Your policy

The example policy

Oakfield’s AI policy, written to be used rather than filed. It names who is responsible, lists each tool with what it can and can’t be used for, and sets out what happens when something goes wrong. Switch between the blank version and Oakfield’s, or download it as Word. It’s based on CQC’s mythbuster¹ and NHS England’s AI guidance,² and you’re free to copy it and change the names, tools and dates.

This is an example, not a legal document. Check it against your ICB’s guidance and your own processes. Incident reporting routes: Learn from Patient Safety Events³ and the MHRA Yellow Card scheme.⁴ Copilot use follows NHS England’s guidance.⁵ For other published examples, see One Care’s AI policy template for practices⁶ and Doncaster and Bassetlaw Teaching Hospitals’ AI policy.⁷

The AI tool register

Section 3 of the policy is a summary of it. The full register is a spreadsheet with a row for each tool: what it is, its status, what it’s approved for and who can use it, the CSO and DPO sign-off dates, and the next review. It’s the first thing to show an inspector. Start from the technology register template, which covers all your digital tools, AI included.

Products named here are examples only. They are not recommendations, and your register will look different.

A card for staff

Print this for the staff room and the locum pack. It’s the policy in one glance.

Making it stick

Add it to induction for new staff, locums and trainees, make AI a standing item at practice meetings, and review the policy and register once a year alongside your DSPT.

Sources on this page last checked 6 November 2026.