SOPHIE Operations OS

Every job. The right person. The standard. Proof it got done.

SOPHIE reads your system of record every night, builds each person's day, attaches the standard for every task, and verifies the work was done. The owner sees a scoreboard, not a status meeting. Built in a working business, running in businesses today.

Tonight's run 9:00 PM sync
  • Read the system of record 412 records changed today. 38 need a person tomorrow.
    Syncing
  • Build My Day for 6 people Each task with its deadline, dollar amount, and standard.
    Built
  • Follow up accepted plan · $4,200 Office · booked in the system · standard attached
    Proven
  • Confirm tomorrow's 14 visits Front desk · 12 confirmed, 2 on the waitlist
    Proven
  • Collect balance · $180 Office · paid at checkout · receipt on file
    Proven
  • Gap logged: same-day add-on had no standard Fix List · owner assigned · due Thursday
    Logged
Now Reading 412 changed records from the system of record…
Scoreboard Today vs goal
Plans booked 0 / 6
Visits confirmed 0 / 14
Collected $0
Production vs goal —
Every number is verified in the system. Nothing on this board was typed in by a person.
The problem

Reports tell you what already happened. After the day slipped.

The accepted plan that never got booked. The recall with no owner. The standard that lives in one person's head. By the time it's on a report, the week is gone. The team runs on memory, six tools, and the owner's attention.

The morning huddle Twenty minutes of "who's got this?"
The spreadsheet Updated when someone remembers.
The task app Tasks nobody closes. No proof.
The training binder Version 1. From 2021.
The group chat Where standards go to get lost.
The owner's head Single point of failure.
becomes
My Day · Front desk Built 9:04 PM
Confirm tomorrow's 14 visits Standard: confirm by text, then call. Due 11:00 AM.
$6,300
Book the accepted plan · M. Rivera Standard: offer two slots inside 10 days.
$4,200
Recall: 11 customers due Standard attached. Verified when booked.
$2,750
Collect open balance · J. Park At checkout. Receipt to file.
$180
Four tasks. One owner each. Proof on every one.
Proven
A day on SOPHIE

Watch a job become proof.

One accepted plan, start to finish. Click any step, or let it run.

  1. Nightly sync SOPHIE reads the system of record. A $4,200 plan was accepted today and never booked.
  2. My Day is built The task lands on the office lead's list with the dollar amount, the deadline, and the standard: offer two slots inside ten days.
  3. The team opens My Day No huddle needed. Everyone knows what's theirs, what it's worth, and how it's done.
  4. The task is done, and proven The visit is booked in the system. SOPHIE sees it there. The task closes itself. Nobody reports anything.
  5. The scoreboard moves Plans booked: 1 of 6. Production vs goal ticks up. The owner sees it from anywhere.
  6. A gap gets logged A same-day add-on had no standard. It goes on the Fix List with an owner and a due date.
  7. The Power Meet runs itself The agenda is built from the week's live data. Decisions become assignments and goals.
Nightly sync
Reading the system of record 412 records changed. One accepted plan, not booked. 38 tasks for tomorrow.
Book the accepted plan · M. Rivera Office lead · due 11:00 AM · standard: two slots inside 10 days
$4,200
Confirm tomorrow's visits Front desk · 14 visits
$6,300
Recall: 11 customers due Front desk
$2,750
Office lead 3 tasks · $4,380
Open
Front desk 5 tasks · $9,050
Open
Clinical 2 tasks · standards attached
Open
Owner 1 coaching conversation suggested
Open
Book the accepted plan · M. Rivera Booked Tue 2:30 PM · seen in the system 10:12 AM
✓
Confirm tomorrow's visits 12 confirmed · 2 waitlisted
✓
Recall: 11 customers due 4 booked so far
Open
Plans booked 1 / 6 ▲ verified
Visits confirmed 12 / 14 on pace
Collected $180 ▲ $180
Production vs goal 96% on pace
System gap No standard for same-day add-ons Drafted from today's notes · owner: office lead · due Thursday
Accountability gap Recall calls skipped Tuesday Standard existed · coaching conversation suggested
1
Plans booked this week: 5 of 6 One still open · owner assigned
2
Fix List: 2 new, 1 closed Same-day add-on standard, v1 ready to approve
3
Team: front desk 94, office 88, clinical 91 One coaching conversation suggested
4
Decisions → assignments Recorded, transcribed, on next week's My Day
What's inside

Eight parts. One system. Nothing typed in twice.

