Help Center

How do I create my DoctorEscribe account?

Go to the sign-up page and enter your name, email address, and password. Your account will remain in a pending state until an administrator approves it and assigns you a role (doctor, head doctor, or administrative staff). Once approved, you'll receive full access to the platform.

What is the onboarding process like?

When you log in for the first time, the setup wizard will guide you through 5 steps: (1) Welcome and role selection, (2) Selection of clinical capabilities (consultation, diagnosis/prescription, deferred results), (3) Professional information (specialty, country, license number), (4) Clinic details, and (5) Confirmation. This process configures your workspace according to your practice.

How do I make my first recording?

From the main dashboard, click "New consultation," select or search for the patient, choose a clinical template, and press the microphone icon. When you finish, DoctorEscribe will automatically transcribe the audio using medical English and Filipino terminology and generate a structured medical record according to the selected template.

What roles exist in DoctorEscribe?

The platform has four main roles:

• Clinic administrator: manages the team, invitations, and the clinic's shared settings (letterhead, print format, patient fields) — without being able to see clinical data, by system design.
• Doctor: manages their patients, clinical sessions, and personal templates, and can request cross-visibility with other doctors.
• Head Doctor: all doctor permissions, plus the ability to manage and assign staff within their clinic.
• Administrative staff (Staff): read-only access to the patients and sessions of the doctors they are assigned to. Ideal for assistants and receptionists.

What can a doctor do on the platform?

A doctor can: create and manage patients, record and transcribe consultations, generate clinical records with AI, create personal templates, clone global templates, manage their appointment schedule, conduct telehealth visits, send reports by email, access the patient portal with invitation codes, request cross-visibility with other doctors, and grant access to their administrative staff.

What additional permissions does the head doctor have?

In addition to all doctor features, the head doctor can: view and manage all staff in their clinic, assign and unassign staff to specific doctors, and oversee team activity. This allows efficient management without having to rely on the administrator for day-to-day operational changes.

What can administrative staff see?

Administrative staff see only the data of the doctors they are linked to. An assistant can be assigned to multiple doctors at the same time. Their access includes: the patient list, clinical sessions, and schedule, according to the permissions granted. They cannot create templates or sessions, nor modify medical records.

How does cross-visibility between doctors work?

A doctor can request access to another doctor's sessions (for example, for inter-consultations). This request remains in a pending state until an administrator approves it. Once active, the requesting doctor will be able to view the granting doctor's sessions. Either party or the administrator can revoke access at any time. Every action is recorded in the audit log.

How is staff assigned to a doctor?

A clinic administrator or head doctor can assign staff from the "My staff" section or the clinic panel. Staff can be linked to one or several doctors at the same time. When assigned, they automatically gain access to the doctor's patients and sessions according to the configured scope (patients only, or patients and sessions).

How do I use clinical templates?

Go to the "Templates" section in the side menu. You can choose from our library of pre-designed templates by specialty or create your own from scratch. When you start a consultation, select the desired template and the AI will organize the transcription following that structure automatically.

What types of sections can I include in a template?

Templates support 8 section types:

• Recording: audio sections that are automatically transcribed into editable text.
• Free text: manual entry fields for clinical notes.
• Checklist: predefined items with checkboxes.
• Automatic metadata: data pre-filled from the patient's medical record (read-only).
• Input metadata: custom fields (text, number, date, selector, sentence template).
• Pedigree: visual construction of a genetic pedigree with Bennett nomenclature.
• Doctor notes: internal annotations that do not appear in the printed report.
• Section image: embedded images that are included in the printed report.

What are global, clinic, and personal templates?

Global: created by the administrator, available to all doctors on the platform. Clinic: visible only to the doctors of a specific clinic. Personal: created by a doctor for their own use; not visible to others. Any doctor can clone a global or clinic template to customize it as their own.

Can I customize the print layout?

Yes. Each template includes a visual print-layout editor: what you see on screen is exactly what prints. You can configure two formats: Exact (replicates your physical letterhead with logo, header, and clinic details) and Clean (a simplified format for email or digital use). You can also adjust the page size (Letter/A4), margins, font family and size, and insert dynamic variables such as the patient's name, date, and doctor details.

