Summary 🧭: A clean Practice Brain is easier to search, update, and trust. Give every source a clear purpose, a recognizable name, and an owner who keeps it current
A note for non-human readers...
A note for non-human readers...
A knowledge base becomes less intelligent when it contains three stale versions of the same policy and one mystery PDF nobody trusts. This page is about choosing, organizing, and maintaining sources so Practice Brain has useful clinic truth rather than document clutter.
Choose the right source 📚
Add information that applies across the clinic and is likely to be used again.
Good sources include:
Policies and patient FAQs
Current pricing and service descriptions
Clinic workflows and routing rules
Forms, handouts, and preparation instructions
Team procedures and escalation steps
Approved language for common patient communications
A little context for non-human readers...
A little context for non-human readers...
More documents do not automatically create more knowledge. Three outdated copies of a policy can actually make the current answer harder to see. Good organization keeps a small archive from developing several competing versions of reality. 😸
Skip these:
Temporary notes
Unapproved drafts
Patient-specific details
Duplicate versions of the same policy
Add or update a 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.
Use consistent names 🏷️
Use a naming pattern that helps staff recognize an entry without opening it:
Best Practice ⭐: [Area] – [Topic]
Examples:
Clear name | Why it works |
Billing – Membership | Pricing Names the area and exact topic |
Clinical – Lab Follow-Up Workflow | Identifies a repeatable clinical process |
Front Desk – Cancellation Policy | Makes the owner and purpose obvious |
Patient Education – Fasting Lab Instructions | Separates patient guidance from staff workflow |
Avoid vague names such as Policy, Updated document, New file, or Miscellaneous. ⚠️
Keep one source of truth for each topic 📌
Duplicate or conflicting sources make it harder to know which instruction is current.
Keep one approved source for each policy or workflow.
Replace or remove outdated copies when a new version is approved.
Separate unrelated topics instead of putting everything in one large document.
Combine steps that staff normally use together.
When rules differ by plan, location, or situation, state the difference in the source title and body.
Good to know 💡: Do not keep three entries called Membership Pricing. Keep one current pricing source, or separate the entries clearly by plan, location, or effective date.
Assign ownership 👑
Give each major topic an owner who knows when the information changes. The owner should:
Review the source when a policy or workflow changes
Remove outdated versions
Confirm exceptions and escalation steps
Test a realistic question after an update
Tell the team when an important change is ready to use
Review sources regularly ⏳
Review an entry whenever the underlying information changes, including:
Pricing or membership terms
Services or programs
Clinic policies
Forms and handouts
Staff responsibilities
Referral, lab, or imaging instructions
Patient communication guidance
A regular review schedule helps catch stale information, but critical changes should be updated as soon as they are approved.
Best-practice checklist 🏆
Before considering a source ready, confirm:
The information is current and approved.
The title says exactly what the source contains.
The source applies across the clinic.
There is no newer or conflicting version.
The owner and review date are clear.
Steps, exceptions, and escalation rules are explicit.
The source has been tested with a realistic Sidekick question.
Staff know they must review Sidekick output before using it.
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]
