THE AI PRACTICE OPERATING SYSTEM
A practice that runs on systems, not on you.
SOPHIE makes the whole practice work around every patient. When your practice software records a patient event, the right person gets the task, the standard to do it, and the proof it got done.
WHAT NO REPORT SHOWS YOU
Your PMS recorded what happened — AFTER THE DAY ALREADY SLIPPED.
SOPHIE works the other way — she proactively gets your team performing on what should happen next. The accepted case nobody booked. The recall nobody owns. Each one lands on a named person's day, with the standard to do it.
EXPLORE SOPHIE
See how your practice runs.
Click any tab below to explore the screens
Scoreboard
My Day
Patient Journey
FIX List
SOPs
Inbox
Team Roster
Product screens are illustrative, with demo data. SOPHIE runs in your web browser.
The system, top to bottom
What you watch. What holds it up.
Start at the scoreboard you check everyday — then follow it down, level by level, to the foundation that keeps it true.
01 The scoreboard
Your numbers, without the chase.
Plenty of software shows you the numbers — reactively. SOPHIE runs them, pulled from your PMS automatically, paced to the goals your team set, and turned into prioritized work on the right person’s day before anyone asks.
Every role measured on its own KPIs — the goals they set, visible to them and to you
Engagement counts — logged in, priorities cleared, focused on the right work, every day
Positive by design — wins are verified and celebrated, so A-players finally get the credit
Coaching, not gotchas — drift surfaces early as a conversation with data, never a surprise review
One honest view for ownership — who’s carrying the practice, who needs backup, no guessing
And who’s doing the work? SOPHIE sees that too.
Front Office
Treatment Coordinator
Scheduling
02 My day
Every Role's Day, already planned.
When something drifts, SOPHIE re-prioritizes every role’s day. Each task carries its deadline, its dollar amount and its standard — and ‘done’ is verified against the PMS, never taken on faith.
Planned before they log in — SOPHIE builds every role’s day overnight from your scoreboard and your goals
Assigned by what actually happened — yesterday’s drift becomes today’s priorities, with the dollars attached
Everyone sees their own score — personal KPIs on every screen, so nobody wonders how they’re doing
Coached through the day — ‘start here’ guidance, reds turning green as the work gets done
Done means done — every task verified against the PMS, and the day ends complete
Which tasks? Whatever each patient needs next.
03 The patient journey
Every patient, every step, owned.
Ten prescribed steps from Attract to Post Op — rearrange or rename them, but every step has an owner, and every step carries its roles, tasks and standards. The journey and the scoreboard together write every role’s My Day.
Your best visit, every visit — the same experience whether it’s Tuesday morning or Friday at five
Ten handoffs, each owned by a department head — and every task under it has a name
The whole team orchestrated around each patient — handoffs land on the right person’s day, automatically
Operational, administrative, and clinical standards at every step — nothing run from memory
Nothing slips through — accepted-but-unbooked, unpaid, unscheduled all surface the same day, with dollars attached
And when the same step keeps failing? That becomes a Fix.
any location, any department
to the right person
04 The fix list
Found. Investigated. Fixed for good.
Every gap is one of two things: a missing standard, or a standard nobody followed. SOPHIE tells you which, routes the fix, and updates the SOP so it can’t happen twice.
$14,175
Nine unscheduled patients, one ordinary week. Roughly $737,100 a year.
System gap
The standard was missing or out of date. SOPHIE drafts the fix.
Accountability gap
The standard existed, the task was assigned, it didn’t get done. Now it’s a conversation.
The fixes — and the performance — get one meeting a week.
05 TEAM PERFORMANCE
GOOD WORK GETS SEEN.
Every role is measured against the KPIs they own — and how they run the day: logging in, clearing priorities, staying on what matters. Owners and managers finally see who’s carrying it. And when someone drifts, it’s a coaching conversation backed by data, not a feeling.
Every KPI has an owner — the goals your team set, not numbers nobody claimed
Everyone knows where they stand, every morning — no guessing, no waiting for the monthly review
Drift becomes work the same day — SOPHIE re-prioritizes the right person’s My Day automatically
Accountability runs itself — SOPHIE chases the KPI so you never chase people
Days end with the right work done — weeks end on pace, and the goal gets met instead of reviewed
SOPHIE suggests: Dana’s room turnover is drifting. A five-minute chat plus the v5 video — before it touches the schedule. Data attached.
