AI4Docs — Documentation

Introduction

AI4Docs is an AI medical scribe built for physicians who consult in Arabic, English, or any of 100+ languages. You record (or upload) a patient conversation, optionally add observations, lab reports, and prior visits, then pick a note type and click Generate. A structured clinical note appears in seconds.

This guide walks every feature and workflow. Read it end-to-end for a full tour, or jump to a specific topic from the sidebar.

The 3-pane workspace (desktop)

On any screen 1024 px wide or larger, the app shows three panels:

CAPTURE (left) — every input that goes to the AI lives here. Collapsible: close it via the small × button at the top-right corner of the panel. Re-open it by tapping the edge tab on the left side of the screen. Many doctors close it after generating a note to give the note more reading room.
NOTES (center) — always visible. The generated note appears here, along with the editing toolbar, the after-note row (Prescription, Orders), and the chat bar at the bottom.
MY PATIENT RECORDS (right) — your patient registry and saved clinical notes, stored in your own Google Sheet. Hidden by default. Open it by tapping the edge tab on the right side of the screen. Close it via the small × button at the top-right corner of the panel.

The 3-tab workspace (mobile)

On phones and small tablets (under 1024 px), the same panels become three bottom tabs: Capture · Note · My Records. Only one tab is visible at a time. The app auto-switches you to the right tab at the right moment — for example, tapping Generate on the Capture tab automatically switches you to the Note tab.

💡 Two faces, same brain: Desktop and mobile use the same backend, the same note types, the same Google Sheet for My Patient Records, and the same credits. You can capture on your phone in the clinic and review the note later on your laptop.

Quick Start — Your First Note in 60 Seconds

1Open the app at clinic.ai4docs.ai. Sign in with Google (one click) or with email and password.
2Record the patient conversation. In the CAPTURE panel, the first section (Patient Conversation) is always open. Tap the red Record Encounter button. Speak with the patient in any language. Tap Stop when done.
3(Optional) Add more. Type private observations in Doctor's Input, attach a lab photo in Supporting Documents, paste prior notes in Previous Visits.
4Pick a note type from the dropdown at the top of the NOTES panel — for example, First Visit. Confirm the language pill (EN, AR, FR, etc.). Tap Generate.
5The structured note appears in 5–15 seconds. Edit freely, or tap Voice Update for quick spoken corrections.
6Save, print, share. Tap Save to store in My Patient Records. Tap Print / PDF to print with your bilingual letterhead. Tap Copy to paste into another EMR.

Interface Overview

Desktop layout

Three panels side-by-side. CAPTURE on the left (collapsible, default open), NOTES in the center (always visible), MY PATIENT RECORDS on the right (collapsible, default hidden). Each side panel has two controls: an edge tab on the outer edge of the screen that opens the panel, and a small × button at the top-right corner of the panel that closes it. (You don't close from the edge tab — only the × closes.)

Mobile layout

Three bottom tabs: Capture · Note · My Records. Tap a tab to switch. Only one tab is visible at a time. The Capture tab also contains the note-type selector and the Generate button so you can build your note without scrolling past controls you've already used.

The CAPTURE panel (left)

At the top of CAPTURE there's a big red ⚠ Reset — New Patient button. Tap it before each new patient to clear all four inputs (and any unsaved note in the centre panel). Below the Reset button, four input sections stacked vertically:

Patient Conversation — always open. Cannot be collapsed. Record live, or upload an audio file you captured elsewhere (a Voice Recorder app, WhatsApp voice note, dictaphone).
Doctor's Input — open by default. Two tabs: Dictate (record your own voice) and Text (type or use the Web Speech mic). My Templates link sits at the bottom of this section.
Supporting Documents — collapsed by default. Two tabs: Upload and Camera.
Previous Visits — collapsed by default. Three tabs: Text, Upload, Dictate.

💡 Accordion behaviour: The three collapsible sections (Doctor's Input, Supporting Documents, Previous Visits) act as an accordion — only one of them is open at any time. Tapping a closed section header opens it and automatically closes whichever was previously open. Patient Conversation is the exception — it's always open at the top regardless of what else you do. This keeps the panel scannable and avoids endless scrolling.

