Building SOPs That Actually Work in Busy Clinics
How to create procedures your team will actually use - not ignore.
Why SOPs often fail
Most clinics already have “SOPs” - somewhere. Usually in a binder no one opens or a shared drive few can find. They start as good intentions: “Let’s get consistent.” But without structure, accountability, and accessibility, SOPs quickly become irrelevant.
The goal isn’t to have more documents. It’s to have living tools that actually guide daily work.
Redefining what an SOP is
A Standard Operating Procedure (SOP) is simply a repeatable instruction that makes results predictable - regardless of who performs the task.
Good SOPs are:
Short enough to read in two minutes or less
Specific enough that a new staff member can follow them
Flexible enough to allow small adjustments
Updated regularly, not written once and forgotten
The anatomy of a useful SOP
Each SOP should include:
Title – Clear, specific (e.g., “Processing a New Client Refund”)
Purpose – Why it exists (the goal or outcome)
Scope – Who and what it covers
Steps – Numbered, concise, and action-oriented
Linked Tools – Forms, templates, or screenshots
Review Date – When it was last checked or revised
Example SOP: Approving a Vendor Invoice
Purpose: Ensure vendor payments are accurate and timely.
Scope: Applies to all invoices under $5,000.
Steps:
- Verify invoice matches PO and delivery slip.
- Code expense category in accounting software.
- Submit for manager approval.
- File digital copy in “AP Invoices” folder.
Review Date: June 2025
Keep it visible, not buried
Accessibility is everything. A great SOP is worthless if no one can find it.
Options that work:
Shared Google Drive or SharePoint folder with clear naming conventions
A clinic “Knowledge Base” page on Notion, Asana, or ClickUp
Quick-access QR codes posted near equipment (for setup or maintenance steps)
Make it as easy to find as it is to forget - otherwise, it won’t be used.
Balance detail with usability
If an SOP is longer than one screen, it’s a training manual, not a procedure.
Break complex workflows into smaller SOPs. For example:
“Processing a Return” → separate from “Refunding a Credit Card”
“New Client Intake” → separate from “Entering Medical Records”
Shorter documents mean faster adoption and easier updates.
Involve the team
The people doing the work know where the friction is.
Ask each role to document one recurring task they handle well.
Review for clarity and consistency.
Edit together during a team meeting or mini “process sprint.”
This builds ownership and reduces pushback later.
Update regularly
A stale SOP breeds mistakes.
Schedule quarterly or semiannual reviews.
Ask:
Is the tool, form, or vendor still current?
Has the process changed since last update?
Are the steps still the simplest way to get the same outcome?
A five-minute review saves hours of confusion later.
Use visuals whenever possible
A screenshot of the right screen, labeled photo of equipment setup, or short 30-second video explains far more than a paragraph ever could.
Tools like Loom, Canva, or Snagit make this easy. Embed visuals directly into your SOP files or link them through QR codes.
Train with SOPs, not around them
When onboarding new team members, always teach from the SOP.
It reinforces its purpose and helps you spot gaps or outdated instructions early.
If a new hire can’t follow the SOP without extra explanation, revise it immediately - that’s your real-life test.
Key takeaways
Keep SOPs simple, visible, and up to date.
Build them with your team, not for them.
Treat them as living tools, not paperwork.
A good SOP saves time; a bad one just adds clutter.
Further reading
Prepared by Lalonde Strategies Inc., helping healthcare and veterinary practices streamline workflows and strengthen operations through practical, human-centered management systems.
