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Hot Source: policy review, policy management and a policy assistant for health services

Hot Source.
FOR HEALTH SERVICES
It’s in a policy somewhere.
Hot Source knows where.

Every policy, procedure and guideline your service owns: right, current and found when your staff need it. It's your policies, concentrated.

Find out moreHow it works
01 / THE PROBLEM

You have lots of policies. Are they useful when it matters?

Your teams put real work into writing and approving policies. But policies only help if a person can rely on them in the moment they’re making a consequential decision. Today that can fail in three ways: they’re not right, not current, or not found.

NOT RIGHT
Policies contradict each other
Written by different teams at different times, two approved documents can disagree. Nobody notices until someone follows the wrong one.
NOT CURRENT
Old versions stay in use
A superseded policy lives on in downloads, printouts and saved links long after the new one is approved.
NOT FOUND
The answer is buried
It is in a policy somewhere. Unless your staff have a photographic memory, they are left finding, reading and cross-checking every policy that might matter in the moment.
02 / THREE ANSWERS

A policy only works if it’s right, current and found.

Hot Source helps with all three: policy review, policy management and policy assistance in one integrated product.

RIGHT / CHECK
Check makes it right
Find structural, substantive and cross-library issues while there is still time to resolve them before approval.
How Check works →
CURRENT / CONTROL
Control keeps it current
Keep policies reviewed and properly governed, with staff answers grounded in the current approved version.
How Control works →
FOUND / CONSULT
Consult gets it found
Ask in ordinary language and receive a grounded answer from the approved material, with the source passages attached.
How Consult works →

03 / See it work

One example, start to finish.

Follow falls guidance from a draft policy, through review, to an answer a staff member can use.

An invented example for an invented health service. Not clinical instructions.

1 / Right / Check

Check: Finds the contradiction before approval.

The draft says to screen for falls risk within 8 hours of admission. A published procedure says 4, and says it inside a flowchart image, where a keyword search or a quick read would not find it.

The draft · V2.0 · Body text

Complete falls risk screening within 8 hours of admission.

Falls Prevention · V3.1 · Published · Text in an image

Complete falls risk screening within 4 hours of admission.

Hot Source shows the two passages side by side, and a clinical reviewer decides which is correct. A contradiction is one of several things Check looks for: it also checks document structure, links and review dates, maps relevant standards and can assess equity impact. More about Check →

2 / Current / Control

Control: Sends the draft to the people who need to review it.

Content identified

Falls screening and reassessment times

Reviewer selected

Falls prevention committee

Content identified

Staff training and device technique

Reviewer selected

Clinical education lead

Content identified

Language and accessibility needs

Reviewer selected

Consumer partnership lead

The current version stays published while the draft is reviewed, so staff answers keep coming from approved policy. More about Control →

3 / Found / Consult

Consult: Answers the question a staff member actually asks.

A nurse starting a night shift wants to know what to do after an unwitnessed fall. Consult draws on the relevant approved procedures and writes an answer they can use.

A staff member asks

A patient on my ward had a fall overnight that nobody saw. What do I need to do?

Answer grounded in approved policies

Because nobody saw the fall, our Falls Prevention procedure asks you to treat it as a possible head strike until a clinical review says otherwise.

Straight away

  • Assess the patient where they are before moving them, and call for a clinical review.
  • Start neurological observations at the frequency set out in the post-fall pathway.
  • Repeat the falls risk screen and update the care plan before the end of your shift.

Then record and notify

Enter the fall in the incident system and tell the nurse in charge. Our Open Disclosure procedure asks that the patient and their nominated contact are told what happened.

…

The start of an illustrative answer. Like every answer, it identifies the approved passages it draws on. More about Consult →

04 / WHY TRUST IT

Human judgement. Better informed.

Hot Source does the reading and the cross-checking. Your people keep every decision, and they can see what each finding and each answer is based on.

Reviewers decide
Check presents findings for people to assess and resolve. A finding does not automatically establish non-compliance.
Approvers publish
Publication remains an authorised human decision, and every review and decision stays with the version it concerned.
Answers show their sources
Every answer identifies the passages behind it. When the approved library cannot determine the answer, Hot Source says so and the question is escalated for human review.
Find out more →Tell us a little about your service and we will send you more information.

05 / THE OPPORTUNITY FOR YOUR WORKFORCE

What could your
workforce get back?

Expertise takes years to build. Time spent finding, reading and reconciling guidance draws on that same expertise. Explore what even a few minutes returned to each working day could mean for your people and the patients they care for.

CONSULTMake approved policy useful when somebody needs it.
020,000 FTE

What if each person using Hot Source got this much time back?

CHECKFind repeatable issues before a policy is approved.
010,000 policies

Time returned by automated structural, hyperlink and cross-policy checks.

YOUR ILLUSTRATIVE COMBINED ANNUAL SCENARIO

13,200hours from Consult
7,000hours from Check
20,200combined hours released
12.6FTE equivalents of combined capacity
$1,212,000value of that time / AUD

This is an estimate from the numbers you entered, not a measured result. It shows the time your people could spend on other work, and what that time is worth. Your guide explains how it is worked out.

Trial it in your organisation

A personalised guide to Hot Source with your selected scenario, the model assumptions and a practical way to test them. We will email it to you as a PDF.

06 / QUESTIONS

Straight answers.

Whether you're a quality team of one or a policy office with IT at the table, the first conversation covers the same ground.

What does Hot Source™ do?+
Hot Source™ checks policies, makes approved guidance useful when staff need it, and can govern the document lifecycle. Use Hot Source™ with your current repository or manage reviews, approvals and publication in one system.
Can Hot Source™ work with our current document management system?+
Yes. Hot Source™ can integrate with your current document management system as the continuing arrangement. We agree how approved changes and withdrawals reach Hot Source™ and who remains responsible for publication.
Why use Hot Source™ for document control?+
Hot Source™ keeps checking, approval, publication and staff access in one governed system. That removes the ongoing work of reconciling two sources when replacement is the better fit.
How do we verify an answer from Hot Source™?+
Every Hot Source™ answer identifies the source passages behind it. Before staff access opens, your own reviewers test that the right sources apply, irrelevant material is excluded, missing context is surfaced and unsupported questions are escalated for human review.
Does Hot Source™ replace professional or clinical judgement?+
No. Hot Source™ expresses what the approved source material says and shows the evidence. People remain responsible for decisions, and authorised approvers remain responsible for publication.
Does Hot Source™ certify that a policy is compliant?+
No. Hot Source™ checks identify issues for a responsible reviewer to consider. The organisation decides whether a policy meets its requirements and records that decision through its governance process.
Can other health services use our policies through Hot Source™?+
Not currently. Hot Source™ keeps each customer's library separate. If sharing policies between services matters to you, talk to us about your requirements.
How is Hot Source™ implemented?+
We connect to your repository or import your approved policies, set up ownership, approvals and access, and your subject-matter reviewers test it on real questions before staff access opens. Most services are live within six weeks. A paid pilot on a representative set of policies is available if you prefer to start smaller.
How does Hot Source™ pricing work?+
Hot Source™ pricing follows the governed scope: organisation size, library size, workflow and access needs. Setup, migration and any continuing connector work are identified separately. The price is clear before you commit.
07 / FIND OUT MORE

Want to know more?

Tell us who you are and roughly how many policies you have. We will send you some more information, and arrange a demonstration if you would like one.

Please do not include patient information, confidential documents or sensitive details. We can arrange an appropriate way to share material if needed. Read our Privacy policy.