Settings: Knowledge Bank

The Knowledge Bank lets your clinic upload trusted documents that ClinicOS can reference when assisting your team.

This can include:

• SOPs

• Medical protocols

• Client communication standards

• Internal workflows

• Inventory or pharmacy rules

• Training documents

• Clinic-specific preferences

ClinicOS & One can then use this knowledge to support AI responses, documentation help, workflow guidance, and internal consistency.

Folge is a good fit for this because it captures step-by-step screenshots and exports guides as PDF, Word, PowerPoint, HTML, Markdown, and other formats.

Step 1: Open Settings

From the top navigation, select Settings.

Step 2: Go to Knowledge Bank

Inside Settings, select Knowledge Bank.

This is where clinic-specific documents are uploaded, reviewed, and managed.

Step 3: Upload Documents

Click Upload Document.

You can upload documents such as:

• PDF files

• Word documents

• Protocol sheets

• SOP manuals

• Training guides

• Policy documents

Use clear file names so the team can easily understand what each document is for.

Good examples:

• Canine Vaccine Protocol 2026

• Euthanasia Workflow SOP

• Controlled Drug Log Policy

• New Client Intake Process

• Dental Discharge Instructions

Avoid vague names like:

• document1

• protocol

• new file

• stuff for AI

Step 4: Add a Category

Choose or enter a category for the document.

Recommended categories:

• Medical Protocols

• Client Communication

• Pharmacy

• Controlled Substances

• Surgery

• Dentistry

• Reception

• Emergency / Urgent Care

• Inventory

• Training

• Compliance

• Internal SOPs

This helps ClinicOS understand where the document belongs and when it should be referenced.

Step 5: Add a Description

Add a short description explaining what the document is used for.

Example:

This document outlines the clinic’s standard vaccine recommendations for adult dogs, including core vaccines, lifestyle-based vaccines, and timing guidance.

Keep this simple. The goal is to help the AI and your team understand the document’s purpose.

Step 6: Save to Knowledge Bank

Click Save or Upload.

Once uploaded, the document becomes part of the clinic’s Knowledge Bank.

ClinicOS may use this information when assisting with:

• Drafting notes

• Suggesting workflow steps

• Answering internal team questions

• Supporting client communication

• Following clinic-specific standards

• Referencing approved protocols

Important Rules

The Knowledge Bank should only include information your clinic wants the AI to rely on.

Do not upload:

• Outdated protocols

• Drafts that are not approved

• Conflicting versions of the same SOP

• Personal employee records

• Random notes without context

• Documents the clinic does not want used for guidance

If a protocol changes, upload the new version and remove or archive the outdated version.

Best Practice

For best results, each document should be:

• Clear

• Current

• Approved by leadership or medical leadership

• Named properly

• Assigned to the right category

• Written in plain language where possible

Bad knowledge in means bad guidance out. Treat the Knowledge Bank like the clinic’s source of truth, not a dumping drawer.

Here is a walkthrough