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Ask SOPHIE

Ask SOPHIE is a chat with SOPHIE about your practice. Ask her how your numbers are doing this week, which Standards haven't been reviewed, or what's open on the FIX List, and she answers from your practice's own records. Describe a problem or a way of doing something, and she drafts a Standard, suggests a FIX List item or proposes a task, and waits for you to say yes.

SOPHIE drafts; you decide. Nothing she proposes becomes real until you click to accept it.

Open Ask SOPHIE​

  • Click CREATE at the top right and choose Ask SOPHIE ("Describe an issue, idea, or info").
  • Or press ⌘I (Ctrl+I on Windows) from anywhere in SOPHIE.

Ask SOPHIE opens in the main window, beside the sidebar. Other buttons around SOPHIE open the same chat with something already loaded: Improve with SOPHIE on a Standard, drafting a Standard from a FIX List item, Draft with SOPHIE on a meeting suggestion, and asking SOPHIE to draft a Standard from the Patient Journey.

Start a conversation​

A new conversation asks What do you want to look at? and offers three starter questions, which change daily, such as:

  • "How are our numbers this week?"
  • "Which SOPs haven't been reviewed this year?"
  • "What's open on the Fix List?"
  • "Who owns each number on the Scoreboard?"
  • "What should we cover at the next Power Meet?"
  • "Which procedures don't have an SOP yet?"

Click one, or type your own in the message box. Press Enter to send and Shift+Enter for a new line. You can keep typing while SOPHIE is working: your next message is Queued and sends when she finishes (click the X on it to take it back).

To dictate instead of typing, click the microphone. The first time, SOPHIE shows a privacy notice: dictation goes through your browser's speech service, so don't dictate patient health information.

Each conversation belongs to the space (office) you started it in, and SOPHIE answers about that space.

What SOPHIE can answer​

SOPHIE reads your practice's records to answer, including:

  • Your Scoreboard: how each number is doing against its goal, for a week, month, quarter or year; who is responsible for entering a number; why a cell is empty; how a collected number is calculated; how this month compares with last; which numbers are behind and which matters first. She can also suggest a goal for a row.
  • Your Standards: who owns a Standard, how often it runs, who has to approve it, where it sits in the Patient Journey, and which journey steps don't have a Standard yet.
  • Your FIX List: what's open, who has an item, why it's still open, whether something was fixed before and how.
  • Tasks: what's open or overdue, and the details of a task.
  • Your team and spaces: who works there, which roles they hold, and the practice's locations.
  • Your Vision Map and Patient Journey: your purpose, focus and goals; journey steps, owners and linked Standards.
  • What you give her: files you attach, links you paste, documents from your Google Drive, and meeting transcripts.

If SOPHIE doesn't have what she needs to answer, she says so rather than guessing. She never compares your practice with other practices, and she never invents numbers, names or dates.

note

Some answers depend on your permissions. If you don't have access to the Scoreboard, SOPHIE tells you so instead of reading it.

Reading SOPHIE's answers​

Each reply starts with SOPHIE's ✦ mark and her name, and her words have a violet line down the side. While she works you'll see thinking…, then a short line for each step she took (expand Ran N steps to see them all). If a step couldn't run, it's marked unavailable.

When part of a reply comes straight from your practice's records rather than being written by SOPHIE, a from the record divider appears above it. Those are your own data:

  • Scoreboard rows, grouped into Behind, Nothing to judge and On track. SOPHIE warns you when nobody holds the role that's supposed to enter a number.
  • Tasks, with overdue ones tagged Overdue. Click a task to open it on My Day.
  • FIX List items with their status. Click one to open it.
  • Standards with their owners. Click one to open it.
  • Where to focus: the numbers most worth your attention, and whether there's a Standard behind them. Where there isn't, Nothing documented — write it asks SOPHIE to write one.

Longer lists show the first few with Show all.

When SOPHIE offers choices, they appear as buttons under her reply. Click one, or just type your answer.

Things SOPHIE can do for you​

Suggest a FIX List item​

Describe a problem ("the front desk keeps double-booking new patients on Mondays") and SOPHIE may suggest a FIX List item. The card shows what it is, Why it matters, What to do, whether the cause looks like the system or people, and any Tasks this will create.

  • Click Create the Fix List item (or Create it and the task / Create it and N tasks) to add it. Then Open it on the Fix List takes you there.
  • Click Not now to leave it.

Until you click, the card says Not added yet.

