Personalizing AI Generation

Every practice has its own standards, terminology, and expectations. AI Preferences let you give SOPHIE standing instructions that apply to every SOP you generate, so you do not have to repeat yourself each time.

What Are AI Preferences?

AI Preferences are persistent instructions you set once and forget. Each preference is a short sentence telling SOPHIE how you want your SOPs written. Once saved, SOPHIE follows these instructions every time it generates or refines a SOP for you.

Think of them like a style guide that SOPHIE remembers. Instead of typing "make sure you include HIPAA notes" every time you create a new procedure, you add that as a preference and it is automatically applied going forward.

There are two levels of preferences: personal preferences that only affect your SOPs, and workspace preferences that an admin sets for the entire practice.

Personal Preferences

Personal preferences apply only to SOPs that you generate. Other team members will not see or be affected by your preferences.

To set your personal preferences:

1. Go to Settings from the left sidebar.
2. Select the Preferences tab.
3. Scroll to AI Generation Preferences.
4. Type an instruction in the text field and press Enter to add it.
5. Your preference appears in the list immediately and takes effect on your next generation.

Example preferences:

• "Always include HIPAA compliance notes for patient-facing procedures"
• "Keep SOPs concise and under 10 steps when possible"
• "Include Spanish translations for patient-facing steps"
• "Use bullet points instead of numbered lists for supply checklists"
• "Add estimated time to complete at the top of each SOP"
• "Include a troubleshooting section for equipment-related procedures"

To remove a preference, hover over it and click the remove button that appears on the right side. You can add as many preferences as you need -- there is no limit.

Each preference should be a single, clear instruction. It is better to have several focused preferences than one long paragraph trying to cover everything.

Workspace Preferences

Workspace preferences are set by administrators and apply to every team member in the practice. They ensure consistency across all SOPs generated by anyone on the team.

To set workspace preferences (admin only):

1. Go to Settings from the left sidebar.
2. Select the AI tab.
3. Find the AI Preferences section.
4. Add instructions that should apply practice-wide.

Example workspace preferences:

• "Reference our infection control manual for all clinical SOPs"
• "Include PPE requirements for any procedure involving patient contact"
• "Follow OSHA guidelines for all safety-related procedures"
• "Use our practice name 'Bright Smile Dental' in all patient-facing language"
• "Always include a 'Documentation' section for procedures that require charting"

Workspace preferences are a good place for practice-wide standards that every SOP should follow, regardless of who creates it. Only users with admin permissions can add or remove workspace preferences.

If you are not an admin and believe a workspace preference should be added or changed, ask your office manager or practice owner to update it.

How Preferences Combine

When SOPHIE generates a SOP, it considers instructions from three sources, layered in this order:

1. Workspace preferences -- Practice-wide standards set by your admin. These form the baseline for every SOP.
2. Personal preferences -- Your individual instructions. These are added on top of the workspace standards.
3. Per-SOP instructions -- Anything you type into the prompt when generating a specific SOP. These apply only to that single generation.

All three layers work together. For example, if your workspace preference says "include OSHA guidelines" and your personal preference says "keep SOPs under 10 steps," SOPHIE will try to satisfy both when generating your SOP. If you then add a per-SOP instruction like "focus on the sterilization workflow for handpieces," all three instructions are included.

There is no conflict resolution needed in most cases. If instructions do contradict each other, the more specific instruction generally wins -- a per-SOP instruction overrides a general preference.

Managing Your Preferences

AI Preferences are designed to be low-maintenance, but here are some tips for getting the most out of them:

Adding preferences. Add them whenever you notice yourself repeating the same instruction. If you have typed "include cleanup steps" three times this week, make it a preference.

Removing preferences. If a preference is not producing the results you expected, remove it and try rewording it. Hover over any preference and click the remove button to delete it.

Being specific. Vague instructions like "make it better" will not help much. Specific instructions like "include the Dentrix codes for each billing step" give SOPHIE clear direction.

Reviewing periodically. As your practice evolves, your preferences might need updating. Check in every few months to make sure your instructions still reflect how you want SOPs written.

Starting simple. You do not need to add a dozen preferences right away. Start with one or two and see how they affect your generated SOPs. Add more as you discover patterns in the edits you keep making manually.

When changes take effect. Preferences apply starting with the next SOP you generate. They do not retroactively change SOPs you have already created. To update an existing SOP with your current preferences, use the Refine feature or regenerate the SOP.

Quick Reference

Type	Who sets it	Who it affects	Where to find it
Personal	You	Only you	Settings > Preferences > AI Generation Preferences
Workspace	Admin	Everyone in the practice	Settings > AI > AI Preferences
Per-SOP	Anyone	That single SOP only	The generation prompt when creating a SOP