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Welcome to SOPHIE

SOPHIE is the operating system for your practice. She keeps the way your practice works written down, puts the right work in front of the right person each day, and gives your leadership team one place to run meetings, track numbers and fix problems.

Most practices start with two things: writing their procedures as Standards, and getting everyone to open My Day each morning. Once those habits are in place, the Practice OS tools (Power Meets, the FIX List, the Scoreboard and the rest) turn them into a weekly rhythm. SOPHIE's AI runs through all of it. She drafts Standards, answers questions about your practice, and suggests what to do next.

What's in SOPHIE​

The app is organized the way a practice works: your own day first, then the tools the practice shares.

Your day

  • My Day: your tasks for today. They come from the Standards assigned to your roles, your schedule, and the to-dos people give you.
  • Inbox: mentions, tasks, updates on things you follow, and replies to support requests.
  • Standards: your practice's written procedures. Each Standard is a step-by-step procedure (the app often calls it an SOP). You can assign it to roles, schedule it, review and publish it, and ask people to acknowledge it.

Practice OS (shown for one location, or space, at a time)

  • Power Meets: structured leadership meetings with prep, headlines and a live agenda.
  • FIX List: where problems, ideas and information get raised, owned and closed.
  • Scoreboard: the numbers that show how the practice is doing, week by week.
  • Team: who works where, their roles, schedules and time off.
  • Vision Map: where the practice is headed and why.
  • Patient Journey: the steps a patient goes through, with the Standards behind each one.
  • Quarterly Sprints: the few priorities you commit to each quarter.

SOPHIE herself

  • Ask SOPHIE: describe a problem, an idea or a procedure in your own words. SOPHIE files it, drafts it or answers it.

For a tour of the screen, see Finding your way around.

Who SOPHIE is for​

Everyone in the practice uses SOPHIE, but not in the same way. What you see depends on the roles you hold and the access level your practice gives you. A front desk team member sees their own tasks and the Standards for their roles. A practice owner sees the whole practice and can change how it's set up.

The three reading paths below suggest an order for the rest of these docs.

For practice owners​

You set SOPHIE up, decide how the practice runs in it, and keep an eye on the results.

  1. Signing in and First steps: get in, set up your practice, and bring your team on board.
  2. Settings overview: your workspace, your locations and the practice-wide defaults.
  3. People and Roles and permissions: invite your team and decide who can do what.
  4. The Standards library and Create with SOPHIE: get your procedures written.
  5. Practice OS overview: Power Meets, the FIX List, the Scoreboard and the Vision Map.
  6. Practice management integration: let SOPHIE collect your numbers for the Scoreboard.

For managers and department leads​

You keep the work moving: you approve Standards, own FIX List items, run meetings and look after your people.

  1. Signing in and Finding your way around.
  2. My Day and Inbox: your own work, approvals and mentions.
  3. Review and publish and Roles and schedules: keep Standards current and assigned to the right people.
  4. FIX List and Power Meets: raise, own and close issues, and run the weekly meeting.
  5. Team schedule and Time off: who's working, and when.
  6. Scoreboard: read the week's numbers and enter yours.

For team members​

You do the work, and you help keep the practice's procedures accurate.

  1. Signing in: accept your invitation and get into SOPHIE.
  2. Finding your way around: the sidebar, search and the CREATE menu.
  3. My Day: what to do today and how to check it off.
  4. Viewing a Standard and Acknowledgements: read your procedures and confirm you've read the updates.
  5. Inbox and Comments: answer mentions and suggest improvements.
  6. Ask SOPHIE and Support requests: raise something with SOPHIE, or ask the SOPHIE team for help.

Getting help​

  • In the app, choose CREATE › Support request to reach the SOPHIE team. Replies come back to your Inbox. See Support requests.
  • See what's new and what's coming on the What's New page.
  • Check whether SOPHIE is running normally on the status page.