Create with SOPHIE
Most procedures already exist somewhere: in someone's head, a binder, a training video, or a Word document on the shared drive. Create with SOPHIE turns them into standards. Describe the procedure in your own words, or hand SOPHIE what you already have (a screen recording, a photo of a checklist, a PDF, a Google Doc), and she drafts the standard for you: steps, owner, who does it, and how often.
SOPHIE drafts and you decide. Nothing is saved until you save it, and new standards always start as drafts, so nothing reaches your team until it's published.
Create with SOPHIE happens in the same conversation space as Ask SOPHIE. You can ask her about your numbers or your FIX List there too. This page covers writing standards.
Open it
- Click CREATE at the top of the screen and choose Ask SOPHIE (or press ⌘I, Ctrl+I on Windows).
- Press ⌘J (Ctrl+J) to go straight to a new conversation. This works for people whose role can write standards.
- From a standard, click Improve with SOPHIE to work on that standard. See Improve an existing standard.
- Other places offer it too: a FIX List item that needs a new or changed standard, a step on your Patient Journey that has no standard yet, and suggestions SOPHIE picks up from meeting transcripts.
A new conversation opens with What do you want to look at? and a few suggested questions. Type in the message box below them.
Write a new standard
- Describe the procedure. Tell SOPHIE what you want written down, as you'd explain it to a new team member. For example: "How the front desk checks in a new patient, including insurance verification." The more you tell her about who does it and when, the less you'll need to fill in later.
- Add sources if you have them (optional). See Give SOPHIE your sources.
- Press Enter to send. Use Shift+Enter for a new line. SOPHIE reads everything and starts drafting. While she works, a tile shows the title with Drafting…. You can keep typing; your next message is queued and sends when she finishes.
- Review the draft card. Each standard SOPHIE writes appears as a card in the conversation. See Review the draft card.
- Refine in the chat. Ask for changes in plain words: "Add a step for confirming the appointment by text," or "Split this into opening and closing." The card updates and shows what changed.
- Click Save to Drafts. SOPHIE confirms with Saved to Drafts. Click Open to go to the new standard.
One conversation can produce several standards. If you describe a whole area, such as "our end-of-day routine", SOPHIE may draft more than one card. You can leave out any card you don't want, and bring it back later with Bring back.
Click the microphone in the message box to dictate. The first time, SOPHIE shows a privacy notice. Don't dictate patient information.
Give SOPHIE your sources
SOPHIE can work from almost anything you already have:
- Recordings: a screen recording of someone doing the task, a voice memo, or a video. SOPHIE transcribes the narration. If there's no narration, she reads what's on the screen.
- Photos and screenshots: a laminated checklist, a whiteboard, a software screen.
- Documents: PDF, Word, Excel, CSV and text files, Google Docs, Sheets and Slides.
- Existing standards from your library, to combine or build on.
- Meeting recordings from Fathom, and Loom videos.
To add them:
- Click the paperclip in the message box:
- Upload files picks files from your computer.
- Google or Microsoft 365 opens a picker for your Google Drive or OneDrive. The first time, you'll be asked to connect your account (Connect).
- Fathom lets you choose meetings. Loom lets you pick from your Loom library.
- Manage connectors opens your connections.
- Drag files onto the page, or paste an image or file from your clipboard.
Size limits:
| Kind | Largest file |
|---|---|
| Video and audio | 1024 MB |
| Images | 5 MB |
| Documents | 100 MB |
You can't send your message while a file is still uploading. The message box tells you what it's waiting for.
The Documents panel
Everything you add appears in the Documents panel on the right, under "What SOPHIE is drafting from." Each file shows its type and whether SOPHIE could read it, for example Transcribed or "This PDF is a scan with no text in it." If SOPHIE has guessed a file's type wrong, click the type to correct it. You can remove a file from the conversation, or retry one that didn't upload.
In the chat, Drive and OneDrive pickers add individual files. To bring in a whole folder of documents at once, use Import on the Standards page. See Importing standards.
Review the draft card
Each card is a complete draft standard, with everything you'd set when editing one:
- Title: start it with an action verb in capitals, for example "CHECK inventory levels". SOPHIE won't let you save a title that doesn't start with a verb.
