DAY 1
Account Setup
Create your account, select your practice type (dental, med spa, veterinary), and choose your position map. Takes under 20 minutes.
Practice type selection
Position map configuration
Team member invites sent
THE PLATFORM
The practice operating system that keeps every department aligned around each patient.
For the
practice owner:
see where patient follow-through is getting stuck across the practice.
For the
office manager:
see who owns the next move, which standard applies, and whether the experience actually moved forward.
Patient Journey
The daily engine
Standards & Training
The foundation
Leadership Operations
The weekly goal rhythm
Performance Insights
The proof layer
FIVE DEPARTMENTS. ONE STANDARD.
Stop being the system.
Start running it.
Every department. Every role. Every patient. The dentist sees where revenue is stuck. The office manager sees what kind of problem it is. Both get a practice that runs on standards, not heroics.
Performance holds. Revenue becomes more predictable.
Clinical Execution
Every treatment plan followed through.
Case acceptance, post-op follow-up, hygiene reappointment — nothing slips.
SOPHIE embeds the treatment presentation SOP directly into the task. Post-op follow-up is auto-routed. Hygiene reappointment is tracked to close. Every clinical standard lives in the system — not in the person doing the work.
Treatment Presentation SOP
The script, the standard, and the objection-handling guide are embedded in the task at the moment the presentation happens.
Post-Op Follow-Up Routing
Follow-up tasks are auto-generated and routed to the right position after every procedure. No manual assignment needed.
Hygiene Reappointment Tracking
Every hygiene appointment generates a reappointment task. SOPHIE validates it was scheduled — not just assigned.
Case Acceptance Accountability
When case acceptance drops below standard, SOPHIE flags it as a system gap or accountability gap — so you fix the right thing.
SOPHIE · Clinical
LIVE STANDARD
Treatment Presentation SOP
Case presentation task generated
NowScript + objection handling attached
SOPPost-op follow-up routed
AutoHygiene reappointment validated
Closed Detect
Correct
Reinforce
Front Desk & Scheduling
No patient leaves without a next step.
End-of-day reconciliation. Morning follow-up queue. Phone scripts embedded.
SOPHIE monitors every patient interaction in real time. When a patient leaves without scheduling, it's flagged immediately. The morning queue is auto-generated. The phone script is embedded in every call task. Nothing falls through.
End-of-Day Reconciliation
Every patient who left unscheduled is flagged automatically. No manual audit. No guessing who slipped through.
Morning Follow-Up Queue
The next morning's follow-up tasks are auto-generated the night before. The front desk starts the day knowing exactly who to call.
Phone Script Embedding
The call script, objection handling, and scheduling standard are embedded in every outbound call task.
Scheduling Standard Enforcement
SOPHIE validates that scheduling standards are followed — not just that a task was marked complete.
SOPHIE · Front Desk
MORNING QUEUE
Follow-up calls ready before the day starts
3 patients left unscheduled
FlaggedMorning follow-up queue generated
AutoPhone script attached to each call
SOPScheduling standard validated
Closed Detect
Correct
Reinforce
Billing & Finance
Revenue that's owed gets collected.
Insurance follow-up, AR escalation, write-off approvals — all tracked.
SOPHIE embeds the insurance follow-up SOP in every claim task. AR tasks escalate automatically at 30, 60, and 90 days. Write-off approvals are routed to leadership. Every billing standard is enforced — not assumed.
Insurance Follow-Up SOP
The claim follow-up standard is embedded in every task. Claims don't age past 30 days without an escalation.
AR Escalation at 30/60/90 Days
Aging AR tasks escalate automatically to the right position. Nothing sits without action.
Write-Off Approval Routing
Write-off requests are routed to leadership for approval. No write-offs happen outside the standard.
Billing Accountability Dashboard
Leadership sees exactly which billing tasks are open, overdue, or escalated — in real time, not at month end.