Everything reads from the system of record and writes back to it. Pick a part.

Scoreboard

Runs nightly. Reads the system of record. Tracks new leads, new customers, plans booked, plan follow-through, collections, and next week's schedule fill against goals. Each role measured on its own numbers.

  • Every number verified in the system, never typed in
  • Wins verified and celebrated; coaching surfaced early
  • One board for the owner, one view per role
Scoreboard Week 43
New customers 23 ▲ 4 vs goal
Plans booked 18 / 22 on pace
Collections $61,400 ▲ 97% of goal
Next week fill 84% ▼ 6 open slots

My Day

Each person's priorities, built overnight, with deadlines, dollar amounts, and the standard for doing the task attached. Completion is verified against the system of record, not self-reported.

  • No huddle to find out what's yours
  • The standard is one tap away from the task
  • Closes itself when the system shows it's done
My Day · Office lead Built 9:04 PM
Book accepted plan · M. Rivera Due 11:00 · two slots inside 10 days
$4,200
Call back 3 estimate requests Due 12:00 · standard attached
$3,100
Review Friday's open slots Due 3:00
Open

Journey

Every customer's path through ten steps, from first contact to follow-up. Each step has an owner, tasks, and standards, so a handoff never depends on someone remembering.

  • Attract, Schedule, Intake, Consult, Plan, Present, Deliver, Next visit, Collect, Follow up
  • The riskiest step is flagged before it slips
  • Works for a patient, a homeowner, or a client
M. Rivera Step 6 of 10
✓ Attract · Schedule · Intake · Consult done
✓ Plan presented $4,200
6 Deliver booked Tue
7 Next visit owner: front desk
8 Collect $180 so far
9 Follow up owner: office

Fix List

Every gap is one of two things: a system gap (the standard was missing or out of date) or an accountability gap (the standard existed and wasn't followed). Each gets an owner, a due date, and a resolution that becomes the new standard.

  • Gaps logged from the day's data, not from complaints
  • What a gap cost, in dollars, so it gets fixed
  • Fixes version the standard automatically
Fix List This week
System gap No standard for same-day add-ons Cost this week: $1,900 · owner: office lead · due Thu
Accountability gap 9 customers left unscheduled Cost: $14,175 · standard existed · coaching suggested
Resolved Estimate follow-up standard v3 Acknowledged by 6 of 6

Team Performance

Weekly scores by role, built from verified work, not opinions. Wins get noticed. Coaching conversations get suggested early, while they're still small.

  • Scores by role: front office, office lead, scheduling, delivery
  • Verified wins, surfaced to the owner
  • Retention of the people who carry the place
Team · Week 43 Verified
Front desk 14 of 15 proven
94
Office lead 11 of 12 proven
88
Delivery standards 100%
91
Scheduling coaching suggested
72

Power Meets

The weekly meeting with an agenda built from live data. Recorded and transcribed. Decisions become assignments and scoreboard goals, so the meeting ends with work on someone's My Day, not notes in a doc.

  • Agenda from the numbers, not from memory
  • Decisions turn into tasks with owners
  • Twenty minutes, every week, that actually move something
Power Meet · Thu Agenda
1
Plans booked: 5 of 6 One open · owner assigned
2
Fix List: approve add-on standard v1 Owner: office lead
3
Scheduling score 72 Coaching conversation this week

Ask SOPHIE

Ask a question in plain words and get an answer from your live data, your standards, and your team, with the source. Upload a video or a PDF and the standard updates.