So who keeps those numbers on track? Everyone — starting with their morning.
See it on your own numbers.
06 Power meets
The huddle that actually sticks.
The agenda is already built from live data: the weakest step, the critical fixes, the quarterly goals. SOPHIE records the meeting, transcribes it, and every assignment lands on the right person’s My Day. Nothing gets lost after the huddle. Nobody re-discusses last week.
The agenda writes itself — built from your live numbers, fixes and goals before anyone walks in
Recorded and transcribed by SOPHIE — nobody takes notes, nothing gets misheard
Decisions become assignments on the spot — every task lands on a role’s My Day before the meeting ends
Goals and KPIs set in the meeting go live on the scoreboard — the whole team sees them that morning
Nothing rolls over silently — what closed, what didn’t and why is already on next week’s agenda

Between meetings, you don’t dig for answers. You ask.
07 Ask Sophie
Ask once. She’s already on it.
Ask anything about your practice — a regulation, the scoreboard, ‘what should I do first?’ — and she answers from your live data. Drop in a video or a PDF and she updates the standard, keeps the media in it, and notifies the owner. And when you bring in a new AI tool, it plugs into SOPHIE — your standards, your team, your numbers, already in context.
Ask like you’d ask a person — no prompting skill, no dashboards to dig through
Answers come from your live practice — your scoreboard, your standards, your team, with sources shown
Regulations and protocols included — cited against your standards, not guessed
She acts, not just answers — drop in a video or PDF and the standard updates, with the team notified
The foundation for every AI you add — new tools plug into SOPHIE instead of starting from zero
All of it rests on one foundation.
The journey drives the scoreboard.”
08 Standards & Training
The foundation under everything.
Talk, show, or upload — SOPHIE writes the standard, keeps the video in it, tracks who acknowledged it, and trains new hires from the SOPs their seat owns. Your best way becomes the only way it’s done.
Talk it, show it, or upload it — SOPHIE writes the standard, with your video as the lesson
Acknowledged and tracked — everyone who owns a standard has read it, and SOPHIE nudges who hasn’t
Just-in-time training — the standard appears inside the task, the moment someone needs it
Day 1 runs like year 3 — new hires and temps get a prioritized day with every standard attached, nobody pulled aside
Standards evolve — every fix upgrades the version, and the whole team re-acknowledges automatically
Standards drive the day. The day drives the journey. The journey drives the scoreboard.
See it on your own numbers.
Practice Owner
Sophie plans her day.
Practice Manager
Sophie runs his meeting agenda.
Front Desk
Sophie starts her day knowing.
Clinical Team
Sophie keeps every case moving.
WHO SHE'S FOR
Everybody gets a Sophie.
Sophie is for every role. She shows up differently for every seat.
Practice Owner
REVENUE ON TRACK, NO CHASING
- Pull PMS reports to build the scoreboard ✦ SOPHIE
- Chase daily, weekly and monthly KPIs ✦ SOPHIE
- Watch for revenue drifting off track ✦ SOPHIE
Practice Manager
PRIORITIES SET THEMSELVES
- Run reports to find what’s slipping ✦ SOPHIE
- Reset every role’s priorities by hand ✦ SOPHIE
- Track where every patient sits in the journey ✦ SOPHIE
OPERATIONS STAFF
THE CHASE LIST DISAPPEARS
- Chase insurance waiting to be collected ✦ SOPHIE
- Call down the list of open balances ✦ SOPHIE
- Hunt for gaps in next week’s schedule ✦ SOPHIE
Clinical Team
THE BEST WAY, IN EVERY TASK
- Hunt for the script that presents the plan ✦ SOPHIE
- Ask what’s next for every patient ✦ SOPHIE
- Train new hires from memory ✦ SOPHIE
No guessing. No chasing. No waiting for direction.
THE OUTCOMES
What changes for your team.
SOPHIE is the AI Practice Operating System that gives your whole team, managers included, the systems to run without bottlenecks.
