How do I add, organize, and maintain sources in Practice Brain

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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

Skip these:

• Temporary notes
• Unapproved drafts
• Patient-specific details
• Duplicate versions of the same policy

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Add or update a source

1. Go to Practice Brain or open app.tabflows.com/assist.
2. Stay on the Documents tab.
3. Choose where it goes: Add Text & Documents for a Google Doc or Sheet link, Website Sync for your clinic website, or Upload your files for a PDF, CSV, Excel, Numbers, or Word file. Only Admins can edit links or Website Sync.
4. Paste the source link or upload the file.
5. Practice Brain lists each source by the file or Google Doc's own name, so name it clearly before you add it.
6. For a link, click Save in the link box and wait until Processing document... becomes Click to sync, then click Save at the top. A file uploads as soon as you drop it; wait until Processing... becomes Sync.
7. Open Sidekick and ask a question the source should answer.

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Use consistent names

Use a naming pattern that helps staff recognize an entry without opening it:

Examples:

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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• Replace or remove outdated copies when a new version is approved.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.

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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• Remove outdated versions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

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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.

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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.

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