What are custom metadata fields?

They are additional fields you can define in each template to capture specialty-specific data (for example, "Glasgow scale" or "Patient weight"). They support text, number, date, selector, and sentence-template types. You can set them as required or optional, with automatic filling from the patient's medical record and persistence so you can reuse them in future consultations.

How accurate is the transcription?

DoctorEscribe uses AI models trained on clinical English and Filipino (Tagalog) medical terminology, achieving over 95% accuracy under normal recording conditions. The system continuously improves as it learns from your corrections, and the most frequent corrections are automatically promoted to the system's medical lexicon.

What languages and dialects does it work in?

It currently supports English, Filipino (Tagalog), and the 16 regional Philippine dialects. The system automatically detects the language and accent and adjusts its recognition model.

Can I create custom voice profiles?

Yes. In "Preferences" → "Voice profile," with just 2 minutes of training audio, the system calibrates recognition to your specific voice, significantly improving accuracy in future transcriptions and automatic speaker identification (doctor/patient speaker diarization).

What is the AI clinical summary?

DoctorEscribe can automatically generate a formal summary of clinical notes using artificial intelligence. The summary reorganizes and rephrases the transcribed text in formal medical language. A warning is always shown before generating it, the result is fully editable, and the doctor retains final responsibility for the content.

How does speaker diarization work?

The system automatically identifies who is speaking in each audio segment (doctor or patient), separating the dialogue in the transcription. If you have set up your voice profile, identification is even more accurate. This allows the transcription to be organized by who is speaking.

What do the ICD-11 codes with the ⓘ button and "Use these treatments" do?

Every ICD-11 code suggested on the SOAP note shows a small ⓘ button. Clicking it opens a window with cards from recognized medical sources, always cited, each with definition, summary, signs and symptoms, possible treatments, and references, plus a "View source" link to the official site. The "Use these treatments" button appends those treatments as bullets to the Prescription field, with the source cited next to each line; you decide whether to keep, edit, or delete them. Confirmed codes also appear automatically in the print preview and on the referral letter.

How does the drug-interaction check work?

When you add medications to the Plan or Prescription field, the system runs an automatic check against recognized medical sources, always cited, plus the patient's recorded allergies, and shows colour-coded alerts: red (contraindicated), orange (warning — documented interaction), and grey (info), each with a "View source" link. The check is non-blocking — you decide whether to save — and it uses only the drug name, never patient data. If the sources are unreachable, the system tells you so instead of silently approving.

What is the approved-medicine search in the prescription field?

Below the Prescription field, the "Search approved medicine" button queries the Philippine DOH National Formulary. Type three letters of the generic or brand name, pick the medicine, and the system appends a line to the prescription with the generic name first, then the dosage form and strength. You can always type a medicine by hand if it isn't listed; the list refreshes automatically every 15 days.

How do I register a new patient?

From the main dashboard or the "Patients" section, click "New patient." Enter the demographic data, medical information (allergies, conditions, medications), guardian details (if applicable), and health insurance. The system automatically detects possible duplicates and alerts you before creating a new record.

What happens if there are duplicate patients?

DoctorEscribe features intelligent duplicate detection when creating or searching for patients. If similar records are identified, you can merge them into a single one, consolidating the entire clinical history, sessions, and appointments into a single medical record without losing information.

Can I transfer patients between doctors?

Yes. Through transfer requests, a doctor can share or transfer patient records to another doctor. The process includes duplicate detection, a merge option, copying of sessions and transcriptions, and a complete audit log. The administrator oversees and approves transfers.

Is there a portal for patients to access their data?

Yes. Doctors can generate invitation codes so their patients can register in the patient portal. From there, patients can view their sessions (with visibility filters configured by the administrator), see their results, review their appointment history, and manage which doctors they share their data with.

How do I import my patients' old records?

Go to "Import records" in the side menu, choose the mode — "one patient" (every file attaches to that patient) or "several patients" (the AI suggests the patient for each document) — select your files, and press Import. The AI reads each document, organizes it into SOAP format, and stages it as a pending-review session with the original file attached. A "Compare with original" view lets you review the original document and the generated note side by side. Nothing is added to the chart until you review and confirm it.

What file types can I import and what are the limits?