SOPHIE · Billing
AR CONTROL
Claims and balances cannot disappear
Insurance follow-up task open
30dAR escalation routed at 60 days
EscalatedWrite-off approval sent to leadership
ApprovalBilling accountability visible live
Tracked Detect
Correct
Reinforce
Marketing & Growth
Every new patient gets the same first impression.
New patient welcome, review requests, referral follow-up — all standardized.
SOPHIE embeds the new patient welcome SOP in every front desk task. Review requests are auto-routed after every visit. Referral follow-up has a defined standard and a task attached. Growth doesn't depend on who's working that day.
New Patient Welcome SOP
The welcome standard is embedded in every new patient task. Every new patient gets the same experience, regardless of who's at the front desk.
Review Request Automation
Review requests are auto-routed after every visit. No manual follow-up. No missed opportunities.
Referral Follow-Up Standard
Referral follow-up has a defined SOP and a task attached. Referrals don't go cold.
Growth Accountability
When new patient conversion drops, SOPHIE flags it as a system gap or accountability gap — so you fix the right thing.
SOPHIE · Growth
GROWTH STANDARD
Every patient touchpoint stays consistent
New patient welcome task created
SOPReview request routed after visit
AutoReferral follow-up standard attached
TrackedConversion gap flagged by role
Closed Detect
Correct
Reinforce
Leadership & Admin
Every meeting produces a closed action.
Fix Lists, daily huddles, weekly cadence — every issue tracked to closure.
SOPHIE turns your daily huddles into a structured execution loop. Every action item is auto-routed as a task. The Fix List tracks every issue to closure — and tells you whether it's a system problem or an accountability problem.
Fix List
Every issue surfaced in a meeting becomes a tracked, assigned task. System gap or accountability gap — you always know which.
Daily Huddle Execution
Huddle action items are auto-routed to the right position. No manual follow-up. Same issues don't come back next week.
Weekly Operating Cadence
Set Targets → Review Reality → Surface Friction → Assign → Execute. The operating loop runs itself.
Leadership Accountability Dashboard
Who closed what. Where revenue was recovered. What's still stuck. Live — not a monthly report.
SOPHIE · Leadership
OPERATING LOOP
Every issue becomes a closed action
Fix List item created from huddle
LiveAction routed to correct position
AssignedSystem gap vs accountability gap labeled
DiagnosedClosed action visible to leadership
Closed Detect
Correct
Reinforce
THE LOOP
Detect. Route. Diagnose.
Fix the right thing.
Standards define what should happen. Execution routes the task when it doesn't. Leadership diagnoses whether it's a system gap or an accountability gap. The dentist sees revenue recovered. The office manager sees exactly what to fix.
Performance holds. Revenue becomes more predictable.
JUST-IN-TIME TRAINING
Training that happens when the work happens.
Nobody can facilitate a training. Nobody can take an LMS course. And when the moment comes — a treatment presentation, an insurance claim, a patient objection — there's no standard to fall back on.
SOPHIE embeds the SOP, the script, and the expectation directly inside the task... at the exact moment the work needs to close. Like manufacturing's just-in-time model, applied to practice operations.
SOP steps appear inside the task, not in a separate document
Scripts and objection handling embedded in the workflow
New hires and temp staff step into clear expectations immediately
Standards auto-update when regulations or vendor tools change
MyDay Priorities
Treatment Coordinator • Today
Follow up: Patient #543568 ($2,400 plan)
High
Treatment Follow-Up Script attached
Confirm: 3 unscheduled plans from yesterday
High
Unscheduled Treatment SOP attached
Recall: 5 patients 12+ months since last visit
Medium
Recall Reactivation Script attached
Standards auto-updated · Regulatory feed synced today
Daily Execution Rhythm — Weekly Cadence
Set Targets
Know what success looks like this week and this quarter.
Review Reality
Compare actual results to your set goals
Surface Friction
Identify what's blocking progress. Fix lists captured.
Assign Ownership
Push priorities to the right positions automatically.
Execute
Work flows into MyDay and gets completed.
LEADERSHIP OPERATING SYSTEM
Meetings become work. Goals become execution.
