Decision inputs
Facts that change the policy answer
For this request, a valid medical certificate and permitted workplace purpose is the input boundary and the minimum administrative facts needed for leave handling is the output boundary. A useful check makes both explicit.
- 1Task and owner
- People administrator wants to summarise an employee medical certificate. The request needs an accountable owner for the minimum administrative facts needed for leave handling, even when the tool prepares most of the first draft.
- 2Information involved
- A valid medical certificate and permitted workplace purpose. Check uploads, history and connected systems before describing the request as low sensitivity.
- 3Tool and account
- An approved company account. Approval must cover the account and its settings, not merely the product name.
- 4Intended result
- The expected result is the minimum administrative facts needed for leave handling. State whether another person will see it, rely on it or receive an action produced from it.
- 5Consequence if it is wrong
- Clinical details can be unnecessarily copied into broad HR systems. Use this consequence to distinguish a routine request from one needing specialist approval.
- 6Human review
- authorised people owner should inspect, change, reject or stop the result. Their role should include checking source facts, correcting errors and refusing the proposed use.
Possible policy routes
The task name alone cannot decide it.
A published workplace policy can return different answers for the same task. These are the practical branches worth encoding.
A routine policy route may be possible
The lower-friction route begins when the exact account is approved, only the minimum sensitive employee health information is used, the minimum administrative facts needed for leave handling remains within the stated purpose, and authorised people owner reviews it before use.
Approval may be required
A named reviewer should take over when the account or data handling is uncertain, clinical details can be unnecessarily copied into broad hr systems, or the minimum administrative facts needed for leave handling reaches people or systems beyond the requester’s authority.
The request may need to stop or change
A stop or redesign route becomes relevant if restricted information would enter an unapproved service, the output would act before authorised people owner can intervene, or extract only the facts the process requires and restrict access cannot be maintained. Consider less information, a controlled account or a non-AI process.
Request checklist
Questions to ask before using the tool
- 01
Which approved account will perform summarise an employee medical certificate, and what external connections can it reach?
- 02
Who is permitted to expose a valid medical certificate and permitted workplace purpose to this tool and for this purpose?
- 03
Could someone treat the minimum administrative facts needed for leave handling as final even though it was generated as assistance?
- 04
Can authorised people owner inspect the complete result and its source before reliance?
- 05
Would another region, audience or frequency activate a different company rule?
Worked request
What the employee should submit
This example supplies decision facts without pasting the underlying material into the approval record.
- requester
- people administrator
- task
- Use AI to summarise an employee medical certificate.
- information
- a valid medical certificate and permitted workplace purpose
- tool
- An approved company account
- frequency
- Recurring work
- region
- Where the work and affected people are located
- purpose
- Analyse
- impact
- Leave administration
- review
- Complete human review
- owner
- authorised people owner
Useful safeguards
Controls that fit this request
- ✓
Extract only the facts the process requires and restrict access
- ✓
Document why each part of a valid medical certificate and permitted workplace purpose is necessary before making it available to the tool.
- ✓
Keep the use within analyse and run another check if the audience, tool or intended effect changes.
- ✓
Record the request and reviewer without copying unnecessary parts of a valid medical certificate and permitted workplace purpose into the audit trail.
Questions people ask
About this AI use
Is using AI to summarise an employee medical certificate automatically allowed?
The company policy supplies the answer after it receives the real tool, data, purpose, impact and review plan. This page only prepares those facts.
What belongs in the employee’s request?
Describe the minimum administrative facts needed for leave handling, identify a valid medical certificate and permitted workplace purpose, name the exact tool and account, explain who will receive or rely on the output, and state how authorised people owner will review it.
What should remain after the decision?
Record the request and reviewer without copying unnecessary parts of a valid medical certificate and permitted workplace purpose into the audit trail. A classification and controlled reference may be enough when copying a valid medical certificate and permitted workplace purpose would create unnecessary risk.