The NOTES panel (center)

The center panel does several jobs depending on what you've done:

Top row: note type dropdown, language pill (EN / AR / FR / …), ICD/CPT toggle, Generate button.
AI prompt bar: a free-text field where you can guide the AI (e.g., "Write as an operative note", "Adapt for insurance approval", "Check drug interactions"). Optional.
After Generate, the top rows collapse into a thin summary strip showing what you used (note type · language · ICD/CPT ✓ · AI prompt ✓). Tap Change ▾ to expand them again.
After-note row: only two buttons — 💊 Prescription and 📝 Orders — that extract those sections from the note for separate printing. (AI 2nd Opinion is no longer here; it's now a note type in the dropdown above.)
Toolbar: Edit · Voice Update · Revert grouped together, then Print / PDF ▾ · Share ▾ · Save · Copy ▾.
Generated note appears in the scrollable area below.
Chat bar at the very bottom — ask questions about the note (formerly called "Ask the Note", now "Chat with your note").

The MY PATIENT RECORDS panel (right)

Hidden by default on desktop — open via the edge tab on the right side, close via the × at the top-right of the panel. The first time you open MY PATIENT RECORDS on a new device you'll see the Connect Google Drive button (see Connect Google Drive). Once connected, the panel layout is:

Top bar: a green "✓ Connected to Google Drive" badge with a small red Disconnect link beside it (see Wrong Google Account), plus a 🔄 refresh button to re-fetch the latest data from your Google Sheet.
Search bar just below the badge — type to filter by name (Arabic-aware), phone number, or date of birth (see Search Patients).
+ Add Patient button — register a new patient without generating a note (front-desk pre-registration use case).
Patient list — name, age, phone, last visit date, plus a small visit-count number on the right. Tap a patient to see their saved notes; tap any note to read it.

Each saved note has a small toolbar with five buttons: Edit, Print ▾ (a dropdown containing Print Note, Print Prescription, Print Orders, plus an Include Letterhead checkbox), Share, Copy, and Delete (in red).

The Top Navigation Bar

The bar across the top of the app, visible on every screen:

Logo

Returns you to the AI4Docs website (ai4docs.ai) — handy if you want to consult the website docs without leaving the app.

Credits pill (with dropdown)

The pill on the right shows your remaining notes as a single number — for example "38" means you have 38 notes left this cycle (plus any extra credits). The colour reflects your status:

Teal — healthy. Plenty of credits left.
Amber — your monthly plan is exhausted and you're now using purchased extra credits.
Red — zero credits. Generation is blocked until you upgrade, buy extras, or wait for the renewal date.

Tap the pill to open a dropdown (desktop) or bottom sheet (mobile) showing:

Plan name and price (Free, Starter $19, Practice $39, Professional $59, Advanced $79).
Usage — for example "Usage: 12 / 100 notes".
Renewal date — when monthly credits reset.
Extra Credits balance (the $25 / 100-note packs that never expire).
Buy Extra Credits button — instant Stripe checkout for the $25 pack.
Change Plan — opens the in-app pricing modal.
Manage Subscription — opens the Stripe Customer Portal in a new tab where you can cancel, update payment, view invoices. Shown only if you're on a paid plan.

(Your account email is not in this dropdown — it's the first item in the avatar dropdown, see below.)

💡 Why is account info here and not in Settings? Because credits and plan are what you check most often. Putting them one tap away on the nav bar is faster than digging into Settings.

Guide button

Opens the Quick Guide modal — a one-page overview of every action with shortcuts and tips. Useful when you forget which button does what.

Settings gear (⚙️)

Opens the Settings modal with three tabs: Language, Profile, Templates. See the Settings sections below.

Avatar (your initial)

A circle with your initial. Tap to open a dropdown with: your email, Settings shortcut, links to Documentation, FAQ, Tutorials, Contact Us, and Log Out. Contact Us opens the contact form on ai4docs.ai in a new tab — for support questions, account deletion requests, or anything else.

Help chatbot (desktop only)

A small chat bubble in the bottom-right corner of the desktop app — powered by our trained AI assistant. Ask it any question about how to use the app and it answers in plain language. Not shown on mobile (screen space is tighter; use the Quick Guide instead). The same chatbot is also embedded on every public page of ai4docs.ai, including this Documentation page.