PDFs, photos (JPG, PNG — including handwritten notes), Word documents (.doc and .docx), and Apple Pages. Each file can be up to 25 MB and each batch takes up to 50 files (10 in single-patient mode); PDFs are processed up to 20 pages per document. Videos are not accepted.

Does the AI automatically assign each document to a patient?

No, never automatically. In multi-patient mode, the AI extracts the name and date of birth from the document and suggests candidates from your patient list — you accept a suggestion, search manually, or register the patient as new. If you imported directly from a patient's profile, the AI cross-checks that the extracted identity matches and shows a warning if it doesn't. Final confirmation always requires your review.

Can I choose the language of the documents I import?

Yes. The import form has a "Document language" selector that applies to the whole batch: English, Tagalog, and the 16 regional Philippine dialects, plus automatic detection. The chosen language guides both the document reading (OCR) and the summary writing.

What is the workflow of a clinical session?

A session follows this cycle: Draft → Ready for review → Finalized → Archived. During the draft stage you can record, transcribe, and edit freely. When finalized (printed or sent), the session is locked to preserve its integrity. If you need to make changes afterward, you can open a formal amendment with an audit log.

What session types exist?

DoctorEscribe supports several types: Scheduled appointment, Walk-in patient, Follow-up (linked to a previous session), Telehealth (video call). Each type adapts the workflow to the clinical needs.

How does the amendment system work?

After finalizing a session, you can open a formal amendment that: takes a snapshot of the current state, unlocks the medical record for editing, records each change field by field (previous and new value), identifies the actor and the date, and, when the amendment is closed, locks the session again. Amendments are numbered sequentially and remain permanently in the audit log for regulatory compliance.

What is the deferred results workflow?

For consultations where the diagnosis depends on results or pending studies, the session is marked as "Waiting for results." When the results are available, it is marked as "Results received" and the session reopens so the doctor can add the final diagnosis. A pending-results queue on the main dashboard shows the sessions on hold with urgency indicators.

Can I send reports to the patient by email?

Yes. You can select which sections to include, generate a preview, and send the report directly to the patient's email with a professional format that includes the clinic letterhead, doctor details, and signature. You can also generate secure links with identity verification (date of birth) and 30-day expiration so the patient can access the report online.

What is the "Patient handout"?

After generating a SOAP note with confirmed ICD-11 codes, the "Patient handout" button opens a print-ready document with your complete clinic letterhead. For each confirmed diagnosis it contains a plain-language explanation of what the condition is and when the patient should call their doctor, with information from recognized medical sources, always cited. The handout does not suggest treatments on its own: the only treatment content is what you wrote in the Plan and Prescription fields. You can save it as a PDF or hand it to the patient directly.

How do I include the patient handout together with the clinical report when printing?

In the print preview, if the session has at least one confirmed ICD-11 code, a "Patient handout (appended)" option appears in the printable-sections list. When you enable it, the handout is appended as additional pages at the end of the PDF, carrying the same letterhead as the main document. This lets you generate a single PDF containing both the clinical report and the patient education handout — useful for handing everything to the patient on one print job or sharing by email.

What does the optional "Clinical packet" on the referral letter include?

When you generate a referral letter, a toggle group called "Clinical packet (optional)" appears below the section selector: (1) "Suggested diagnosis with sources" — adds every confirmed ICD-11 code from the session with its citations; (2) "Clinical information appendix" — includes content from recognized medical sources, always cited, about the primary diagnosis, useful when the receiving specialist may be less familiar with that condition. The additions append to the letter text in both template-mode and AI-mode generation.

How do I enable the digital signature?

In Settings → Digital signature (doctors only). Read and accept the electronic-signature consent. You need your full name, license/credential number, and country complete in your profile. Enabling it provisions your signing key, which is protected in a secure cryptographic vault and never leaves it.

How do I sign a prescription or report?

When printing or sending from the session, turn on "Sign digitally" in the print dialog. You can optionally include a verification QR code and enable the dispensing (anti-reuse) control. Only doctors can sign; staff can reprint an already-signed document.

How is a prescription verified as authentic?

