Can this policy be signed electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention are satisfied.

Do healthcare policies require additional protections?

If the policy contains protected health information, handle it under HIPAA and use a vendor willing to execute a BAA to meet privacy obligations.

Who should sign the policy internally?

Typically the infection control officer and an executive with authority (facility director or CEO) should sign to demonstrate both operational and managerial approval.

Are notarization or witnesses required?

Most internal policies do not require notarization, but state rules vary for formal acknowledgements. Check state requirements if a notarized record is necessary.

How do I correct a signed policy version?

Issue an amended version with a new effective date, require fresh signatures, and retain prior versions for audit and legal defense.

How long must I keep signed policy records?

Retain records for the longest applicable period—follow HIPAA six-year rules for health records and IRS three-year financial record rules where relevant.

Electronic Signature
Templates
Insurance
Infection Control Policy

Infection Control Policy

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

What an Infection Control Policy Is and when it applies

An Infection Control Policy is a written organizational procedure that defines measures to prevent, detect, and respond to infectious disease risks in a workplace, facility, or service setting. It establishes scope, responsibilities, standard precautions, personal protective equipment (PPE) guidance, reporting and surveillance processes, training expectations, and review cycles. Many employers use this policy to meet regulatory obligations, reduce employee and client exposure, and document consistent practices for audits, inspections, and internal quality reviews.

Why a clear Infection Control Policy matters for compliance and safety

A concise, maintained policy reduces exposure risk, clarifies accountability, and creates an auditable record for regulators and insurers. It supports worker safety programs and helps meet industry-specific obligations.

Who typically prepares and relies on the Infection Control Policy

Parties that review or sign the policy commonly include the infection control officer, the facility manager, HR, and executive leadership.

Healthcare and long-term care providers responsible for patient safety and HIPAA-related workflows.
Educational institutions managing students, staff, and campus public health measures.
Employers in essential services or manufacturing protecting on-site workers and visitors.

Primary roles involved in policy creation and sign-off

Infection Control Officer

Designated clinical or safety professional who drafts protocols, coordinates surveillance, and manages staff training. This person documents exposures, leads reviews, and acts as the primary liaison with public health authorities.

Facility Director

Operational leader who approves the policy, allocates resources for PPE and training, and ensures cross-departmental implementation and compliance with workplace safety and regulatory requirements.

Core elements to include in a professional Infection Control Policy

A robust policy should be clear, role-based, and measurable; include procedures for prevention, detection, and response; and define recordkeeping, training, and review timelines.

Scope

Define covered locations, populations, and activities. Specify whether the policy applies to employees, contractors, visitors, patients, or students and note any site-specific exclusions.

Roles & Duties

List responsible parties (infection control officer, supervisors, safety officer) with specific tasks for monitoring, reporting, training, and enforcement to avoid ambiguity in operations.

Standard Precautions

Describe hand hygiene, respiratory etiquette, environmental cleaning, waste handling, and engineering controls such as ventilation or physical distancing measures.

Personal Protective Equipment

Specify required PPE by task, donning/doffing procedures, reuse rules if any, storage, and procurement responsibilities to ensure consistent protection and supply management.

Surveillance & Reporting

Establish incident definitions, reporting channels, timelines for notification to public health, internal logging, and thresholds for escalation or operational changes.

Training & Audits

Outline mandatory training content, frequency, records retention, and how internal audits or drills will measure adherence and trigger corrective actions.

Required information and fields to capture in the policy document

Policy Title: Infection Control Policy

Effective Date: MM/DD/YYYY

Responsible Officer: Name and job title

Scope Statement: Locations and populations

Review Cycle: Annual or sooner

Signatures: Authorized signatories

Step-by-step: complete the Infection Control Policy

Follow these steps to prepare, approve, and distribute the policy with an auditable record and consistent version control.

01

Draft: Assemble required sections and assign responsibility for each.
02

Review: Circulate to clinical, legal, and HR reviewers for feedback.
03

Approve: Sign by authorized leadership and date the approval.
04

Distribute: Share the final document, track receipt, and archive the signed version.

How to configure an online workflow for completion and signatures

A standard online workflow reduces manual steps and creates an audit trail. Configure fields and authentication appropriate to your risk level.

Workflow Step	Configuration
Upload Template	PDF or DOCX with fillable fields
Place Fields	Signature, date, text, and checkbox fields
Set Signers	Assign roles and signing order
Authentication	Email or stronger methods for sensitive records

Digital signing and eSubmission: platform capabilities to consider

Ensure the vendor can provide a business associate agreement for HIPAA-regulated data and export signed PDFs for long-term storage.

