has made it easier than ever to generate documents quickly, and policy writing is no exception. With the right prompt, a tool like ChatGPT can churn out a neatly formatted infection control policy or a complaints procedure in under a minute. It’s efficient, accessible, and a great way to overcome the dreaded ‘blank page syndrome’ that immobilises so many of us.

But left untouched, these AI-generated policies often fall short of what organisations really need, and what’s worse, assessors can often spot a generic policy at a single glance.

At QIP Consulting, we’ve reviewed hundreds of policies across healthcare, mental health, and community services. Increasingly, we’re seeing templates or AI-generated content that look right on paper, but fail in practice. Why? Because they haven’t been adapted to the local context. Roles are mismatched. Processes are described that don’t exist. Responsibilities are unclear. And in many cases, the document is never actually seen or used by the team.

This doesn’t mean AI isn’t useful. On the contrary, it can be an excellent starting point. It can help structure your thinking, offer compliant language, and even flag content areas you might otherwise forget. But without real input from your staff (the people delivering the service and actually using these documents) these policies remain generic and unsuitable.

A policy should do more than tick a box for accreditation. It should be a tool your team can use to make decisions, escalate issues, and deliver safe, consistent care. That means:

• Checking that what’s written reflects what’s done (or what should be done)
• Clarifying responsibilities so everyone knows who’s accountable for what
• Ensuring alignment with your team structure, language, and systems
• Consulting staff so that buy-in and relevance are built in from the start

It’s also worth remembering that policies form part of your legal and governance framework. If an incident occurs and a policy is referenced, it needs to hold up to scrutiny; not just in theory, but in practice.

For organisations looking to balance efficiency with integrity, a hybrid approach works best. Start with AI or a template if you need to. But then workshop it with your team. Ask:

• Does this reflect what we actually do?
• Where are the gaps between policy and practice?
• Who owns this process, and do they agree with what’s written?

A 30-minute team discussion can turn a flat document into something meaningful and save you time in the long run when questions, risks, or accreditation visits arise.

At QIP Consulting, we help healthcare and community organisations turn templated policies into tailored frameworks that reflect real practice. Need help making your policy suite more usable, compliant and team-driven? Let’s chat.