SOP Generation

SOPHIE can write a complete, formatted SOP for you in seconds. Give it a title, tell it who the procedure is for, and SOPHIE handles the rest -- step-by-step instructions, safety notes, compliance reminders, and even specific steps for the software your practice uses.

This guide walks you through the generation process and how to get the best results.

What AI Generation Does

When you generate a SOP with SOPHIE, it creates a full draft that includes:

• Step-by-step instructions written for the roles you select
• Safety and compliance notes relevant to dental practices
• Software-specific steps for your practice management system, imaging software, and other tools (when configured)
• Suggested frequency for how often the procedure should be performed
• Formatted sections ready for review and editing

The generated SOP is a draft -- you can edit every part of it before submitting it for approval.

How to Generate a SOP

Step 1: Open the Generate Dialog

From the SOP editor, click the Generate with AI button (the sparkle icon). This opens the generation form.

Step 2: Enter a Title

Type a clear, descriptive title for your procedure. The more specific your title, the better the result.

Less specific	More specific
Patient check-in	New patient check-in with insurance verification
Sterilization	Sterilize dental instruments after operatory use
Phone calls	Handle new patient phone inquiry and schedule first visit

Step 3: Choose Owner and Assignee Roles

• Owner Role -- The role responsible for maintaining this SOP (e.g., Office Manager, Lead Dental Assistant).
• Assignee Roles -- The roles that will follow this procedure day-to-day (e.g., Front Desk, Dental Assistant).

SOPHIE uses these roles to tailor the language and level of detail. A SOP written for a front desk team member will read differently than one written for a clinical lead.

Step 4: Select a Writing Tone

Choose the tone that fits how this SOP will be used. See Writing Tones below for details.

Step 5: Choose Focused or Comprehensive

Pick a generation style that matches how much detail you need. See Focused vs Comprehensive below for guidance.

Step 6: Add Instructions (Optional)

Use the Additional Instructions field to give SOPHIE extra context. For example:

• "Focus on the patient communication steps"
• "Include steps for handling patients without insurance"
• "Keep it under one page"
• "We use paper charts for backup, mention that"

Step 7: Click Generate

Click Generate and SOPHIE will create your SOP. This usually takes 10-20 seconds.

Focused vs Comprehensive

When generating a SOP, you choose between two styles that control how broadly SOPHIE writes.

Focused

Only the steps needed for this specific task. Best when you know exactly what you want.

Example -- "Sterilize dental instruments"

A Focused SOP covers the core sterilization workflow: collecting instruments, loading the autoclave, running the cycle, verifying indicators, and storing the sterilized packs. Straightforward and to the point.

Use Focused when:

• The procedure is a single, well-defined task
• You want a short, easy-to-follow SOP
• Team members already understand the broader context

Comprehensive

Includes related workflows, follow-up steps, and cross-system integrations.

Example -- "Sterilize dental instruments"

A Comprehensive SOP covers everything in the Focused version plus: sorting instruments by type, handling sharps, logging sterilization batches in your PMS, spore testing schedules, what to do when an indicator fails, and how to document for OSHA compliance.

Use Comprehensive when:

• You are writing SOPs for the first time and want thorough coverage
• The procedure touches multiple systems or departments
• You need documentation for audits or regulatory review
• You want to capture edge cases and troubleshooting steps

tip

Start with Focused to get a clean draft quickly. If you need more detail, regenerate with Comprehensive. You can always trim a Comprehensive SOP down, but it is harder to fill in gaps you did not think of.

Writing Tones

The writing tone controls the voice and level of formality in your SOP.

Standard Operations

Clear, direct language for everyday use. Steps are concise and action-oriented.

Best for: Daily procedures your team follows routinely -- patient check-in, end-of-day closing, appointment confirmations.

Training-Focused

More explanatory language with context about why each step matters. Includes tips and common mistakes to avoid.

Best for: Onboarding new team members, procedures that are performed infrequently, or tasks where understanding the reasoning prevents errors.

Audit-Ready / Regulatory

Formal language with explicit references to compliance requirements. Includes documentation checkpoints and regulatory notes.

Best for: OSHA compliance procedures, HIPAA workflows, infection control protocols, or any SOP that may be reviewed during an audit.

Practice Software Integration

SOPHIE can include specific steps for the software your practice uses -- clicking the right buttons in Dentrix, logging entries in Eaglesoft, or pulling up records in Open Dental.

How It Works

If your Practice Profile has software configured (practice management system, EHR, imaging, phone system), SOPHIE automatically sees that information and weaves software-specific steps into the generated SOP.

For example, if your practice uses Dentrix as your PMS, a patient check-in SOP might include:

Open Dentrix and navigate to the Appointment Book. Select the patient's name and click "Check In." Verify that insurance information matches the card on file under the Insurance tab.

Setting Up Your Software

To get the most out of this feature:

1. Go to Practice OS > Practice Profile
2. Under the Technology section, add your practice management system, imaging software, phone system, and any other tools your team uses
3. All future SOP generations will include steps tailored to those systems

No Software Configured?

If you have not set up your Practice Profile yet, the generation form shows a field where you can type your PMS name (e.g., "Dentrix" or "Open Dental") for that single generation. For the best experience across all your SOPs, take a moment to fill out your Practice Profile.

Tips for Better Results

Be Specific in Your Title

Your title is the single biggest factor in the quality of the generated SOP. Think of it as telling SOPHIE exactly what procedure to write.

• Instead of "Billing" try "Submit dental insurance claims for completed procedures"
• Instead of "Emergency" try "Respond to a patient medical emergency in the operatory"
• Instead of "Scheduling" try "Schedule a new patient comprehensive exam and cleaning appointment"

Use the Instructions Field

The instructions field is your chance to steer the output. Tell SOPHIE about anything unique to your practice:

• "We have two front desk staff -- one handles check-in and the other handles check-out"
• "Include steps for patients who are Spanish-speaking"
• "Our office uses paper sign-in sheets, not a digital kiosk"
• "Mention that we require two forms of ID for new patients"

Start Focused, Then Expand

Generate a Focused SOP first to see if it covers what you need. If the result feels too thin, regenerate with Comprehensive to get the expanded version with related workflows and edge cases.

Choose the Right Tone for the Audience

If the SOP is for experienced team members who just need a quick reference, Standard works well. If you are building a training library for new hires, Training-Focused adds the context they need. If the SOP will be pulled during an OSHA audit, go with Audit-Ready.

What to Do After Generation

The generated SOP is a starting point. Here is what to do next:

1. Read it through -- Make sure the steps match how your practice actually operates. Every office is different, and SOPHIE may include steps that do not apply to you or miss something specific to your workflow.

2. Edit freely -- Click into any section and make changes. Add steps, remove steps, reword anything that does not sound like your team.

3. Refine specific sections -- If one section needs work but the rest is good, highlight the text you want to change and use the inline AI editing tool. Tell SOPHIE what to fix (e.g., "Make this shorter" or "Add a step for verifying insurance eligibility") and it will rewrite just that section.

4. Assign roles and set frequency -- Confirm that the owner and assignee roles are correct, and set how often this SOP should be reviewed.

5. Submit for approval -- When you are satisfied with the content, submit the SOP for review. Your designated approver will receive a notification.

note

AI-generated SOPs are always created as drafts. They are never published automatically. A team member with approval permissions must review and approve the SOP before it goes live for your team.