The Standards Library
Standards are your practice's written procedures: how you check in a new patient, how you close the office, how you handle a billing question. Each one says what to do, who does it, who owns it, and how often it comes up. When a standard is scheduled, SOPHIE puts it on the right people's My Day at the right time.
The Standards page is the library where every standard in your practice lives. Open it from Standards in the sidebar. It sits with My Day and Inbox at the top of the sidebar because it covers the whole practice, not just the space you're working in.
Standards are what many practices call SOPs (standard operating procedures). The sidebar says Standards, but buttons and labels inside the app still say "SOP" in places, such as Search SOPs by title... and Edit SOP. They mean the same thing.
How the page is laid out
When you open the library, it shows every standard in the practice, grouped two ways:
- By flow: Patient, Admin or Office. A standard with no flow set appears under Office.
- By time of day within each flow: Beginning, During or End of the day, plus As Needed for standards with no fixed time. A standard done at more than one time of day (an opening and closing checklist, for example) shows in each group it belongs to.
Each card shows:
- The title and a status badge (Draft, Under Review, Approved, Published, Expired, Archived or Rejected).
- The department, the assigned roles, and the spaces it's limited to, if any.
- Its tags.
- Small icons for flow, schedule (D, W, M, Q or Y for Daily, Weekly, Monthly, Quarterly or Yearly) and time of day. Hover over an icon to see what it means.
When the assignee line is amber and reads No roles assigned or No users in assigned roles, nobody will get this standard on their list. Open it and add a role, or add people to the role. See Roles and schedules.
Change the view
The buttons on the right of the toolbar change the layout:
- Horizontal layout (the default) puts the groups side by side in compact columns.
- Vertical layout stacks the groups.
- Card view and Table view switch between cards and a table with Status, Title, Department, Assignees, Flow, Schedule and Tags columns. Table view only works with the vertical layout.
While the list is grouped, Show N per group sets how many standards each group shows before it scrolls.
Search
Type in Search SOPs by title... to narrow the list as you type. Search looks at titles only, not the text inside a standard. Recent searches are remembered so you can pick them again.
SEARCH at the top of the screen (or ⌘F, Ctrl+F on Windows) reaches a little further. It matches standards by title, tag or department, and it also finds comments and team members. See Finding your way.
Filter the list
Click Filters to open the filter panel. You can combine as many filters as you like. Within one filter, picking several options shows standards that match any of them. Across different filters, a standard has to match all of them.
| Filter | What it narrows to |
|---|---|
| Mine | Standards assigned to you, owned by you, or both (see below). |
| Owner | Standards owned by the roles you pick. The owner role keeps the standard up to date. |
| Assignee | Standards assigned to the roles you pick. Choose Unassigned to find standards that have no roles, or whose roles have nobody in them. |
| Status | Draft, Under Review, Approved, Published, Expired, Archived, Rejected. |
| Flow | Patient, Admin, Office. |
| Schedule | Daily, Weekly, Monthly, Quarterly, Yearly, As Needed. |
| Time of Day | Beginning, During, End, As Needed. |
| Spaces | Standards for the spaces you pick. Standards that apply to every space are always included. Only shows if your practice has spaces. |
Once a filter is on, the Filters button names it, for example "Owner: Office Manager". With more than two filters it names the first and adds "+2 more". Inside the panel, a sentence spells out everything that's on: "Showing SOPs where Status is Draft and Flow is Patient".
To turn everything off, click Clear next to the button or Clear all inside the panel.
Your search and filters are saved in the page address. Copy the link to send a teammate exactly the list you're looking at, or bookmark a view you use often.
The Mine filter
Mine is a shortcut for finding your standards, so you don't have to pick each of your roles out of the Owner and Assignee lists by hand. It has two groups:
- Assigned to me: standards you're expected to do.
- Owned by me: standards you're responsible for keeping up to date.
Under each group you'll see every role you hold, plus All Staff (or whatever your practice calls its everyone-role). Nobody is assigned to All Staff directly, because every team member is part of it automatically. A standard assigned to All Staff lands on everyone's My Day, so it appears here as one of your roles. You can untick it if you only want the standards for your specific roles.
How to read it:
- Tick a whole group to include all your roles in it, or tick single roles to narrow it down.
- If you pick both groups, you see standards that are assigned to you or owned by you. They don't need to be both.
- The button says what's selected: "Assigned and Owned" when both groups are fully ticked, or "Assigned (2) and Owned" when you've picked only two of your roles under Assigned. A partial selection never looks like all of them.
Nothing is selected until you choose it. When you open Standards, you always see the whole library.
A standard can have a different schedule for each role. For example, it might be Daily for one role and As Needed for another. When Mine is on, the Schedule filter uses your schedule for each standard, not the strictest schedule anyone has. So if you filter to As Needed, you see the standards that are as-needed for you, even if they're daily for someone else.
The As Needed card on My Day links here (Show all) with Assigned to me and As Needed already set, so both places show the same standards.
Open a standard
Click any card or row to open it. It opens either as a full page or as a pop-up over the list, depending on your preference in Settings › Preferences (Full Page View or Modal View). You can also switch while a standard is open, using the expand/minimize icon in its header. See Viewing a standard.
Other things you can do from here
- Import brings documents in from a connected Google Drive or OneDrive and turns them into draft standards. An amber dot on the button means an import is waiting for you to review it. See Importing standards.
- Bulk Edit lets you change owners, assignees, schedules, tags and more across many standards at once. See Tags and bulk edit.
- To write a new standard, use Create with SOPHIE. See Create with SOPHIE.
Good to know
- Search is title-only. Neither the library search nor the global SEARCH looks inside a standard's steps. To find a standard by topic, search a tag or department in SEARCH, or filter by owner or assignee.
- Filters stay in the address bar. If the list looks short, check whether the Filters button names a filter you forgot about, then click Clear.
- Missing a role under Mine? Mine lists the roles you hold in this workspace. If one is missing, ask a manager to assign it to you. See Roles and permissions.
- Assigned means a role, not a person. Standards are assigned to roles, and everyone holding the role gets the work. To see who that is, open the standard.
- Deleted standards don't appear here. They're in Trash for 30 days.