Propose a task​

For one-off work, SOPHIE may propose a task with who it's for and when it's done. Click Create the task to add it, or Not now. You need permission to create tasks for SOPHIE to offer this.

You can also accept or turn down either kind of suggestion by typing ("yes, add it", "no thanks").

Draft a Standard​

Describe a procedure, or attach what you already have (a document, a recording, photos, a transcript) and ask SOPHIE to write it up. She drafts a Standard in the chat as a card you can review:

  • The name, department, spaces, owner, who does it and on what schedule, tags and compliance areas can all be set right on the card.
  • If SOPHIE has open questions, she shows them as fields to fill in. Answer what you know; the rest can wait.
  • Ask for changes in the chat ("make step 3 shorter", "add a photo of the tray setup") or click Edit to change the text yourself.
  • If a Standard like it already exists, SOPHIE says Already in your library and offers Open existing, Improve here or Draft anyway.

When it's ready, click Save to Drafts. If something required is missing, the button tells you what (Name this SOP, Pick an owner, Pick who does it). The Standard lands in your library as a draft: not live until it's reviewed and published. See Create with SOPHIE for the full drafting guide.

Improve an existing Standard​

Click Improve with SOPHIE on a Standard, or ask SOPHIE to open one. Her changes stay a draft until you click Save changes to this SOP on the card. If someone else changed the Standard in the meantime, SOPHIE tells you and lets you Compare before saving.

Other things she can do when you ask​

  • Mark one of your tasks done.
  • Remember a fact about your practice ("we call it the hygiene room, not the operatory") for future conversations.
  • Rename the conversation or file it in a group.

Actions she checks with you first​

For a few actions that can't be undone from the chat, SOPHIE stops and asks "… — this one cannot be undone from here. Go ahead?" with Yes, go ahead and No, not yet. Each yes covers one action only. These are:

  • saving a draft to your library on your behalf,
  • setting a goal on a Scoreboard row,
  • sharing or unsharing the conversation,
  • deleting the conversation,
  • removing every attached file.

Attach files and sources​

Click the paperclip to attach:

  • Upload files from your computer: photos, video, audio, PDF, Word, Excel, text. Video and audio can be up to 1024 MB, images up to 5 MB and documents up to 100 MB. You can also drag files onto the chat or paste them.
  • Connected sources: documents from Google Drive or Microsoft 365, meetings from Fathom, or a video from Loom. See Your connections.
  • Manage connectors to connect another account.

You can also paste a link (a YouTube or Loom video, a Google Doc, a web page) and SOPHIE reads it if she can.

Click Documents at the top of the conversation to see everything SOPHIE is drafting from. Tap a file's type to correct it, or remove a file from the conversation.

Manage your conversations​

Your conversations are listed on the left, grouped Today, Yesterday, Earlier this week and Earlier, with a short status such as Waiting on you, Draft not saved or SOP saved to Drafts.

  • ✦ New conversation starts a fresh one.
  • Search conversations finds an old one.
  • If your practice has more than one space, chips at the top switch between spaces' conversations.
  • Filter and group recents lets you group by Date or by your own groups. Use New group to make one, and a conversation's More menu to Move to group or Delete it.

At the top of a conversation:

  • Click the title to rename it.
  • Share lets you share it with a teammate. They get an Inbox notification with a link. A shared conversation shows Shared with N (or Shared with you for the person you shared it with).
  • The … menu has Rename, Move to space (only before anything has been said), Add a placeholder SOP, How it works and Delete conversation. Deleting a shared conversation removes it from your teammates' history too.

Change what SOPHIE knows about your practice​

SOPHIE keeps a short description of your practice that she uses in every conversation: your practice profile, roles and the software you use. To see or change it, open How it works from the … menu and choose Practice profile. In What SOPHIE knows about you you can edit the text, list Retired tools & products she shouldn't mention in new Standards, and Save. Revert to auto-detected goes back to what SOPHIE worked out from your practice profile.

Changes apply to everything drafted from then on; existing drafts stay as they are.

Good to know​

  • Everyone in the workspace can use Ask SOPHIE. What she can show or do for you follows your permissions.
  • SOPHIE never writes anything you didn't ask for. A suggestion that hasn't been accepted doesn't exist yet, and she won't describe it as if it did.
  • A conversation stays in the space it started in. To ask about another office, switch space and start a new conversation.
  • Don't share patient health information in the chat or by dictation unless your practice's policies allow it.
  • Asking a starter question you've already asked in this space reopens that earlier conversation instead of starting a copy.