Let staff read guidance without changing it

What this means for your practice

Define permissions by work responsibility. An editable shared folder may be convenient but should not become the only way staff can read instructions.

What to ask before you choose

Ask to see the system as a temporary receptionist, a document editor and an approver. Use a sample procedure and a shared link. The receptionist should find the answer quickly, while proposed edits follow the right review route. Also ask how access changes when a temporary contract ends, including links already saved in someone's browser.

Check the reading experience as well as access

Access decisions should follow the work someone needs to do. A receptionist may need to read appointment instructions, while a manager prepares changes and a designated reviewer approves them. Explain these differences in the staff introduction to the system. People should understand how to suggest a correction without needing permission to edit the official wording.

Try the arrangement with a made-up staff account, including a link saved before the account's role changes. Ask the supplier to demonstrate the result rather than sharing passwords between real colleagues. Think about temporary staff and cover at other locations, where access may need a defined end. Keep a simple record of who can approve those exceptions. At the next staff change, check that the reading route still works for the replacement colleague and that the departing person's access has been handled through the agreed process.

How to check the result

Count unexplained access grants and overdue permission reviews.