Mobile Experience

On mobile, the app uses three bottom tabs that switch between Capture, Note, and My Records. Only one panel is visible at a time, so there's no scrolling past unrelated content. (The desktop panel header reads "MY PATIENT RECORDS" in full — same feature, shorter label on mobile because tab bars have limited horizontal space.)

Capture tab

The note-building screen. Contains, top to bottom:

Reset button (clears all inputs for a new patient — tap before each new patient to avoid mixing data).
Note type dropdown + language pill + ICD/CPT toggle + Generate button + AI prompt bar (with mic).
Four input sections: Patient Conversation at the top — always open, cannot collapse. Below it, three sections that act as an accordion (only one open at a time): Doctor's Input (open by default), Supporting Documents (closed), Previous Visits (closed). Tapping a closed section opens it and closes whichever was previously open.

Note tab

The view-and-edit screen. Contains:

Three-row toolbar at the top: Row 1 — Prescription · Orders. Row 2 — Copy · Save · Print ▾ · Share ▾. Row 3 — Edit · Voice Update · Revert.
The generated note (scrollable).
Chat bar at the bottom for follow-up questions.

My Records tab

Patient list, patient detail with saved notes, and the Connect Google Drive button if you haven't connected yet.

Auto-switches

Tap Generate on Capture → auto-switch to Note tab while the note generates.
Tap Save on a fresh note → auto-switch to the My Records tab so you see it land.
Tap Edit on a saved note in the My Records tab → auto-switch to Note tab so you can edit.

Bottom sheets

Dropdowns that would clutter mobile (the Print menu, Share menu, Credits panel, Avatar menu) appear as bottom sheets — sliding panels from the bottom of the screen. Tap outside the sheet to dismiss.

Copy — Rich Text or Plain Text (mobile)

Tap the Copy ▾ button. A bottom sheet slides up with two options:

Rich Text — keeps headings, bold, bullets. Paste into desktop Word, desktop Google Docs, or desktop Gmail and formatting is preserved.
Plain Text — formatting stripped. Best for some EMRs that mangle rich text, and for mobile Gmail (which strips formatting on paste anyway — a Gmail-mobile limitation, not ours).

Tap your choice → the content is copied → the sheet closes → a short toast confirms "Copied!".

Account & Login

Sign-up options

Google OAuth — fastest. One click. Recommended for MENA doctors who already use Google or Google Workspace.
Email + password — needs at least 8 characters with mixed case, a digit, and a symbol. Includes the eye icon to verify your typed password.

On signup you get 40 free notes per month, forever. No credit card required.

Logging in on a new device

Tap the avatar (or open the app while logged out) → choose Google or email. Your settings, templates, profile, and patient records all sync because they live in your account, not on the device.

Forgot password

On the login screen, tap Forgot password?. Enter your email; you'll receive a reset link. Open the link, set a new password, you're back in.

Logging out

Tap your avatar → Log Out. This signs you out of the app. (It does not revoke Google's permissions for My Patient Records — that's separate; see Wrong Google Account.)

Doctor Profile & Letterhead

Open Settings (⚙️ in the top nav) → Profile tab.

Doctor Information section (the "core fields")

The first block in the Profile tab. All fields auto-save when you click outside (a small "✓ Saved" indicator briefly appears).

Doctor Name (required)
Title / Position (e.g., Professor, Consultant)
Specialty
Institution / Affiliation
License Number (optional)
Letterhead (optional, free-text textarea) — additional info you want printed (extra clinic address, contact details, registration numbers, etc.).
Clinic Logo (optional) — the last item in this section. Click the dashed area to upload PNG, JPEG, WebP, or SVG. Maximum 2 MB. Recommended: PNG with a transparent background. Square aspect ratio is recommended — long rectangular logos may distort when scaled into the print header. The logo appears centred at the top of every printed prescription, order, medical report, and referral letter. If you don't upload a logo, no logo appears in your prints — the rest of the letterhead still works.

Print & Letterhead Settings (the bilingual letterhead block)

Below the Doctor Information section there's a collapsible sub-section labelled 🖨️ Print & Letterhead Settings — tap the ▶ arrow to expand it. The letterhead is designed as a two-sided bilingual layout (left side + centre logo + right side), so you can print clinic names in two scripts at once. You can also use just one side for a single-language letterhead.

