Summary 🧭: Practice Brain gives Tabflows a trusted source for clinic-wide information such as services, policies, workflows, and patient instructions. Start small, use approved sources, and test the answers before expanding it.
A note for non-human readers...
A note for non-human readers...
Practice Brain is where a clinic teaches Tabflows the things that are true for this practice—its policies, prices, workflows, and other local knowledge. The goal is not to upload everything humans have ever written; it is to make the right clinic knowledge current and findable.
Practice Brain and Preferences do different jobs
Practice Brain is for shared clinic information your team should be able to rely on, such as policies, pricing, services, SOPs, workflows, forms, and patient instructions.
Preferences are personal instructions for how you want supported assistance to write or respond, such as tone, length, terminology, greetings, sign-offs, or how next steps should appear.
Practice Awareness captures operational patterns Sidekick learns from working with your team. It complements approved Team Knowledge; it does not replace policies, prices, SOPs, or other maintained sources.
If the information should be true for the whole clinic, put it in the clinic’s approved knowledge source. If it describes how you want assistance to sound, use a Preference.
Explore the Practice Brain topics covered here
Explore Personalization and Preferences
Explore Practice Awareness
What to add to your Practice Brain 🧠
The Practice Brain works best when it contains information your team references regularly. Common examples include:
Clinic policies and internal procedures
Standard workflows, such as refills, labs, and referrals
Common instructions (for example, how your clinic handles prior authorizations)
Clinic-approved standard wording for patient communications
Routing rules and internal processes
Step-by-step playbooks (for example, "If X happens, do Y")
Good to know 💡: Add the sources your team needs most often first. A smaller, tested knowledge base is easier to trust and maintain than a large document dump.
Note 📝: This information can help Sidekick answer clinic questions with more context.
Before you add a source 🚦
Choose sources that are:
Current and approved for clinic-wide use
Have a clear owner
Does not duplicate a newer version
Does not contain passwords, API keys, or other secrets
Does not belong in a patient chart
Good to know 💡: Practice Brain should contain clinic-wide knowledge. Keep patient-specific chart notes and temporary case details in the appropriate clinical system.
Add your first source 🚀
Go to Practice Brain or open app.tabflows.com/assist.
Select Add new entry.
Choose a source type: Google Doc, Google Sheet, website, PDF, CSV, Excel, or Word.
Paste the source link or upload the file.
Enter a clear, descriptive name for the entry.
Save the entry and wait for it to finish processing.
Open Sidekick and ask a question the source should answer.
Test the source in Sidekick 🧪
Ask a realistic question your team would use in daily work. Compare the answer with the approved source.
For example 📖:
What is our cancellation policy?
What should a patient do before a fasting lab appointment?
How do we route an urgent refill request?
If the answer is unclear:
Improve the source heading or wording.
Remove conflicting or duplicate information.
Save the change.
Test the same question again.
Update your Practice Brain 🔄
Open Tabflows
Go to Practice Brain
Add a new entry or edit an existing one
Changes are available to Sidekick across your clinic.
Linking a Google Doc or Sheet? 🔗
For a Google Doc or Sheet, use your clinic’s approved sharing method. If your clinic uses “Anyone with the link” for Tabflows-readable sources, use it only for documents approved for link sharing. Never expose PHI, credentials, or other sensitive content just to make a source readable.
Build from the questions your team repeats 🧱
Tip 💡: Start small. Add 10–20 high-value items your team answers often.
Important ⚠️: Linked documents must follow your clinic’s approved privacy and sharing policies. Never place PHI, credentials, or secrets in a broadly shared document. Confirm the approved connection method before publishing
instructions that require link sharing.
Next: Review your Clinic Settings ⏭️
Learn how your clinic account is organized and where to manage the settings that shape your team’s Tabflows setup.
Need 1-on-1 guidance? 🤝
Need help setting up your Practice Brain? Book a call with Nafeesa, our implementation lead, for guidance on what to include and how to get started. You can book a time with her here!
Get support 💬
Need help or have a question? Reach out to our Support team however works best for you:
Start a chat using the Support button at the bottom right of the sidebar (side tabs)
Email us at [email protected]