  • "Who owns recalls this week?" answered with the record
  • "What's our standard for a same-day add-on?" answered with the version
  • Sources on every answer
Ask SOPHIE Live
How many accepted plans are still unbooked this month?
Four, worth $11,900. Three are owned by the office lead and due this week; one has no owner since Tuesday. Want me to assign it? Source: system of record, synced 9:00 PM · Journey step 6

Standards & Training

Create a standard by talking, recording a video, or uploading a file. SOPHIE tracks who has acknowledged it, offers training at the moment the task comes up, and versions the standard every time a fix changes it.

  • Standards attached to tasks, not filed in a binder
  • Just-in-time training inside My Day
  • Every fix makes a new version; the old one is kept
Standards 211 in the store
Same-day add-on Drafted from Thursday's Power Meet
v1 · review
Estimate follow-up Acknowledged 6 of 6
v3
Confirm visits Text first, then call
v2
The journey

Ten handoffs. One owner each. Nothing falls between them.

The same ten steps whether the customer is a patient, a homeowner, or a client. The names change by edition. The handoffs don't.

Attract Marketing
Schedule Front desk
Intake Front desk
Consult Delivery
Plan Delivery
Present Office lead
Deliver Delivery
Next visit Front desk
Collect Office
Follow up Office
Example: M. Rivera. Plan $4,200. Collected $180. Step 6 of 10, on time. The riskiest step this month: Present → Deliver . Four plans accepted, not booked.
Supervised autonomy

An operations director that never sleeps. And never acts outside the lines.

SOPHIE runs the day on its own. People decide the standards, the goals, and the conversations. Every action is on a record the owner can read.

SOPHIE does on its own

Reads the system of record every night Every change, every record, no exceptions
Builds every person's day Tasks, deadlines, dollar amounts, standards attached
Verifies work against the system Done means it's in the record, not that someone said so
Logs gaps to the Fix List With what the gap cost and who owns it
Drafts the weekly agenda From live data, not memory

A person decides

What the standard is SOPHIE drafts. A person approves. Then it's the standard.
What the goals are Set in the Power Meet. Tracked by SOPHIE.
Who gets a coaching conversation SOPHIE suggests. The owner or manager has it.
What SOPHIE never touches Clinical judgment, pricing, hiring, firing
Who can see what Owner, manager, and role views, set once
Editions

Built in a working practice. Runs any business with customers, a schedule, and standards.

The engine is the same everywhere: a system of record, a journey, standards, proof. The words and the connections change by edition.

Live Dental and medical practices

The first edition. Built with a practicing doctor. Running in practices today.

Grounded Practice → Next Med spas

Consults, memberships, no-shows filled, standards for every treatment room.

Grounded Practice → With GroundedPath Home services and trades

Calls, estimates, jobs written up and proven done. The operations agents run on this engine.

Grounded Ops → With GroundedPath Portfolio companies

One scoreboard per company, the same standards engine across the portfolio.

For funds →
Agents on SOPHIE

The agents that do the work live here.

GroundedPath's operations agents run on SOPHIE, so they start with the schedule, the standards, and the record already in place.

1
Front Desk
Answers every call

Answers or texts back in under a minute. Books the visit while they're on the line. Hands the odd ones to a person with the notes.

2
Scheduler
Keeps the calendar full

Confirms every visit by text. Fills cancellations from the waitlist. Recalls the people who are due.

3
Proof of Work
Writes up the job

Notes and photos become the write-up and the invoice, verified in the system, before anyone leaves.

The revenue agents (Speed to Lead, Follow-Up, Keeper) run on Groundwork RevOS. Together, the two platforms cover bringing in the work and getting it done.

Getting started

Connected in a week. Fully running in a month.

Concierge onboarding, not a setup wizard. Your team is live before they've finished noticing.

Day 0 Migrate

Files, videos, and standards come in from wherever they live: Google Drive, OneDrive, Loom, Google Docs.