Scan the printed QR code or open the verification link. You'll see whether the signature is valid, who signed, their license number, the date, and a trusted timestamp. The verification page shows no clinical information; to view the full document the patient's date of birth is required.

What is the dispensing control?

It's an anti-reuse option. When enabled, the prescription carries a one-time dispensing code. The pharmacy enters that code on the verification page to mark it dispensed, and any later verification shows "prescription already dispensed".

What happens if I amend an already-signed session?

Opening an amendment marks the previous signature as "superseded" because the content changed. You'll need to re-sign the updated document, which generates a new verification serial.

Is a change history kept?

Yes. Each amendment generates a detailed record that documents who made the change, when, the reason provided, and the previous and new values of every modified field. For example, if you changed the diagnosis from "Gastritis" to "Chronic gastritis due to H. pylori", the record will show both values with the exact date and time of the change.

What is the audit trail?

It is a complete chronological record of every action performed on a session, with three views: Events (creation, finalization, report sending), Amendments (all post-finalization modifications with change details), and Versions (full snapshots of the session state at each point). You can access it from the "Audit" button on any session. Each event shows the name of the doctor or user who performed the action and is displayed in your active language.

Can I revert an amendment?

Amendments cannot be reverted, as this would compromise the integrity of the record. However, you can create a new amendment to correct the information.

Can I export the audit trail?

Yes. The audit trail can be exported as a CSV file for archiving or external review. From the full audit page (Session → Audit), click the export button to download all recorded events.

How do I see who accessed my clinical data?

From More → Access log you can review a full history of every action performed on your clinical data. You can filter by date, action type (sessions, patients, exports, etc.), and result (successful, failed, denied), and export the history to CSV. Head doctors can toggle between viewing only their data or the entire clinic's data.

How do I set up my schedule and office hours?

From the "Calendar" module, configure your days and hours of availability, the default duration of each appointment, and the break times between consultations. You can set different hours for each day of the week and block specific dates.

What happens if there is an appointment conflict?

DoctorEscribe automatically detects scheduling conflicts and alerts you before confirming an appointment. The system never overwrites an existing appointment without your authorization. You can also enable automatic email reminders to reduce patient no-shows.

Can administrative staff manage the schedules of multiple doctors?

Yes. Staff assigned to multiple doctors can view and manage each one's schedule from a filter in the calendar. This allows an assistant to coordinate the appointments of an entire medical team from a single account.

What do I need to conduct a telehealth visit?

You only need a computer or tablet with a webcam and microphone, and a stable internet connection. No additional software needs to be installed. The patient receives a link by email and accesses it directly from their browser without needing to create an account.

Are telehealth visits recorded and transcribed?

Yes, with the patient's consent. At the start of the video call, the system requests recording authorization from the patient. Once accepted, DoctorEscribe records, transcribes, and generates the clinical record of the telehealth visit automatically. The video room is created with secure authentication and is automatically cleaned up when finished.

Is DoctorEscribe HIPAA-aligned?

DoctorEscribe adopts the HIPAA (Health Insurance Portability and Accountability Act) standards as the gold standard for health data protection in the Philippines. We implement equivalent technical, administrative, and physical safeguards, including end-to-end encryption, role-based access control, immutable audit logs, and least-privilege policies. See our HIPAA alignment page for more details.

How are my data and my patients' data protected?

All data is encrypted in transit with TLS 1.3 and at rest with AES-256 (a standard approved by the U.S. government for classified information). Encryption keys are managed through a KMS service with periodic automatic rotation. The infrastructure holds SOC 1/2/3, ISO 27001/27017/27018, and PCI DSS certifications.

What happens with the audio recordings?

Recordings are transmitted encrypted in real time to the transcription server. The audio is processed in memory inside a container with a dedicated GPU and is not stored on the user's device or on intermediate servers. It is only persisted if the user explicitly enables audio archiving. The resulting transcription is stored encrypted in the database.

Is there an audit log?

Yes. DoctorEscribe immutably records every operation on health data: who accessed it, what operation they performed, when (with time zone), from which IP, and which resource was affected. Logs are retained for a minimum of 12 months, are protected against unauthorized modification, and can be exported in CSV format for external audits.

How does role-based access control (RBAC) work?