- Confidence: how sure SOPHIE is that she captured the procedure correctly from your sources: High confidence, Good match or Review suggested. Read low-confidence drafts more closely.
- Department, Flow (Patient, Office or Admin) and Spaces. Leave Spaces empty to apply it to every space.
- Owner: the roles responsible for keeping it accurate.
- Assignees & schedule: which roles do it, how often (Daily, Weekly, Bi-weekly, Monthly, Quarterly, Yearly, As Needed), and when (Start of day, During the day, End of day). You also choose what happens if it isn't done that day: Keep it open — stays until done or Mark it missed — closes when the day ends. Click Add another schedule group to give different roles different schedules. See Roles and schedules.
- Tags and Compliance (HIPAA, OSHA, CDC, ADA, FDA, CMS).
- The procedure itself. Click Edit to change the text with the editor, or Expand to read it in full.
If something required is missing, the save button tells you what: Name this SOP, Pick an owner or Pick who does it. Clicking it takes you to the missing field.
Questions SOPHIE couldn't answer
When SOPHIE needs a detail only your practice knows, she asks instead of guessing. She may post a card with the questions ("Answer what you know — the rest can wait"). Type the answers you know and click Save N answers, and each answer goes straight into the procedure. Anything left unanswered is marked in the draft. Show me the question SOPHIE could not answer on the card jumps to it, and you'll be reminded again before you publish.
Other things SOPHIE might notice
While reading your sources, SOPHIE sometimes spots things that aren't recurring procedures:
- Tasks I noticed: one-time work. Click Add to Fix List to track it on your FIX List.
- Notes worth keeping: useful details you can copy.
When a standard already exists
Before drafting, SOPHIE checks your library. If you already have a standard that covers what you asked for, she shows it as Already in your library instead of writing a duplicate:
- Open existing opens the standard you already have.
- Improve here loads it into the conversation so you can change it.
- Draft anyway writes a new one regardless.
A draft card may also say May overlap with another standard, with a percentage, when it's close to something you already have.
Improve an existing standard
To change a standard with SOPHIE's help:
- Open the standard and click Improve with SOPHIE. If you've worked on it with SOPHIE before, you'll pick up where you left off.
- The standard appears as a card. Tell SOPHIE what to change, or add new sources, such as an updated recording.
- Click Save changes to this SOP. You'll see Changes saved to the SOP.
Saving updates the original standard. It doesn't make a copy, so its history, comments and acknowledgements stay with it, and the change is recorded as a new version.
If you change the steps of a published standard, the usual publishing rule applies. If you're a practice owner, a practice manager or one of the standard's owners, your change goes live straight away. Otherwise it goes to the standard's owner to review. See Review and publish.
If someone else changed the standard in the library while you were working, SOPHIE won't overwrite it. The card says so and offers Compare, showing The SOP now next to This conversation, so you can choose what to keep.
Start from a blank draft
To fill a standard in yourself, choose Add a placeholder SOP on a new conversation (or from the ⋯ menu). You get an empty draft card. Name it, set its properties, and write the procedure, then save it to Drafts like any other.
Your conversations
Conversations are kept in the list on the left, grouped by date, with Search conversations at the top. Each one shows where it stands, for example Waiting on you, Draft not saved or SOP saved to Drafts. Use the ⋯ menu in a conversation to Rename it, Move to space, or Delete conversation. Deleting a conversation never deletes standards you've already saved.
Good to know
- Unsaved drafts live in the conversation. If you delete a conversation with unsaved drafts, SOPHIE warns you that they'll be lost.
- New standards are always drafts. Saving to Drafts never publishes. Review and publish when you're ready. Depending on your practice's settings, drafts with a schedule can appear on My Day before they're published.
- Who can save: writing new standards needs a role that can create standards ("Write and edit drafts" in Settings › Roles).
- Very long jobs stop. If SOPHIE is still writing a draft after 12 minutes, she stops. The chat says it didn't finish and nothing was saved. Send your message again, or break the job into smaller pieces.
- What SOPHIE knows about your practice (software, format, departments) comes from your practice profile. Keeping it up to date makes her drafts more accurate. See Practice profile.