SOPilot
SOPilot is a German-language AI generator of clinical standard operating procedures for hospitals and care teams. It turns a plain-text process description into a structured, exportable SOP built around KTQ and ISO 9001 headings.
What is SOPilot?
SOPilot is an AI-assisted generator of Standard Operating Procedures built for German-speaking hospitals and clinics. The publisher is a German sole trader based in Kritzmow, Mecklenburg-Vorpommern, and the site claims its origins openly: developed by a physician, made in Germany. The problem it targets is put in numbers on the homepage: two to four hours to write one SOP from scratch, more than 200 SOPs to keep current in a clinic, and no affordable clinic-specific tool to do it with.
Use runs in three steps. You describe the process in your own words, without any patient data; the AI returns a structured SOP in seconds; you check it, adapt it, save it and export it. The document that comes back carries the headings a German quality system expects: Zweck (purpose), Geltungsbereich (scope), Verantwortlichkeiten (responsibilities, as a role-and-task table), Materialien (materials), Durchführung (step-by-step execution), Qualitätsindikatoren (quality indicators) and Literatur (references), followed by a signature block. The worked example published on the site is the insertion of a central venous catheter under aseptic conditions, referenced SOP-ICU-2025-042, version 1.0, valid until 2027, in eight steps.
Six specialised templates cover hygiene, emergencies, device operation, admission and discharge, medication administration and documentation. The site says every clinical department is covered and that team customers can add templates of their own. The structure of the output is described as compatible with KTQ and ISO 9001 requirements, which is a claim about the shape of the documents and not a certification of the tool or its publisher.
Technically it is a plain web application: a browser and an email address are enough, with no installation and no IT sign-off for basic use. Generation calls the Anthropic API, and the prompt frames the context as a German hospital with clinical staff.
The legal position is stated repeatedly and without ambiguity. SOPilot is a documentation tool, not a medical device under EU Regulation 2017/745; it takes no clinical decision, and no patient data is accepted, only generic process descriptions. Three anonymised testimonials, from an anaesthesiology consultant, a quality officer tracking more than 180 SOPs and a senior intensive care physician, round out a site that fits into one marketing page plus the application itself.
What it does
- Generate a complete, clinically structured SOP from a free-text description of the process
- Pick one of six specialised templates: hygiene, emergency, device operation, admission and discharge, medication administration, documentation
- Store, version, search and filter procedures in a personal SOP library
- Export a print-ready PDF or an editable Word document
- Produce a signature block for the author, the reviewer and the person authorised to approve
- Share one library and an approval workflow across five users on the Abteilung plan
When to use SOPilot / When not to
A quick filter to help you decide if SOPilot is the right fit.
When to use SOPilot
- German hospitals and clinics that must keep hundreds of standard operating procedures current with a small quality team
- Quality managers (QM-Beauftragte) preparing a KTQ or ISO 9001 audit who need SOPs that already follow the expected structure
- Physicians and nursing staff who draft their own SOPs and lose two to four hours per document
- Small departments and practices priced out of enterprise quality suites the site describes as costing tens of thousands of euros
- Teams working without an IT department: a browser and an email address are enough, with nothing to install or approve
When not to use SOPilot
- Anyone who needs to process patient data: entering it is a contractual prohibition, not merely a recommendation
- Clinicians looking for decision support: SOPilot writes documentation and explicitly falls outside the EU Medical Device Regulation
- Non-German-speaking organisations: the interface and every generated SOP are in German only, and no other language is announced
- Teams that need an API or a link into an existing document management system: no client API and no integration are offered
- Groups above five users, and anyone wanting to publish or resell the generated SOPs beyond their own institution
How to use SOPilot
A typical end-to-end flow, from setup to results.
