Glossary of terms - Policies

Common terms you’ll encounter as you’re using Ausmed's Policy Management System.

Term	Definition
Account status	The current state of a user's Ausmed account with your organisation, which may be active, invited, pending, inactive or rejected at any point in time. Learn more.
Acknowledge	To confirm you have read, understood and agree to abide by the terms of a policy version.
Acknowledged	A status given to an acknowledgement record indicating a user has confirmed they have viewed, read and agreed to abide by the terms of the associated policy version.
Acknowledgement records	Represents requests to users to acknowledge policies. They are created when users are assigned policies for acknowledgement, and contain data on who is required to acknowledge a policy, what they need to acknowledge, the acknowledgement status, and key dates.
Acknowledgement status	Acknowledgement status refers to the current status of an acknowledgement record, which is always unacknowledged until it's either acknowledged or discarded.
Additional documents	.pdf files, such as forms or reference materials, that can be attached to one or more of your organisation's policies.
Archived	A status given to a policy to indicating it can no longer be accessed by users in My Organisation.
Complaint user	A user that has acknowledged all of their policies requiring acknowledgement.
Date acknowledged	The date a user acknowledged a policy version.
Date assigned	The date a user was first assigned a policy version for acknowledgement.
Date updated	The date a policy was last updated.
Days assigned	The total number of days between when a policy was first assigned to a user and when it's either acknowledged or discarded.
Discarded	A status given to an acknowledgement record indicating a user didn't acknowledge a policy version before their account was deactivated, the policy was updated, and their job role was no longer required to acknowledge it, or the policy was archived.
Draft	A status given to a policy or additional document to indicate it is not available yet for users to access in My Organisation.
Email	A user’s email address.
First created	The date the first version of a policy was added to Ausmed's Policy Management System.
Item ID	A set of letters and/or numbers to uniquely identify a policy or additional document in Ausmed's Policy Management System.
Job roles	The current job roles a user belongs to.
My Organisation	The place where users view and complete learning, as well view and acknowledge policies and additional documents.
Non-compliant user	A user that is yet to acknowledge one or more policies.
Organisation manager	A type of permission determining what users can see and do in Ausmed's Policy Management System.
Policy	As defined by the Australian Commission on Safety and Quality in Healthcare (2017), a policy is "a set of principles that reflect the mission and direction of the organisation. All procedures and protocols are linked to a policy statement.”
Policy compliance rate	The percentage of active users in your organisation that are compliant with their policies meaning they have acknowledged all of their policies requiring acknowledgement.
Policy file	A .pdf file containing your organisation's policy content.
Policy information	The information that accompanies a policy, such as the acknoweldgement settings, review date, and related topics, job roles and standards.
Policy Management System	An Ausmed product used to create, maintain and manage compliance with policies.
Policy version	The contents of a policy at a particular point in time, including the policy file and policy information.
Policy version history	A log containing all versions of a policy.
Published	A status given to a policy or additional document indicating it is available for users to access in My Organisation.
Publisher	The user that created a policy version.
Re-acknowledge	To confirm you have read, understood and agree to abide by the terms of a new policy version.
Related job rooles	The job roles a policy relates to, so users can locate it more easily in My Organisation.
Related Standards	The standards a policy relates to, so users can locate it more easily in My Organisation.
Related Topics	The topics a policy relates to, so users can locate it more easily in My Organisation.
Required Job Roles	The job roles required to acknowledge a policy.
Review Due By	The date by which a policy should be reviewed for currency.
Team manager	A type of permission determining what users can see and do in Ausmed's Policy Management System.
Teams	The teams a user currently belongs to.
Unacknowledged	A status given to an acknowledgement record indicating the policy version associated it is yet to be acknowledged.
User	A user is a person that has been added to an organisation's Ausmed for Organisations account.
User ID	A set of letters and/or numbers to uniquely identify a user, such as an employee number or membership number.
Version number	A system-generated number to uniquely identify a policy version.