PolicyKeeper.ai

Stop being your staff's policy helpdesk.

A new nurse asks why her schedule shows mids. Two CNAs argue about HIPAA at the desk. PolicyKeeper reads your handbook and answers your staff over text — from your actual policy, in two seconds, before the question becomes a quit or an OCR call.

Try It Free 50 free credits/month. No credit card required.

Your handbook has the answer. Your staff can't find it before they ask the wrong person.

Every shift, every new hire, every walk-up at the desk — the same questions land on a charge nurse, a practice administrator, or you:

The answers are in your employee handbook and your HIPAA policies. But your CNA doesn't have a binder at 11pm. Your new hire doesn't have it at week 4. And different supervisors give different answers — that's how a HIPAA argument lands at the nursing station, in front of patients.

Why it matters more than you think.

Every "quick question" your staff asks the charge nurse isn't really quick. Three things it's costing the business:

Your retention

Replacing a nurse costs $50K–$90K. Most early departures trace back to a policy ambiguity that bred mistrust in week 4. The handbook had the answer. Nobody could pull it up in real time.

Your compliance budget

HIPAA breach penalties run $137 to $68,928 per violation, capped at $2M per type per year. One patient phone call to OCR triggers an investigation. A staff argument at the desk is one tip away from being your problem.

Your continuity

First shift, third shift, weekend, traveler, agency. Different staff, same handbook. PolicyKeeper gives all of them the same answer from the same source — including the contingent-staff handoff your travel nurses don't currently get in writing.

What your staff sees when they ask.

Two real questions, answered from your handbook in seconds.

CNA at the desk · 11:02 PM
She texts PolicyKeeper:
"Can I confirm to a family member which unit her dad is on?"
PolicyKeeper answers:
Yes, with two checks first. Have the family member volunteer the patient's full name. Verify the patient has no privacy hold / no-info status on their record. Confirm the unit only — do not volunteer additional information. Source: Facility HIPAA Policy §5.2 (Facility Directory Disclosures)
New nurse · week 4
She texts PolicyKeeper:
"My offer letter says 0700–1930. Why am I scheduled for mids?"
PolicyKeeper answers:
Your offer letter governs your contracted shift. Mid-shift assignments are cross-coverage during orientation only; post-orientation, deviations require written manager approval. To formally raise a concern, contact your director per the schedule dispute procedure. Source: Employee Handbook §6.4 (Shift Assignment & Cross-Coverage)

Upload once. Answer questions forever.

Three steps. Takes less than five minutes.

1

Upload your policies

Employee handbook, HIPAA policies, scope-of-practice docs, sharps-injury protocol — PDF or Word. Each upload uses 2 credits.

2

Your staff asks questions

Plain English, the way they'd ask the charge nurse: "Can I confirm which unit her dad is on?" Each query uses 1 credit.

3

PolicyKeeper answers

Instant answers from your actual policy, with a citation to the section it came from. No "ask the charge nurse." No two CNAs arguing about HIPAA at the desk.

Built for the bedside, not the binder.

Works on a phone

Your nurse isn't at a desk. PolicyKeeper works in any browser, any phone, between rooms, in the parking lot. If your staff can text, they can use it.

Citations on every answer

Every answer points back to the exact policy section. Useful when a staffer pushes back — and useful in writing if HR, legal, or OCR ever asks how a decision was reached.

Across all three shifts

The HIPAA question lands at 11pm. The needlestick question lands at 3am. The schedule question lands at week 4. PolicyKeeper answers all of them from the same handbook.

Same answer every time

Charge nurse. Senior CNA. Practice administrator. Three different answers to the same HIPAA question is how OCR investigations start. PolicyKeeper gives all three the same answer from the same source.

Update once, propagated everywhere

Policy revised after an OCR settlement? Re-upload. The new language takes over instantly. No re-distributing PDFs to a staff that won't open them.

Database-level data isolation

Your policies are stored in a database that's yours alone. Not shared with other facilities. Not used to train AI models. Just yours.

Questions? We've got answers.

We already have a 200-page handbook and HIPAA policies. Why do we need this?

You have the policies. Your staff doesn't — not at the bedside, not at the desk, not at 11pm. PolicyKeeper makes the policies answer the question instead of the charge nurse or the practice administrator.

Is this for PHI or for policy?

Policy only. PolicyKeeper is designed for compliance policies, employee handbooks, scope-of-practice documents, and protocols. It is not an EMR and should never be used to store PHI.

Will my staff actually use it?

If they can text, they can use PolicyKeeper. Plain-English questions, no menus, no app to install. The interface is closer to a group chat than to a clinical system — intentionally low-friction.

Is this a HIPAA compliance tool?

No — it's a "your facility's policy" tool. PolicyKeeper answers from your uploaded HIPAA policies and handbook, not from regulatory websites. Where your standards exceed HIPAA, your stricter language is what your staff sees.

How accurate are the answers?

PolicyKeeper only answers from documents you've uploaded, and every answer cites the source section. It doesn't make things up and it doesn't pull from the internet. If a policy doesn't cover the question, PolicyKeeper says so.

What about Spanish-speaking staff?

Staff can ask in Spanish and PolicyKeeper answers in Spanish — from the same English policies. The citation still points to the original section.

Is my data secure?

Yes. Each facility's data is isolated at the database level — not just in the UI. Your policies are never shared with other facilities and never used to train AI models.

Richard Asp, Founder of PolicyKeeper

Built by someone who's spent a career making information findable.

I'm Richard Asp. I started and sold a web hosting company, spent nearly a decade at cPanel, and have spent most of my career building tools that help businesses run.

Healthcare CEOs and practice administrators I talk to all say the same thing: the policies are written and reviewed, the handbook is fine, but their staff is at the bedside and the answer they need is buried in a 200-page binder nobody opens. That's the gap PolicyKeeper closes.

Upload your handbook. Your staff asks. They get an answer with a citation. That's it.

Richard Asp Founder, PolicyKeeper · Sarasota, Florida

What customers say.

Real owners using PolicyKeeper today.

Complete data isolation.

Each company's documents are stored in a separate database. Your handbook is never shared and never used for AI training.

Free to start.

50 free credits every month. Upload, ask a few questions, see if it works for your shop before you spend a dime.

No credit card. No sales call.

Sign up with your email. Start uploading. If it's not for you, walk away. No strings attached.

Stop being the policy helpdesk.