Each user has a role with specific permissions (clinic administrator, doctor, head doctor, staff). All API endpoints verify the user's role and permissions before allowing any operation. The principle of least privilege is applied: each user only accesses the data strictly necessary for their function. Sessions are automatically closed after a configurable period of inactivity.

How is patient consent managed?

It is the doctor's responsibility to obtain the patient's free, prior, informed, and specific consent before recording or processing their data. The recommended consent should include: a description of the AI tool, the types of data processed, who will have access, the retention period, and the right to revoke consent. For minors, the consent of the parent or legal guardian is required in accordance with local legislation.

Where is the data stored?

All infrastructure and data are hosted on servers located in the United States with certified providers. PHI data (protected health information) is stored in an infrastructure project separate from the user interface component, with customer-managed encryption (CMEK). Backups are performed automatically, continuously, and encrypted in geographically distributed locations.

What happens in the event of a security incident?

We have an incident response team available 24/7 with documented procedures: identification, containment, eradication, recovery, and post-incident analysis. If a breach affecting health data occurs, affected users will be notified within the following 72 hours. Every incident is analyzed to implement preventive measures.

How do I report a security vulnerability?

Send an email to soporte@doctorescribe.com with the subject "Vulnerability report." Our team will respond within a maximum of 24 business hours. We practice responsible disclosure and ask that any vulnerability be reported privately before its public disclosure.

What is automatic session timeout?

It is a security feature that automatically logs you out after a configurable period of inactivity. You can adjust the time in Preferences → Security to comply with your institution's policies.

What is multi-factor authentication (MFA)?

It is an additional layer of security that protects your account. In addition to your password, the system can require a second verification factor. DoctorEscribe supports two methods: TOTP (an authenticator app on your phone) and passkeys (biometric access keys such as fingerprint or Face ID). Configure MFA from Preferences → Security.

What is a passkey?

A passkey is a modern authentication method that uses biometrics (fingerprint, Face ID) or a PIN from your device instead of a password. It is more secure and convenient than traditional passwords. You can register a passkey from Preferences → Security → Passkeys and use it to sign in without having to type your password.

What is the biometric lock on app launch?

In the iPhone, iPad, and Android apps you can turn on a Face ID or fingerprint lock, just like banking apps. When enabled, every time you open the app or return to it, it asks for Face ID or your fingerprint before showing any content — without having to sign in again. Your session stays active underneath; the lock is only a local layer on the device. It is a per-device setting, enabled from Preferences → Security (the option only appears inside the mobile apps).

What is emergency (break-glass) access?

It is a HIPAA-compliant security mechanism that allows administrators to access medical records in emergency situations. Access requires a documented reason, has a limited duration with auto-expiration, and all actions are logged with the "emergency" label in the audit trail.

How do I manage my clinic and team?

From the Clinic section (available to the head doctor and the clinic administrator) you can manage your team and invitations: enter the person's email and the role they will have, and they receive an invitation link valid for 7 days. You can also edit the clinic profile (name, logo, address, and contact details) and link staff to doctors, with multi-doctor support.

What are change requests?

When a doctor edits their professional profile, a head doctor modifies clinic details, or the activation of a staff member is requested, a change request is generated that must be reviewed and approved. Upon approval, the changes are applied automatically. This maintains centralized control over institutional information.

Can I control what information patients see in their reports?

Yes. Patient-portal visibility is configured field by field: doctor details, diagnosis, prescriptions, custom metadata, and more. This allows you to comply with your institution's information policies.

Is there a security dashboard?

Yes. The security dashboard shows access statistics, successful and failed login attempts, tracking of suspicious IPs, and a filterable log of security events by date range and outcome. This makes it possible to detect unusual patterns and respond proactively.

How do I change or upgrade my plan?

Go to "Preferences" and select "Plan and billing." From there you can change your plan at any time. If you upgrade, the charge is prorated to the day. If you downgrade, the change takes effect at the start of the next billing cycle and you keep the premium features until that date.

Can I cancel my subscription at any time?

Yes, you can cancel your subscription at any time without penalties from "Preferences" → "Plan and billing" → "Cancel subscription." You will keep access to all of your plan's features until the end of the paid period. Your data and medical records are retained for an additional 90 days after cancellation.