- Open the web application at sopilot.de/app.html and create an account with your name, institution, email address and a password; no payment card is asked for on the Free plan
- Describe the clinical process in your own words, in as much or as little detail as you like, and leave out every piece of patient data
- Choose the template that matches the procedure among the six available
- Let the AI generate the structured SOP; it comes back in German within seconds
- Read it through and correct whatever your own institution actually requires
- Save the result to your library with the 'In Bibliothek speichern' button
- Export the document to Word, or print it as a PDF
- Run the printed document through its signature block for author, reviewer and approver: professional validation and roll-out remain the customer's responsibility
Pros & Cons
Pros
- Genuinely clinical: real medical terminology and a quality-management structure, where general-purpose writing tools ignore both
- Low price against enterprise quality suites: 19 EUR per month for one user, 49 EUR for five
- A permanent free plan, with no payment card, so the tool can be judged before any commitment
- Deliberately narrow scope: no patient data is processed, which keeps the institution's risk assessment short
- The publisher states that inputs are never used to train AI models, and supplies an Article 28 processing agreement to paying customers
- Nothing to install and no IT approval needed to get started
- Monthly cancellation, and saved SOPs can be exported at any time
Cons
- German only: neither the interface nor the generated SOPs are offered in any other language
- No client API and no integration with a document management system; the single endpoint is internal and robots.txt blocks /api/
- The output is a draft: professional review and internal approval are mandatory, and the publisher excludes any warranty of accuracy
- The homepage promises hosting exclusively on German servers, while the privacy policy lists Anthropic (United States) and Stripe (United States and EU) as processors
- A one-person publisher under the German small-business scheme, which raises fair questions of continuity and support capacity for a healthcare provider
- The Solo library caps at 50 SOPs, while the site itself argues that a clinic maintains more than 200
- No published security certification (no SOC 2, no ISO 27001), no data protection officer, no mobile application and no presence beyond six pages
Pricing & Plans
A free plan is available, and it is permanent rather than time-limited. The lowest paid tier is Solo, at 19.00 EUR per month, billed monthly in advance through Stripe and cancellable at any time. The Abteilung plan costs 49.00 EUR per month for up to five users; beyond five users, an individual quotation must be requested. No VAT is charged, the publisher operating under the German small-business scheme (§19 UStG), and neither annual billing nor an annual discount is offered.
- 5 generated SOPs
- 3 templates
- PDF export with a watermark
- no library
- no Word export
- no processing agreement
- unlimited SOPs
- all 6 templates
- PDF and Word export
- a 50-SOP library
- Article 28 processing agreement and email support
- flagged on the site as the most popular choice
- everything in Solo
- plus up to 5 users
- a shared library
- an approval workflow
- departmental branding and priority support
- individual quotation on request through the contact page
Data, GDPR & hosting
A consolidated view of how SOPilot handles your data.
GDPR overview
GDPR compliance is documented rather than merely claimed. The privacy policy, dated April 2026, names the controller (Dr. med. Jens Köpcke, Meisenweg 8, 18198 Kritzmow), gives info@sopilot.de as the contact point, and invokes Article 6(1)(b) and 6(1)(f) as legal bases. Data subject rights are listed one by one: access (Art. 15), rectification (Art. 16), erasure (Art. 17), restriction (Art. 18), portability (Art. 20) and objection (Art. 21), exercised through the same address. Article 28 processing agreements are in place with Supabase, Vercel, Anthropic and Stripe, and are supplied to Solo and Abteilung customers on request. Transfers outside the EU, to Anthropic and Stripe, rely on standard contractual clauses under Article 46. The competent supervisory authority is named: the Data Protection Commissioner of Mecklenburg-Vorpommern, in Schwerin. No Article 27 representative is required and no data protection officer is appointed.
Who owns the data?
The generated SOPs and the process descriptions behind them stay in the user's personal library. The privacy policy states that they are accessible to the account holder alone and are not passed to third parties. The terms grant the customer a simple, non-transferable, non-sublicensable right of use, limited to their own institution; distribution, publication or commercial use beyond that requires the publisher's prior consent. In return, the customer grants the publisher the right to use anonymised, aggregated usage data to improve the platform. No card details are held by SOPilot itself, payments being handled entirely by Stripe.
Reuse rights
Signing up collects an email address for authentication, plus an optional name and institution used only for personalisation. The process descriptions typed into the generator are transmitted to the Anthropic API to produce the SOP. Server logs keep an anonymised IP address, browser type, operating system and timestamp, for technical purposes only. Payments go through Stripe. Only a technical session cookie is set, with no tracking or marketing cookies and therefore no consent banner under the German TTDSG. The publisher states that inputs are not used to train AI models and cites Anthropic's commitment not to train on this data without explicit agreement. Documents produced may be reused freely inside the customer's own institution, without asking permission.