Audit Trail: Timestamp, IP, action history
Security: TLS in transit, AES-256 at rest
Integrations: Link to HR or records systems

Where to file, send, or submit the signed policy

Determine routing and retention destinations before distribution to ensure consistent storage and access for audits.

Internal Archive: Store signed copy in document management
HR Records: Add acknowledgement to personnel files
Safety Office: Deliver final policy to infection control team
Public Health: Report incidents as required by law

Timelines and review schedule to include in the policy

Set specific dates and deadlines for approval, training, incident reporting, and scheduled reviews to maintain currency and legal defensibility.

Policy Approval Deadline:

Complete review and sign-off within 30 days of draft completion

Staff Training Timeline:

Initial training within 14 days of policy release

Incident Reporting Window:

Report confirmed exposures within 24–72 hours as required

Annual Review:

Full policy review at least once every 12 months

Immediate Update:

Amend policy within 7 days of significant regulatory change

Key milestones and processing stages

Sequence the major milestones from drafting to archival to create a visible compliance trail.

01

Draft Completed

Policy text finalized and versioned for review

02

Cross-Functional Review

Clinical, legal, and operations feedback collected

03

Executive Approval

Leadership signs the final version

04

Distribution & Training

Policy shared and staff training scheduled

Common mistakes to avoid when preparing the policy

Using vague language on responsibilities that creates gaps in enforcement and accountability.
Failing to align PPE guidance with current public health guidance or supply realities.
Neglecting to document training attendance and competency verification for staff.
Not versioning the document or keeping an auditable history of prior policy editions.

Potential penalties and operational risks from an incomplete policy

Regulatory Fines: Civil penalties possible

License Risk: Suspension or restriction

HIPAA Exposure: Breach liability

OSHA Citations: Workplace safety fines

Litigation Exposure: Civil claims risk

Reputational Harm: Public trust damage

Industry examples of policy use and outcomes

Real-world examples illustrate how organizations apply infection control policies to achieve consistent operations and compliance.

Martin Properties — Facilities

Local property manager adopted an online policy for multi-site consistency

Rapid electronic distribution enabled immediate tenant notification
Tim Martin said the approach allowed processing and execution online with full compliance and efficient returns across mobile and desktop workflows.

Fertility Centers of Illinois — Healthcare

Healthcare practice formalized patient-facing protocols and staff training

Signed, tracked acknowledgements reduced follow-up administration
John Butler reported responsiveness from the platform team and smoother operations integrating signed forms into clinical workflows.

Comparison: signNow and competing eSignature options for executing policies

Compare vendor pricing and core capabilities relevant to signing and storing Infection Control Policies; verify plan specifics with each provider.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Practical tips for accurate and efficient completion

Apply these practical rules to reduce errors, speed approvals, and maintain a defensible record of policy adoption.

Use clear versioning and changelogs

Assign a version number and date to every policy revision and keep a changelog to show what changed and why.

Standardize signatures and authentication

Require consistent signer authentication and retain the audit trail to demonstrate signer intent and attribution.

Train staff on policy and documentation

Document training completion for each employee and test comprehension to reduce operational risk and show compliance.

Keep a single source of truth

Store the signed policy in a secure document repository with controlled access and regular backups.

Frequently asked questions about Infection Control Policy completion and signing

Answers to common questions about whether the policy can be e-signed, who must sign, and how to maintain compliance.

Need help? Contact support

Can this policy be signed electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention are satisfied.
Do healthcare policies require additional protections?
If the policy contains protected health information, handle it under HIPAA and use a vendor willing to execute a BAA to meet privacy obligations.
Who should sign the policy internally?
Typically the infection control officer and an executive with authority (facility director or CEO) should sign to demonstrate both operational and managerial approval.
Are notarization or witnesses required?
Most internal policies do not require notarization, but state rules vary for formal acknowledgements. Check state requirements if a notarized record is necessary.
How do I correct a signed policy version?
Issue an amended version with a new effective date, require fresh signatures, and retain prior versions for audit and legal defense.
How long must I keep signed policy records?
Retain records for the longest applicable period—follow HIPAA six-year rules for health records and IRS three-year financial record rules where relevant.

Explore Templates

Subpoena in an Adversary Proceeding Bankruptcy B Form Judgment Default Order Judgment Default Form

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now