Right-side Header (RTL script — Arabic, Hebrew, Persian, Urdu) — Clinic Name (right-side header), Doctor Name (right-side header), Doctor Title (right-side header), Institution (right-side header). These render right-to-left and appear on the right side of the printed page. Our placeholders show Arabic examples because that's the most common use.
Left-side Header (Latin script — English, French, Spanish, Portuguese, German) — only one field: Clinic Name (left-side header). The doctor name and title for the left side are taken automatically from the Doctor Information section above, so you don't retype them. Our placeholder shows an English example.
Footer Addresses — two free-text lines (any language; direction auto-detected). Appear side-by-side in the printed footer.
Page Settings — Prescription page size (A4 / A5), Prescription mode (Full / Content-only), Investigations page size, Investigations mode, Content top margin (mm) for content-only mode.

💡 Single-language letterhead: If you only need one side (e.g., you're in Brazil and only use Portuguese), fill just the left-side Clinic Name and leave the right-side fields empty. The print dialog automatically omits any empty block — the layout adjusts gracefully. Same works in reverse for Arabic-only clinics.

Per-document defaults (in the Page Settings block)

Inside the same Print & Letterhead Settings collapsible block:

Prescription — page size A4 or A5; mode Full letterhead or Content-only.
Investigations / Orders — page size A4 or A5; mode Full letterhead or Content-only.
Content-only mode hides the header and footer — useful when you print on pre-printed clinic stationery. Configurable top margin (default 50 mm).

Medical Report and Referral Letter are always A4 with full letterhead — not configurable.

The CAPTURE Panel — Overview

Everything that goes to the AI lives in the CAPTURE panel. Four input sections. You can use any combination — even just one — and the AI synthesises them into the note type you pick.

Patient Conversation — the spoken consultation, recorded live or uploaded.
Doctor's Input — your own observations: dictated, typed, or both.
Supporting Documents — labs, imaging reports, prior prescriptions, WhatsApp ZIPs, photos of paper records.
Previous Visits — text or PDFs of past notes for follow-up context.

Most note types use whatever you give them. A 5-minute Patient Conversation recording with nothing else still produces a structured First Visit note. More inputs generally mean a more complete note.

Exception — the Dictation note type requires Doctor's Input. Dictation builds the note from your spoken or typed words in Doctor's Input — without something there, the Generate button stays disabled even if you have a Patient Conversation recording. Even one typed letter in Doctor's Input → Text is enough to enable it.

Reset before each new patient

The big red ⚠ Reset — New Patient button at the top of CAPTURE clears all four input sections and any generated note in the centre panel. Always tap this before starting a new patient in the same browser tab to avoid mixing data between patients.

⚠ Reset will erase any unsaved note. If you have a generated note in the centre panel that you haven't saved to My Patient Records (and haven't copied or printed), Reset will delete it permanently. Before tapping Reset, make sure you've done one of: Save to My Patient Records, Copy to your clipboard (and pasted into your EMR), or Print / PDF. Local browser memory is cleared immediately. Notes already saved to My Patient Records are unaffected.

1. Patient Conversation

Always open at the top of CAPTURE. The most-used input — record live with the patient, or upload audio you captured elsewhere.

Record live

Tap the red Record Encounter button (it's already coloured red so you can spot it instantly). When recording starts, a small pulsing white dot appears next to the label — that's your visual cue that recording is active.
Speak with the patient in any language. The AI handles Arabic, English, code-switching, and 100+ other languages.
Tap Pause ⏸ if you need to stop temporarily (during examination, when the patient steps out, when discussing something off-record). The recording duration freezes; tap again to resume. Pausing during silent stretches keeps the file shorter, which means faster generation.
Tap Stop when done. A small audio bar appears with ▶ Play · ⬇ Download · duration.

Upload audio you captured elsewhere

Tap or upload audio file (the link below the recording controls) to switch to upload mode. Drag-and-drop a file or browse. Supported: MP3, M4A, WAV, OGG, WebM, Opus, AAC, MP4, 3GP. Use this for WhatsApp voice notes saved from the patient, dictaphone recordings, recordings from a separate phone (during phone consultations), or anything else.

Download — your safety net

After recording, the ⬇ Download button appears next to ▶ Play. Tap it to save the audio as a .weba file on your device.

Two reasons you might want to download

Medical-legal record — if your jurisdiction or your clinic's policy requires you to keep an archival copy of patient consultations. (Always obtain the patient's consent before recording, regardless of whether you keep the file.)
Recovery if generation fails — see below.