Most practices discuss the same problems every week. SOPHIE turns your daily execution rhythms and huddles into a structured operating loop: every action item captured, routed to the right position, and tracked to closure in the PMS.
Daily huddle transcription automatically assigns tasks and routes the relevant SOP to each role. Decisions don't stay in meetings... they show up in execution.
Daily huddle transcription with auto-assigned tasks
Daily execution rhythms generate fix lists routed to the right position
Scorecards tied to daily, weekly, and quarterly goals
The week builds on the last — not a fresh start every Monday
PLATFORM CAPABILITIES
Consistent Patient Journeys.
Perfectly executed. Every time.
STANDARDS & TRAINING
Everything Your Practice Needs to Define How Work Should Be Done
(Without The Interruptions)
Not buried in documents. Not dependent on memory. SOPHIE gives your practice clear, position-mapped standards and a connected knowledge system so every position always has the SOP at the moment the work happens.
- Position-Mapped SOP Library — Pre-built standards mapped to every position in your practice. Not generic... built for practice operations.
- Regulatory Auto-Updates — Federal and state compliance changes are ingested automatically. Affected standards are updated. Your team acknowledges the change.
- Vendor & Tool Knowledge — SOPHIE understands your PMS, billing tools, and AI systems and embeds that knowledge directly into the workflows where it’s needed.
- AI-Assisted SOP Creation — Turn messy notes, policies, or walkthroughs into usable standards your team can actually execute.
PMS INTEGRATION
Your PMS is the signal. SOPHIE is the action.
In the foundational tier, SOPHIE works as a standalone operating system (no integration required). In the Pro tier, SOPHIE connects directly to your practice management system, pulling live signals to trigger position-routed tasks automatically and validate execution closure against real data.
Appointment confirmed → Front desk prep tasks auto-assigned
Treatment unscheduled → Follow-up routed to coordinator
Membership expiring → Outreach task triggered 30 days out
Post-visit → Follow-up call assigned within 24 hours
BUILT TO CONNECT WITH
TIME TO VALUE
From sign-up to operating.
In 7 days or less.
No months-long implementation. No consultant dependency. No IT project. SOPHIE is designed to be live in your practice within a week and producing measurable results within 30 days.
DAYS 2–3
SOP Library Activated
Your pre-built SOP library is activated for your vertical. Customize scripts, protocols, and standards to match your practice's specific workflows.
Pre-built SOPs loaded for your vertical
Customize scripts and conversation guides
Compliance standards configured
DAYS 4–5
Task Routing Live
Connect your PMS (Pro tier) or activate standalone task routing (Foundation). Your first workflows go live — missed call recovery, unscheduled treatment follow-up, and recall reappointment.
PMS connection or standalone activation
First 3 workflows live and routing
Team walkthrough of MyDay view
DAY 7
Operating
Your team is executing inside SOPHIE. Tasks are routing, closing, and validating. Your Practice Stability Score is live. You can see what's closing and what's drifting — in real time.
Full team executing in MyDay
Practice Stability Score live
First week execution report ready
30-Day MILESTONE
By day 30, you have a running system.
Not a setup project. Not a pilot. A live operating system with execution data and a clear picture of where your instability lives (and how to fix it).
30 days
of execution data
Role-level task closure rates across every workflow
1 score
Practice Stability
Live operational health score across 5 domains
3+ workflows
fully automated
Call recovery, unscheduled plans, recall reappointment
Performance holds. Revenue becomes more predictable.
GO DEEPER
Explore each system in detail.
Each of the four systems has its own full capability page with real examples, role-level breakdowns, and the exact workflows SOPHIE runs.
Performance holds. Revenue becomes more predictable.
Less than $7/day to stop execution from leaking revenue
One recovered task per week covers it.
Everything after that is yours.
Start on Foundation at $199/month (no PMS integration required). Position-mapped SOPs, MyDay task routing, and execution tracking from day one. Add the live signal loop when you're ready.
