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Acknowledgements

Acknowledgements are how SOPHIE confirms that your team has read and understood each SOP. They close the loop between publishing a procedure and knowing that everyone who needs to follow it has actually reviewed it.

How acknowledgements work​

When a SOP is published and assigned to specific roles or departments, every team member in those groups is asked to acknowledge it. The process is straightforward:

  1. A SOP is published and assigned to roles or departments.
  2. Team members with matching roles see the SOP appear in their My Day view with a prompt to review and acknowledge.
  3. The team member reads through the SOP and clicks Acknowledge.
  4. SOPHIE records the acknowledgement with a timestamp and the team member's name.

That is it. The acknowledgement confirms that the person has reviewed the current version of the procedure.

My Day and acknowledgements​

The My Day page is each team member's personal hub for acknowledgements. It shows:

  • Pending acknowledgements -- SOPs that are new or updated and need your review
  • Previously acknowledged SOPs -- A record of what you have already reviewed
  • Acknowledgement history -- Timestamps showing when each acknowledgement was made

Team members can acknowledge SOPs directly from My Day or by opening the SOP detail page. Either way, the result is the same.

Tracking acknowledgements as a manager​

Managers and admins have several ways to monitor who has and has not acknowledged their SOPs.

SOP detail view​

Open any published SOP and click the Acknowledgements tab in the sidebar. You will see:

  • A list of team members who have acknowledged, with timestamps
  • A list of team members who still need to acknowledge
  • The overall acknowledgement rate for that SOP

Dashboard cards​

Your Home dashboard can include acknowledgement-related cards:

  • Acknowledgements Pending -- SOPs waiting for your own review
  • Compliance Risk -- SOPs with low acknowledgement rates across your team
  • On-Time Rate -- The percentage of acknowledgements completed on schedule

Team Performance​

The Team Performance analytics view includes acknowledgement rates as a key metric in each team member's scorecard. This helps you spot patterns -- if someone consistently falls behind on acknowledgements, it may signal a training or engagement issue.

Re-acknowledgement​

When a published SOP is updated and republished, SOPHIE resets the acknowledgements for that SOP. Every team member who previously acknowledged it is asked to acknowledge the updated version. This ensures your team is always working from the latest procedure, not an outdated one.

You do not need to do anything special to trigger re-acknowledgement. It happens automatically whenever a SOP is republished after changes.

Acknowledgement schedules​

Some SOPs have recurring review frequencies -- daily, weekly, monthly, quarterly, or yearly. For these SOPs, SOPHIE may require periodic re-acknowledgement based on the schedule. This is particularly useful for safety-critical procedures or compliance-sensitive tasks that your team needs to review regularly, not just once.

Why acknowledgements matter​

In a dental practice, consistent execution of procedures is critical for patient safety, regulatory compliance (HIPAA, OSHA), and quality of care. Acknowledgements give you documented proof that your team has reviewed each procedure. If an auditor asks whether your staff was trained on a specific protocol, you can show exactly who reviewed it and when.