Context

A U.S.-based healthcare services startup operating in a HIPAA-regulated environment relied on contractors and had no dedicated HR function. Leadership wanted to reduce repeat training and ensure contractors were onboarded consistently, securely, and in compliance with regulatory requirements. Documentation needed to translate clearly into operational execution using existing tools.

Challenge

The organization required a single, authoritative SOP that:

• Could be followed by an assistant without verbal walkthroughs
• Reflected conditional logic (PHI vs Non-PHI contractors)
• Preserved existing workflows without redesigning systems
• Translated cleanly into execution tracking in Monday.com
• Avoided assumptions or invented processes

Approach

I worked from provided policy and process inputs to produce a Google Doc–style narrative SOP designed for execution, not theory. The document was structured to make decision points explicit (classification, agreements, training, access) while maintaining scope discipline. Where detailed tool workflows already existed, the SOP referenced rather than duplicated them to preserve single sources of truth.

Solution

I delivered a clear, assistant-executable SOP covering:

• Contractor classification and compliance requirements
• Agreement execution logic (ICA, Confidentiality/IP, BAA)
• HIPAA training conditions
• Minimum-necessary system access principles
• Step-by-step onboarding and offboarding workflows
• Explicit “no work before completion” enforcement

The SOP positioned Google Docs as the narrative source of truth and Monday.com as the execution and tracking system, without embedding UI-specific instructions.

Outcome

The resulting document demonstrated how regulated operational policies can be translated into practical, repeatable workflows that reduce dependency on verbal training. The structure was intentionally designed to scale—sections could later be modularized into topic-based SOPs as the organization matured.

What This Sample Demonstrates

• Policy → execution translation
• Regulated-environment documentation (HIPAA-aware)
• Assistant-first, system-aware writing
• Scope discipline and assumption control
• Documentation that supports scale, not just record-keeping

This case study reflects real-world constraints and professional judgment in documentation.

Wrapping it Up

I designed the SOP so an assistant could follow it without extra explanations, reducing handoffs, rework, and reliance on tribal knowledge.

By making roles, decisions, and compliance steps explicit, the documentation helps operations run more smoothly and consistently.

It also reinforces a key operations lesson: documentation adds the most value when teams are ready to use it to run their day-to-day work.

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Zooming out for a second: Long-term? That’s what my flagship offer is built for: a future-proof system where AI, docs, and workflows work together.

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♻️ Repost to help someone structure their docs for 2026.

➡️ Remember: companies replacing humans with AI need humans who understand AI.

Warmly,
Veronica Phillip
Founder, ProTech Write & Edit Inc. –
The AI-Ready PM for SaaS:  Your go-to guide for practical tips, actionable insights, pitfalls to avoid, trends, tools and strategic guidance on simplifying documentation for AI; Tailored for SaaS PMs.