Week 1 Connect

The system of record is connected and the scoreboard is set with your goals.

Weeks 2–4 Activate

Concierge onboarding, role by role. My Day goes live for each person as their standards land.

Day 30 Run

Full operation. The nightly sync, the scoreboard, the Fix List, and the first Power Meet.

Systems of record Oryx connects the same day. Open Dental and Dentrix are next. For businesses outside healthcare, GroundedPath connects your job or scheduling system as part of the program.
Tools you can retire Trainual, ClickUp, Asana, Monday, and the spreadsheet that ran the huddle. Standards, tasks, and training live in one place.
Proof

Built by the people who needed it.

SOPHIE

"When the system records a customer event, the right person gets the task, the standard for doing it, and proof it was done. That's the whole idea. Everything else is detail."

Founded by
A practicing doctor who owns and runs her own practice, with an operations leader who grew a practice to thirteen locations.
Built by
GroundedPath. We built the product, the brand, and the go-to-market, and we own a piece of the company. SOPHIE's own marketing runs on Groundwork.
Running
In practices today. The first edition is dental; med spas are next; the engine runs our operations agents for other kinds of business.
Standards
211 standards in the store at the first practice, every one versioned, every one attached to a task.
FAQ

The questions people ask on the first call.

Is this only for dental practices?
No. Dental was the first edition because the founder is a dentist and that's where it was built and proven. The engine is a system of record, a ten-step journey, standards, and proof, which is any business with customers, a schedule, and a way work is supposed to be done. Med spas are next. For home services and other businesses, the same engine runs GroundedPath's operations agents.
Do we have to leave our practice or job system?
No. SOPHIE reads it and writes back to it. That's the point: your system of record stays the source of truth, and SOPHIE is what makes sure the work in it gets done.
What does "proven" mean?
A task is done when the system of record shows it's done: the visit is booked, the balance is paid, the standard is acknowledged. Nobody checks a box. SOPHIE sees it in the record and closes the task.
What does it do without a person?
It reads the record nightly, builds each person's day, verifies completed work, logs gaps to the Fix List, and drafts the weekly agenda. People approve standards, set goals, and have the coaching conversations. Every action is on a record the owner can read.
What if a standard is wrong?
Fix it, and the fix becomes the next version. SOPHIE keeps the old one, tracks who has acknowledged the new one, and offers the training the next time that task comes up.
How long until we're running?
Files migrate on day 0. The system of record connects in week 1. Weeks 2 to 4 are concierge onboarding, role by role. By day 30 you're in full operation, including the first Power Meet.
Does it replace our office manager?
It replaces the part of the job that's chasing: finding out what's done, reminding people, and rebuilding the list every morning. The manager keeps the judgment: standards, goals, coaching, hiring. Most managers get their day back.
How is it priced?
With your program. SOPHIE comes inside Grounded Practice, and inside any GroundedPath program where operations agents run on it. Every program starts with the same two-week Diagnostic. Ask on the demo and we'll price your business, not a tier.
An exit-readiness scorecard: six things buyers pay for, scored
Exit Incubation™

Selling someday?

Everything on this page also makes the business worth more when you sell. The same Diagnostic can score the six things buyers pay for, and we build with that in mind.

See how →
Back Next Apply for the Diagnostic

Application received. The right questions are now on the table. We'll reply within one business day with the Diagnostic scope. If it's accepted, you get the systems map, the risk and ownership view, the priority workflow blueprint, and the engineered action plan.

Add your name, practice or group, work email, and group size so we can scope the Diagnostic.

BOOK A DEMO

See your own record, not a sample.

Thirty minutes. Bring the job that falls through the cracks most often. We'll show you what tomorrow's My Day would look like for the person who owns it, and what the scoreboard would say by Friday.

The team keeps the judgment. SOPHIE keeps the list.

BOOK A DEMO

We reply within one business day. We never share what you tell us.