Data retention & training
Hosting summary
The privacy policy publishes a processor table with the server location of each one. Supabase runs the database and user authentication in Frankfurt, Germany; Vercel hosts the web application in an EU region; Anthropic performs the AI generation in the United States; Stripe handles payments in the United States and the EU. The two transfers outside the EU are covered by standard contractual clauses under Article 46 GDPR, and Article 28 processing agreements are in place with all four. This does not match the homepage, which states that hosting is exclusively on German servers and carries a hosting-in-Germany badge. Both statements come from the site itself, and the gap is reported here rather than resolved: the database sits in Germany, but the text submitted for generation leaves the EU. The domain's resolved IP address, 76.76.21.21, belongs to Vercel's anycast range and geolocates to the United States, which neither proves nor disproves where processing happens. Buyers with a strict data residency requirement should ask the publisher to reconcile the two statements in writing.
Things to keep in mind
Risks and trade-offs to weigh before adopting SOPilot.
- KTQ and ISO 9001 are invoked for the structure of the generated documents only. Neither the tool nor its publisher holds any certification, and reading the badges as one would be a mistake.
- The site contradicts itself on hosting: the homepage promises servers exclusively in Germany, while the privacy policy lists Anthropic (United States) and Stripe (United States and EU) among its processors. The factual consequence is that the process descriptions you type are transmitted to the Anthropic API in the United States.
- Generated SOPs are automatic drafts. The publisher excludes any warranty of accuracy, completeness or fitness for purpose and places responsibility on the customer, so signing one off without a genuine clinical review would be dangerous.
- Keeping patient data out of the tool is a contractual obligation under the terms, not a recommendation. A member of staff pasting a case description in breach of it exposes the institution, not the publisher.
- Convenience can erode the habit of thinking a procedure through. A SOP that reads well is not the same as a SOP that matches how a ward actually works, and speed makes that difference easier to miss.
- The three published testimonials are anonymised down to initials and cannot be checked. There is also no Wayback history for the domain, and the .de registry publishes neither the holder nor a creation date, so the publisher's track record cannot be verified independently.
- No security certification is published (no SOC 2, no ISO 27001) and no data protection officer is appointed. The publisher also charges no VAT under the small-business scheme, which some institutions cannot deduct.
Setup & Integrations
Technical difficulty
Very low. SOPilot is a plain web application: nothing to install, nothing to deploy, no API key to configure. The stated prerequisites are a browser and an email address, and the site says no IT sign-off is needed for basic use. Creating an account asks for a name, an institution, an email address and a password, and the Free plan requires no payment card. The publisher claims users are productive within two minutes. The only real preparation is organisational: deciding who reviews and who approves the generated SOPs before they are put into service.
Deployment
Supported languages
Behind SOPilot
Resources
All the official URLs gathered for verification and reference.
Frequently asked questions
Is SOPilot a medical device?
What language are the SOPs produced in?
Can patient data be entered?
Are the generated SOPs usable as they stand?
Is an IT department needed?
Where is the data hosted?
How long is data kept?
What does it cost?
Is there an API?
Can the subscription be cancelled at any time?
Should you pick SOPilot?
SOPilot is a deliberately narrow product: one use case, one language market, one type of customer. Within that frame it does something general-purpose writing tools do not. It returns a document that already looks like a German clinical SOP, with purpose, scope, responsibilities, materials, execution steps, quality indicators, references and a signature block, in the order a quality system expects.
Its strongest argument is the ratio between price and scope. Nineteen euros a month for one user, forty-nine for five, set against the enterprise quality suites the site describes as costing tens of thousands, is an easy comparison for a small department to make. The permanent free plan means the tool can be judged at no cost and without a payment card, which is the sensible way to approach it.
The real reservation is organisational rather than technical. What the tool produces is a draft: the publisher excludes any warranty of accuracy and places review, approval and roll-out squarely on the institution. Two further points deserve weighing by a healthcare provider. The publisher is a single individual trading under the German small-business scheme, with no verifiable history and no published security certification. And the homepage's claim of hosting exclusively on German servers does not sit comfortably alongside a privacy policy listing Anthropic in the United States and Stripe in the United States and EU as processors.
Recommended, then, to German-speaking clinics and quality managers who want to cut the hours spent drafting and who already run an internal approval process the output can go through. Start on the free plan, generate two or three procedures your team knows by heart, and judge the drafts against what you would have written yourself.
- Choosing a selection results in a full page refresh.
- Opens in a new window.