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How do I set up Practice Brain

Last checked Oct 27, 2026 against Tabflows v3.10.63

Tabflows 101, Module 6: Practice Brain1 of 4
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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 Profile / 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")

Before you add a source

Choose sources that are:

  • Current and approved for clinic-wide use
  • Clearly owned
  • Not a duplicate of a newer version
  • Free of passwords, API keys, or other secrets
  • Appropriate for clinic-wide use rather than a patient chart

Add your first 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.

Test the source in Sidekick

Ask a realistic question your team would use in daily work. Compare the answer with the approved source.

If the answer is unclear:

  1. Improve the source heading or wording.
  2. Remove conflicting or duplicate information.
  3. Save the change.
  4. Test the same question again.

Update your Practice Brain

  1. Open Tabflows
  2. Go to Practice Brain
  3. On the Documents tab, add or remove a link (Admins click Edit) or upload or delete a file; use Click to sync to pull changes from a Google Doc or Sheet

Changes are available to Sidekick across your clinic.

Linking a Google Doc or Sheet?

For a Google Doc or Sheet, set sharing to “Anyone with the link” so Tabflows can read it, and use that 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

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.

Clinic account overview →

Need 1-on-1 guidance?

Get support 💬

Need help or have a question? Reach out to our Support team however works best for you:

Sidekick likes things tidy. One source of truth, please.