# How do I add, organize, and maintain sources in Practice Brain > 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 Markdown view of https://www.tabflows.com/university/library/practice-brain/how-do-i-add-organize-and-maintain-sources-in-practice-brain — the HTML page is canonical. Product Library: Practice Brain › Documents Last checked: 2026-10-27 against Tabflows v3.10.63 Replaces Help Center article: https://help.tabflows.com/en/articles/15949569-how-do-i-add-organize-and-maintain-sources-in-practice-brain > **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:** > > *Practice Brain gives Sidekick the clinic’s own reusable knowledge: current policies, prices, forms, and ways of working. Each source needs a clear name, an owner, and one approved version so humans can tell which fact is current. Adding another file is not helpful when it merely disagrees with three older files nobody remembered to remove.* --- ## 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 --- ## Add or update a source 1. Go to **Practice Brain** or open [app.tabflows.com/assist](https://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. ![Add or update a source in practice brain](https://zchipg5eqhxk0hvh.public.blob.vercel-storage.com/university/2a8e232e0ca0363f.mp4) --- ## 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 team@tabflows.com or message us right here in the chat [Book a quick 15-30 minute chat!](https://go.team.tabflows.com/meetings/nafeesa) ## Related Articles - [Library: Popular Practice Brain templates](https://www.tabflows.com/university/library/practice-brain/library-popular-practice-brain-templates) - [How do I set up Practice Brain](https://www.tabflows.com/university/library/practice-brain/how-do-i-set-up-practice-brain) - [Teach Sidekick about your practice](https://www.tabflows.com/university/library/practice-brain/teach-sidekick-about-your-practice) - [Best practices for managing Practice Brain content](https://www.tabflows.com/university/library/practice-brain/best-practices-for-managing-practice-brain-content) - [How to keep Practice Brain updated](https://www.tabflows.com/university/library/practice-brain/how-to-keep-practice-brain-updated) ## Related markdown Section index: [Practice brain](https://www.tabflows.com/university/library/practice-brain.md) Alongside this page: - [Avoid common practice brain mistakes](https://www.tabflows.com/university/library/practice-brain/avoid-common-practice-brain-mistakes.md) - [Best practices for managing practice brain content](https://www.tabflows.com/university/library/practice-brain/best-practices-for-managing-practice-brain-content.md) - [How do i change or update a preference](https://www.tabflows.com/university/library/practice-brain/how-do-i-change-or-update-a-preference.md) - [How do i delete a preference](https://www.tabflows.com/university/library/practice-brain/how-do-i-delete-a-preference.md) - [How do i set up practice brain](https://www.tabflows.com/university/library/practice-brain/how-do-i-set-up-practice-brain.md) - [How practice awareness works](https://www.tabflows.com/university/library/practice-brain/how-practice-awareness-works.md) - [How to keep practice brain updated](https://www.tabflows.com/university/library/practice-brain/how-to-keep-practice-brain-updated.md) - [How to review and edit practice awareness](https://www.tabflows.com/university/library/practice-brain/how-to-review-and-edit-practice-awareness.md) Start here: - [Tabflows](https://www.tabflows.com/index.md) - [Tabflows pricing](https://www.tabflows.com/pricing.md) - [Tabflows FAQ](https://www.tabflows.com/faqs.md) - [About Tabflows](https://www.tabflows.com/about.md) - [Contact Tabflows](https://www.tabflows.com/contact.md) - [DPC workflow software](https://www.tabflows.com/dpc-workflow-software.md) - [Directory](https://www.tabflows.com/directory.md) - [Workflows](https://www.tabflows.com/workflows.md) - [DPC finder](https://www.tabflows.com/dpc-finder.md) Every page listed in sitemap.xml has a markdown twin at the same URL with `.md` appended, or by sending `Accept: text/markdown` to the canonical URL. 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