Keep the policies and procedures manual current and next month's roster planned. This page covers running the practice, and nothing clinical.
Updated 30 Sept 2026
In short
For a practice manager, Oppermind means policy documents with tracked changes and snapshots, roster sheets, training decks, admin forms and a calendar for staff meetings. It is not a clinical system, a scribe or a receptionist, and patient information stays out of it.
The policy manual, the roster, the induction pack for a new receptionist and the minutes from Tuesday's staff meeting all land on the practice manager's desk. Each has an editor in Oppermind, and the AI in chat works on whichever file is open.
Oppermind is not designed or intended for clinical notes, diagnosis, triage, treatment or clinical decision support, and its Acceptable Use Policy lists real-time clinical decision support among the high-risk uses that need particular caution. Use it for administration, and keep clinical content and patient information out of it.
If you are new to Oppermind, the first tutorial in the learning path takes about five minutes and works on a document of your own, such as last year's leave policy.
Workflows
What medical practice managers use Oppermind for today
01
Write and maintain the policies and procedures manual
In the Document editor, start from "Library" > Templates > "Standard operating procedure", set headings with "Styles" and add a contents list with More > "TOC". Ask the practice principal to turn on "Track changes" in their editor before they review. It records typing and deletions, not pasted text or formatting changes, and you work through their edits in "Review changes".
Take a "Version history" > "Snapshot now" before each revision, so you can restore an earlier version of the manual if you need to. Keep the practice's own record of approved versions as well. To review it together, share the manual with the principal as "Can edit" and you both see changes as they are made. Sharing depends on your plan. Circulate the approved copy with "Export PDF".
Import "Document and policy Q&A" and give it the approved admin manual only. Tell it to answer from the manual, cite the section and say when the answer is not there. Its instructions already ask it to flag conflicts and gaps for the policy owner.
Use it for questions about leave requests, opening procedures or who orders stock, and keep clinical protocols out of it. It can still get an answer wrong, so check the cited section before you pass an answer on, and check anything about pay or leave entitlements against the award or agreement that applies.
In the Sheet editor, "Library" > Templates > "Timesheet" gives a starting layout. Add "Data validation" with a list of shifts, "Conditional format" to show gaps, and "Freeze panes" > "Freeze top row" to keep the headings in view, then "Export XLSX". The roster is a spreadsheet you build. Oppermind does not check it against the award, an enterprise agreement or the National Employment Standards, so check hours, breaks, penalty rates and minimum engagements yourself, and get advice where you are unsure.
For a fit-out or a system changeover, the Project editor's "Office move" template, "Team Planner" and "Set baseline" let you track the work against the plan.
To build a staff leave request or an equipment booking form, open the PDF editor and use More > Insert to add a "Text field", "Checkbox", "Date picker" or "Signature box". "Field properties" marks the fields staff must complete as "Required field". Test the form yourself with "Fill form fields", then "Download PDF" gives a copy people can fill in.
The form is only a file, and Oppermind does not collect the completed copies. Where they go and how they are kept is up to the practice. Use this for staff and supplier forms, not patient forms.
For admin training such as a new phone system, front-desk procedures or stock ordering, the "Template gallery" > "Training session" in the Slides editor gives a starting deck. Ask chat to add speaker notes, "Present" the session and hand out notes with "Print handout". For staff who miss it, paste the notes into the Voice editor and export an MP3 they can listen to later. Clinical training content comes from your clinical leads, not from chat.
Schedule staff meetings and turn them into owned actions
Put staff meetings, training sessions and supplier visits in the Calendar with "+ Event" and a Reminder, or ask chat to add them. Chat moves an event in plain words, such as "Move the staff meeting to 4pm". Reminders pop up only while Oppermind is open on the practice computer, not on a phone or when it is closed, so don't rely on them for equipment checks, recalls or anything else that affects patient safety.
Take minutes from the "Meeting minutes" template in the Document editor. Then import "Meeting notes and actions" and give it the minutes. Its template tells it to separate decisions from suggestions and pull out owners and deadlines, marking gaps where the minutes name none, so check the list against the minutes.
Write the letter once in the Document editor, for example a notice about new opening hours for staff or a change of delivery address for suppliers. Put fields where the details change with "Insert merge field", paste a CSV of names and addresses into "Mail merge", check each record with "Preview first", then "Merge all" gives one letter per page.
Keep patient letters out of this workflow and in your practice software.
Oppermind is for administration. Its Terms (section 8.2) say outputs "must not be relied upon as professional advice of any kind", and that includes medical or health advice. It is not a practice management or clinical records system, it is not intended for use as a medical device, and it does not assess anything against accreditation standards. Clinical judgement, patient communication and accreditation stay with your practitioners and managers.
Health information is sensitive information, and handling it carries strict legal duties. The Privacy Policy (section 5.1) says some of the service providers that process what you send are located outside Australia, and section 5.1a says not to link an account holding information subject to a health records regime. Keep patient information out of Oppermind, and if an admin task starts from a report that holds patient details, remove them first. What your practice uploads is its own decision under those duties, and this page is not legal advice about them.
Questions
Frequently asked questions
Is Oppermind a clinical or practice management system?
No. It is a general AI workspace for administrative work such as policies, rosters, training and forms, and it is not a place to keep patient records.
Can it act as an AI receptionist or medical scribe?
No. It is not built to answer calls or book patient appointments, and it should not be used to record or write up consultations.
Can it help us prepare for accreditation?
It can help you draft and organise policy documents and keep snapshots as they change. Whether they meet the standards is for you and your assessor to decide.
Does it connect to our practice software?
There is no built-in connector for practice or clinical software. Privacy Policy section 5.1a says not to link an account holding information subject to a health records regime, and that includes a custom connection. Bring in only admin data with no patient details, such as a stock or roster report.
