Policy, SOPs and readiness
You do not start from a blank page. Amara AI gives you a dental library to adapt, reads in the documents you already have, and answers staff questions from your own handbook. Every document is a draft until a named person approves it.
What it does
A library to start from
Every record in the library is a draft template. Nothing is in effect until your practice reviews and approves it.
- A 44 section employee handbook, with 7 appendices.
- 76 position descriptions across 20 role families. Adopting a role copies the template into a position for your practice, with its own fields to fill in.
- 84 office SOPs across 9 departments, 72 core and 12 specialty.
- Every SOP brings its own checklist and its own training module.
- No title in the library implies a wage classification or a scope of practice.
- Reference sources are shown on the documents that cite them, as references only.
Guided handbook editor
Work through the handbook one section at a time, and save progress without putting anything into effect.
- Each section shows the policy text with its fields highlighted, prompts, and unresolved questions.
- Field values are entered once per practice and fill every place they appear.
- Each section lists questions for a qualified reviewer. Amara AI produces drafts only.
- Release needs six things: required fields resolved, jurisdiction review resolved, scope review where it applies, a named human approval, an immutable version, and an effective date.
- In review is a queue state, not a legal review.
- Acknowledgments show a rate and an outstanding list for each edition.
SOPs fitted to your practice
Each SOP is structured the same way, so local choices and gaps are easy to see.
- Every SOP names owner, performer, backup and approver roles, and has six ordered steps, each with an actor, check, action, evidence and timing.
- Local setup holds the configuration fields and required local documents for each SOP and location. Unresolved required fields and missing documents block release.
- An SOP moves through draft, in review, approved and effective. An authorized person approves a specific version and effective date, and there is no automatic publishing.
- Editing an effective SOP opens a new draft and leaves earlier checklist runs and training records intact.
- A coverage and adoption register shows written content and local adoption as two different things, with a gap note for each SOP.
Upload your own
Bring the handbook, policies and SOPs you already have. Amara AI files them as drafts for a person to review.
- Upload PDF, Word, text, JPG, PNG or HEIC files, up to 50 MB or 200 pages. Scans and photos are read with OCR.
- Each file is classified as a handbook, policy, SOP, position description, form or template, credential, or other.
- A handbook is split into sections by its headings and mapped to the handbook outline, with a confidence for each section.
- Low confidence sections are marked for a person to check against the original. They are never silently rewritten.
- From a computer, a QR code opens a secure capture page on your phone with no app to install. The link expires in 15 minutes.
- Uploads are checked for Social Security numbers, birth dates, bank and ID numbers. Amara AI checks every upload and helps you block those out before a file is saved. Only an owner can choose to keep a file as is, and it is then locked to owners.
Ask HR and the readiness scorecard
Amara AI works by tracking dates, finding gaps, and flagging law changes for review. It never gives legal advice.
- Ask HR answers policy questions from your own handbook and SOPs, with citations. It says so when the handbook is silent.
- The readiness scorecard covers six areas: handbook, required training, documents on file, licenses, time and attendance, and leave.
- The scorecard carries a fixed note that it measures your own checklist, not legal compliance.
- You get an alert when the score falls below a threshold you choose, 80 by default, with a drilldown per area.
- A law monitor by state and topic sends alerts with a summary, a source link and the handbook sections affected. Alerts are prompts to review with counsel, never statements of what the law requires.
- Requirement tags on tasks are labels for your own tracking. A tag never states that a requirement is met.
How each score is calculated
Every number shows its weights and its evidence. Scores are advisory. They never move, hide, or reject anyone.
- Readiness score
- Areas in good standing divided by total areas, times 100, across handbook, required training, documents on file, licenses, time and attendance, and leave. Bands sit at 90, 70 and 50, and an alert fires below a threshold you choose, 80 by default. It measures your own checklist, not legal compliance.
- Handbook acknowledgment rate
- The acknowledgment rate for each handbook edition, shown with the list of people still outstanding.
- Upload section confidence
- When an uploaded handbook is split and mapped to the handbook outline, each section carries a confidence. Low confidence sections are marked for a person to check against the original.
What waits for you
- Your callReleasing a handbook. It needs a named human approval, an immutable version and an effective date.
- Your callReleasing an SOP. An authorized person approves a specific version and effective date.
- Your callAnything read in from an upload. It stays a draft until a person reviews it.
- Your callAn acknowledgment request that Amara AI suggests waits in Approvals. One you assign yourself goes out right away.
- Your callKeeping a flagged file as is. Only an owner can choose it.
Who works on it
Amara AI
Your HR director
Policy and handbook
Handbook, SOPs, training
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