Help Center

How do I create my DoctorEscribe account?

Go to app.doctorescribe.com/login?signup=1 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, lab), (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:

• Administrator: full access to the system; manages users, clinics, global templates, cross-visibility permissions, and audits.
• 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?

An administrator or head doctor can assign staff from the "My staff" section or the admin 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 (free_text): manual entry fields for clinical notes.
• Checklist: predefined items with checkboxes.
• Automatic metadata (metadata_auto): data pre-filled from the patient's medical record (read-only).
• Input metadata (metadata_input): custom fields (text, number, date, selector, sentence template).
• Pedigree: visual construction of a genetic pedigree with Bennett nomenclature.
• Doctor notes (doctor_notes): internal annotations that do not appear in the printed report.
• Section image (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 WYSIWYG print-layout editor. 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 and Filipino (Tagalog), and also Spanish. 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.

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 lab results, review their appointment history, and manage which doctors they share their data with.

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), and Patient-less cases (for pathology labs). 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 lab 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.

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.

How do I manage lab orders?

From the lab module you can create orders with a study type, associated patient, and case number. Orders follow a flow from draft to completed. You can enter results with structured text, attach images or PDFs, and save drafts before completing the order.

Can patient-less cases be created (for pathology labs)?

Yes. DoctorEscribe allows you to create sessions and orders without linking them to a specific patient, using internal case numbers. This is useful for pathology or imaging labs where results are generated before being linked to a patient's medical record.

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 (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.

How do I manage users and clinics?

From the admin panel you can: approve or reject new registrations, assign roles and clinics to each user, link staff to doctors (with multi-doctor support), manage doctors' professional profiles (specialty, license number, country), and create/edit clinics with a logo, address, and contact details.

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 the administrator must review and approve. 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. From "Patient visibility" in the admin panel, you can configure, field by field, what information is visible in the patient portal: doctor details, diagnosis, prescriptions, custom metadata, and more. This allows you to comply with your institution's information policies.

Is there a security dashboard for the administrator?

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 allows the administrator 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.