No Micromanaging
Every team member knows what to do today, the steps to do it, and why it matters.
No Knocking on Doors
Numbers, updates and answers come to you. Nobody chases anyone.
Bottlenecks Solved
SOPHIE shows where patients and dollars stall, and who owns the fix.
A Players Love This
Clear seats, clear wins and real ownership. Top performers stay.
Higher Morale
Good work is verified and celebrated, not assumed or overlooked.
Stronger Team Culture
Every SOP change is read and acknowledged. No more 'nobody told me.'
WHO SHE IS
THE OPERATIONS DIRECTOR, BUILT IN.
The teammate every practice has been trying to hire — and none can.
AUTONOMOUS
She doesn’t wait to be asked. She pulls the numbers, sets every role’s priorities, and routes the fixes — behind the scenes, before the day starts.
NEVER UNSUPERVISED
Everything she assigns is visible: what, to whom, and why. You stay in charge. You just stop chasing.
ON THE TEAM
The right things get done without anyone pushing. The chasing stops, and the headaches go with it.
WHO BUILT HER
BUILT BY PEOPLE WHO LIVED IT.
Not another software company guessing at practice operations.
DR. PAULINE LE
FOUNDER, CEO & PRACTICE OWNER
A practicing dentist who documented the SOPs, trained the team, stitched the tools together — and watched execution still break under pressure. So she built the operating system her own practice runs on.
KRISTEN DAVIS
HEAD OF CUSTOMER SUCCESS
Dental assistant, then office manager, then operations leader — she helped grow one practice into thirteen locations before its DSO acquisition. SOPHIE is built for the role she lived.
JEREMY VAUGHAN
HEAD OF OPS & PRODUCT
Nearly twenty years in software: inventor, founder and CEO of Start Left Security, with several products and consulting companies launched along the way. At SOPHIE he leads product and operations: every feature starts as a real workflow from a real practice floor.
JOE PROCOPIO
CHIEF TECHNOLogy OFFICER
A serial startup technologist who has spent over two decades building software that does the work instead of reporting on it, Joe has taken multiple products from zero to acquisition. At SOPHIE he builds her brain: the engine that runs your practice's day.
KEEP BEING THE SYSTEM
Run the reports to find what slipped
Chase the team for updates
Answer the same questions every week
Re-discover the same problems
Stitch together Drive, Loom and Trainual
Be in every room to keep it running
RUN ON SYSTEMS
The scoreboard holds itself to your goal
Every role knows the day before it starts
Fixes become standards — once
Answers come from one question
One system, trained on your practice
You own a practice, not a job
THE CHOICE
TWO WAYS TO RUN A PRACTICE.
GETTING STARTED
DAY ZERO TO DAY THIRTY.
Migration is automated, activation is concierge, and thirty days is the ceiling — not the target.
DAY 0 · MIGRATE
EVERYTHING MOVES ITSELF.
SOPHIE pulls your drives, videos and training docs in automatically. They become your media, inside your standards. Cancel those subscriptions.
WEEK 1 · CONNECT
YOUR NUMBERS, LIVE.
Your PMS plugged in, the scoreboard running on your real numbers, every seat on the team set up with its own view.
WEEKS 2–4 · ACTIVATE
YOUR TEAM, ENGAGED.
Concierge onboarding. We work alongside your team until standards are acknowledged and every role runs their My Day.
DAY 30 · YOURS
RUNNING ON SYSTEMS.
The scoreboard holds itself. The team knows the day. Most practices get here faster.
CONNECTED APPS
PLUG IN. LIVE IN MINUTES.
1 · Connect your PMS
Oryx connects the same day. Open Dental and Dentrix are built on the same model — new integrations land fast.
2 · Leave the general tools
Connect OneDrive, Loom and Google Docs and SOPHIE moves everything in automatically. And the rest of the general pile, the drives, the wikis, the task managers like ClickUp, Asana and Monday, you just stop needing. None of it was built for practice operations.
3 · Your team goes live
Seats assigned, scoreboard on your real numbers, first priorities on every My Day — verified and ready.
While you’re away…
STOP BEING THE SYSTEM.
Book a demo. Thirty minutes. Your numbers, not a slideshow.
See you Monday, Sophie


