> ## Documentation Index
> Fetch the complete documentation index at: https://handbook.helendelovely.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Systems We Use

> The tools that run the practice, and what each one is for.

| System                                         | What it's for                                                                                | You'll use it for                                                                                                                           |
| ---------------------------------------------- | -------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------- |
| **PracticeOS** (built on GoHighLevel)          | The client record, scheduling, all client communication, notes, session tracking, timesheets | Everything client-related. This is the system of record.                                                                                    |
| **Care portal**                                | Client intake, consent forms, client-facing documents                                        | Intake paperwork, sending documents to clients                                                                                              |
| **Google Workspace**                           | Email, calendar, Drive, Meet, internal documents                                             | Practice email, calendar, the SOP library, this manual                                                                                      |
| **Stedi**                                      | Insurance eligibility checks and claims                                                      | Front office and practice manager mostly; clinicians see results                                                                            |
| **Gusto**                                      | Payroll, tax forms, banked-day notes, your pay statements                                    | Your own pay and tax information                                                                                                            |
| **Telehealth platform**                        | Video sessions                                                                               | Every telehealth session; nothing else                                                                                                      |
| **Claude / Claude Cowork**                     | AI assistance for practice work                                                              | Drafting, planning, procedures, within the [three-color rule](/privacy-and-security/ai-tools-three-color-rule)                              |
| **Internal chat** (any tool the team is using) | Quick team coordination                                                                      | Initials-only, no clinical detail; see the channel rule in [Devices, mobile, and texting](/privacy-and-security/devices-mobile-and-texting) |

## The one rule

Client information lives in PracticeOS and the care portal. Everything else is either internal (Workspace, chat) or operational (Stedi, Gusto). If you find yourself putting client information anywhere else, stop.

## What's in PracticeOS

PracticeOS is a configured GoHighLevel workspace. Inside it you'll have:

* Your calendar and availability
* Your caseload, and only your caseload
* The conversation thread for each client (texts, emails, calls, all logged)
* Notes and session records
* Your timesheet (non-exempt staff)
* Tasks assigned to you

The front office owns scheduling, intake, and client outreach. You own your notes and your calendar availability. See the SOPs for how each process works.

## Getting help with a system

If something isn't working, tell Zack immediately. His words: "If it's not working, you need to tell me to fix it; that's my job." Don't work around a broken system with a personal tool.

## What's not a practice system

Personal email, personal texting, personal cloud storage, personal note apps, and any AI tool used with real client information. See [Devices, mobile, and texting](/privacy-and-security/devices-mobile-and-texting).