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Quickstart

Get your dental practice up and running with SOPHIE in under 15 minutes. This guide walks you through everything from your first sign-in to creating your first SOP.

1. Create your account​

SOPHIE is invitation-based. A workspace owner or administrator sends you an email invitation with a link to join. When you click the link, you can create your account using:

  • Google -- Click "Continue with Google" to sign in with your existing Google account. This is the fastest option.
  • Email and password -- Enter your email address and choose a password.

If you already have a SOPHIE account from another practice, you can sign in with your existing credentials and the new workspace will be added to your account automatically.

2. Your first workspace​

After signing in, you land in your workspace. Think of a workspace as your practice's private home in SOPHIE -- it holds all of your SOPs, team members, departments, and settings.

If you are the workspace owner, you will see the Setup Wizard the first time you sign in. If you were invited by someone else, your workspace is already configured and you can skip ahead to exploring the dashboard.

3. The Setup Wizard​

The Setup Wizard helps you configure SOPHIE for your specific practice. It has three steps:

Practice setup​

SOPHIE asks about the software your practice uses so it can tailor your SOPs to match your real workflow:

  • Practice management software -- Dentrix, Eaglesoft, Open Dental, or others
  • Phone system -- Weave, RevenueWell, Mango, or others
  • Imaging software -- Dexis, Schick, Carestream, or others
  • State -- Your state, so SOPs can reference the correct regulations

Template bundle selection​

SOPHIE offers pre-built bundles of SOP templates organized by department (Front Office, Clinical, Billing, etc.). Browse the available bundles and select the ones that match your practice. Each bundle contains a set of professionally written SOPs that cover common dental office procedures.

Customization and enrichment​

After you select your bundles, SOPHIE customizes each template using the practice information you provided. You will see a progress screen as your SOPs are created and enriched. For example, if you selected Dentrix as your practice management software, the SOPs will reference Dentrix-specific steps instead of generic instructions.

Once the wizard finishes, your workspace is populated with ready-to-use SOPs.

4. Explore your dashboard​

After setup, you land on the Home page. Here is what you will find in the sidebar:

  • Home -- Your personalized dashboard showing SOPs that need acknowledgement, pending approvals, overdue items, and action items requiring attention.
  • My Day -- A focused view of what you need to work on today based on your role and schedule.
  • SOPs -- The full list of your practice's standard operating procedures. Filter by department, status, role, or search by keyword.
  • Templates -- Browse the template library for additional pre-built SOPs you can import into your workspace.
  • Trash -- Recently deleted SOPs are kept here for 30 days before permanent removal.

5. Create your first SOP​

Ready to write your own SOP? Here is the fastest path:

  1. Click SOPs in the sidebar.
  2. Click the New SOP button.
  3. Enter a title that starts with an action verb (e.g., "Verify New Patient Insurance" or "Sterilize Handpieces").
  4. Click the AI Generate button and describe the procedure in a sentence or two. SOPHIE will draft a complete, step-by-step SOP for you.
  5. Review and edit the generated content using the rich text editor. You can add images, format text, and embed Loom videos.
  6. Set the SOP properties -- department, assigned roles, and frequency (Daily, Weekly, Monthly, etc.).
  7. Click Save as Draft to keep working on it, or Submit for Approval to send it through your review workflow.
Start with AI, then refine

You do not need to write SOPs from scratch. Use AI Generate to get a solid first draft, then customize it with your practice's specific details, brand names, and preferences.

6. Invite your team​

Go to Settings > People to add your team members:

  1. Click Invite and enter your team member's email address.
  2. Assign them a role (e.g., Office Manager, Dental Hygienist, Front Desk Coordinator).
  3. Set their manager so SOPHIE knows your organizational hierarchy for approvals.
  4. Click Send Invitation. They will receive an email with a link to create their account.

You can invite multiple people at once. Each person's role determines which SOPs they see and what actions they can take.

7. Next steps​

Now that your workspace is set up and your team is invited, here are some things to explore:

  • Set up roles -- Go to Settings > Roles to customize your organizational hierarchy. Roles determine who approves SOPs and who reports to whom.
  • Configure departments -- Go to Settings > Departments to organize your team by function (Clinical, Administrative, Front Office, Billing).
  • Explore Practice OS -- Set your practice vision, track weekly scorecards, and plan quarterly plays from the Practice OS section.
  • Browse the template library -- Import additional SOP templates from the library to fill gaps in your procedures.

Learn more​

  • Workspaces -- Understand how workspaces, spaces, and departments are organized
  • SOP Workflows -- Learn about approvals, publishing, and versioning
  • Practice OS -- Set your vision, track scorecards, and plan quarterly plays
  • AI Features -- SOP generation, gap analysis, and recommendations