Practice manuals and policy reviews for Australian clinics
A practice manual is the single set of policies and procedures that shows how your clinic runs and proves it meets its obligations. Most clinics already have documents, but they are scattered across folders, named inconsistently, and half of them are out of date. LUNA Systems reviews what you have against the documents your practice should have for your state and your type of clinic, then rebuilds everything into one normalised, indexable, plain-English manual built on current regulatory guidance. We cover all twelve areas a clinic is assessed on, from governance and infection control to consent, privacy and advertising. Your practitioner reviews and signs off clinical accuracy. The result is a living manual that is easy to find, easy to read, and ready when an accreditation surveyor or a regulator asks. We do it for you, with no platform to log into.
The problem
Your policies live in a dozen folders, three drives and someone's inbox. When an accreditation surveyor or a regulator asks for a document, finding it is a scramble, and half of what you find is years out of date.
Writing a full set of policies from scratch is a job nobody at the clinic has time for, and generic templates off the internet do not reflect your state's rules, your type of practice, or the way you actually work.
What we do
Audit what you already have
We compare your existing documents against the master list of policies and procedures your practice should hold for your state and clinic type, and hand you a clear gap report: what you have, what is missing, what is out of date.
Rebuild it into one manual
We bring everything into one consistent, indexable manual with a single naming convention and a standard structure, so any document is easy to find and easy to read. We build on what you have rather than throwing it out.
Bring it up to current guidance
Every policy is written against current best-practice guidelines, regulatory-body standards and recent literature, across all twelve compliance areas a clinic is assessed on.
Tailor it to your clinic
Your services, your roles, your equipment, your locations. The manual reflects how your practice actually runs, not a generic template.
Keep it audit-ready
We set up a review schedule so each document has a clear next-review date, and recurring compliance tasks are tracked, so nothing quietly lapses.
Hand it over your way
Delivered as a branded PDF and editable documents. Your practitioner reviews and signs off clinical accuracy before it becomes your manual.
How we keep this honest
Built on current best-practice guidelines, regulatory-body standards and recent literature. We audit, recommend, normalise and maintain your documents; your practitioner reviews and signs off clinical accuracy. It prepares you for audit and accreditation. It is not a guarantee of a regulatory outcome.
How it works
- 1
Send us what you have
Share your existing policies and procedures, however messy. We do the sorting.
- 2
We review and gap-check
We map your documents against the master list for your state and clinic type and show you exactly where the gaps are.
- 3
We build your manual
We rebuild, normalise and update everything into one current manual, tailored to your practice.
- 4
You review, sign off and go live
Your practitioner signs off clinical accuracy, then you have a living manual that stays current.
Make it go further
Ask your manual anything
Turn your manual into an internal assistant your staff can ask in plain English. Instead of hunting through a folder, they ask a question and get the policy answer on the spot. Built on the same trusted AI we put into every LUNA build, reviewed by humans.
Digitise your manual
Make the whole manual a digital, searchable, living document rather than a dead PDF in a drawer, so updates flow through everywhere at once.
Compliance Care
An ongoing service that refreshes your documents as guidelines change, monitors your review calendar, and keeps your staff assistant current, so your manual never drifts out of date. Ask us about it on your discovery call.
Why clinics trust us with this
LUNA Systems was founded by a registered nurse. We understand healthcare compliance from inside clinical practice, not from a checklist a generalist agency downloaded once. We have also built a national healthcare compliance platform end to end, so we know the regulatory framework your clinic lives under in real depth.
Healthcare Compliance
AHCRA
A full compliance platform for Australian healthcare clinics — built from the ground up.
Cosmetic Medicine
RevAesthetic
Rebuilt a cosmetic medicine site across three states.
Common questions
Do I have to start from scratch?+
No. Most clinics already have documents. We build on what you have. We audit your existing policies and procedures, keep what is good, fix what is out of date, and fill the gaps, so you are not paying to recreate work you have already done.
Is this a guarantee I will pass accreditation or an AHPRA review?+
No, and we will never promise that. We build your documents on current best-practice guidelines and regulatory-body standards so you are well prepared for audit and accreditation, and your practitioner reviews and signs off clinical accuracy. Whether a clinic passes a specific assessment depends on how the practice operates, which sits with you. What we guarantee is current, complete, well-organised documentation.
Which types of clinic do you work with?+
All regulated health: general practice, dental, allied health, specialist and surgical practices, cosmetic and skin clinics. The master list of documents and the regulatory anchors differ by state and clinic type, and we tailor to yours.
What does a practice manual actually cover?+
The twelve areas a clinic is assessed on: governance and leadership, human resources and credentialing, work health and safety, facilities and equipment, infection prevention and control, privacy and information security, patient rights and communication, clinical care and operations, medicines and therapeutics, consent and patient documentation, billing and administration, and advertising and marketing.
How do you keep it up to date?+
Each document gets a review schedule with a clear next-review date, and recurring compliance tasks are tracked so nothing lapses. Advertising guidance changes fastest, so those documents are reviewed more often. You can also add Compliance Care, where we do the ongoing refresh for you.
Who signs off on the clinical accuracy?+
You do. We build the documents on current published guidance and structure them correctly, but your practitioner reviews and signs off clinical accuracy before they become your manual. That keeps clinical responsibility where it belongs.
Is there a platform to log into?+
No. This is a done-for-you service. We deliver your manual as a branded PDF and editable documents. If you want it as a searchable digital tool or an assistant your staff can ask questions, we offer that as an add-on.
Ready to get audit-ready?
Book a 30-minute discovery call. We will look at where your clinic is now and map out exactly what it needs. No pressure, no obligation.
Book a discovery call