What to do if note generation fails

First, just retry — tap Generate again. Most failures are transient (a brief network drop, a temporary server hiccup). One or two retries usually succeeds.
If it still fails, tap the ⬇ Download button next to your recording to save the audio file to your device.
Tap the big red Reset — New Patient button to clear everything.
In the empty Patient Conversation section, tap or upload audio file below the recording controls.
Upload the file you just downloaded.
Tap Generate. Usually works the second time around with a fresh session.

💡 Why the Download button helps: A failed generation does not consume a credit — the credit is only deducted on success. But the audio stays in browser memory only until you Reset or refresh; downloading it first means you don't lose your work to a closed tab or browser crash.

Screen wake lock (mobile mainly)

On mobile devices, your screen normally turns itself off after 30–60 seconds of no touching. That's a problem during a 20-minute recording — if the screen sleeps, recording continues but you can't see the pulsing white dot that confirms recording is active, and you have to unlock the phone before tapping Stop. AI4Docs asks the browser to keep the screen awake while recording is active, so the recording stays visible and easy to control.

The first time you record on a device, the browser may show a small popup asking permission to keep the screen on — tap Allow. After that it works silently every time. Desktop screens don't auto-sleep during browser activity, so this is mainly a mobile concern.

If your browser doesn't support wake lock (older Chrome versions, older iOS Safari versions): the recording still works, but your screen may dim or lock during long recordings. Workaround — open your phone's settings and temporarily increase the auto-lock time to 5 minutes or "Never", then change it back after the consultation.

Where audio goes (and where it doesn't)

For recordings under 15 MB: audio stays in your computer's RAM only. It's sent directly to Google's Vertex AI for transcription (under signed HIPAA-eligible BAA), processed in memory, then discarded. Nothing touches AI4Docs servers; nothing is written to disk.

For very large recordings over 15 MB (typically 30+ minutes): the file is briefly held in encrypted Google Cloud Storage so the AI can read it reliably, then auto-deleted within 24 hours. We at AI4Docs do not have access to the contents of this temporary storage — only Google's Vertex AI service can read it during generation. See Privacy & Data for the full picture.

2. Doctor's Input

Open by default. Your own observations that aren't already in the patient conversation — your physical examination findings, your in-clinic ultrasound result, your interpretation of a lab the patient brought, your impression of the case, your plan. Two tabs.

Dictate tab (first tab)

Record your own voice. The button here is labelled Record Dictation (vs. Record Encounter in Patient Conversation) so the two recordings stay clearly separate. Same supporting controls (Pause · Stop · Play · Download · Upload). Use this when you want to add commentary in your own voice — for example, dictating examination findings as you do them, recording a one-minute summary of the consultation in your own words, or capturing post-visit impressions while they're fresh.

You can also dictate AI prompts here. If you say "Write this as an operative note" or "Adapt for insurance approval" while dictating — usually at the start, so it sets the tone — the AI treats it as an instruction. Same effect as typing it in the Text tab below or the AI prompt bar at the top of the centre panel. One less hand on the keyboard.

The Dictate tab has the same ⬇ Download safety net as Patient Conversation — save your dictation file if needed (medical-legal archival, or recovery from a failed generation).

Text tab

A textarea where you type observations. Two extras:

Web Speech mic icon in the corner — tap and speak; the browser converts speech to text on the fly. Useful when typing is slow. Requires HTTPS (works on clinic.ai4docs.ai; doesn't work on file:// or some older mobile browsers).
Auto-save to browser session. If you accidentally refresh the page, your typed text is restored automatically. Audio recordings are not auto-saved on refresh — only typed text persists.

You can also put AI prompts here. If you typed "Write as an operative note" in the Text tab, the AI will use it just like the AI prompt bar at the top of the centre panel. Both work — the AI prompt bar is just a more obvious place for it.

My Templates link (at the bottom of this section)

Below both tabs there's a teal 📄 My Templates (N) link showing how many templates you have saved. Tap it to open a small picker of your saved templates plus a Manage Templates link.

Templates here are PDF files — not text snippets. Each PDF defines the format the AI should use for a specific note type (Imaging Report, Dictation, Medical Report, or Referral Letter). Tap a template in the picker and it's pre-selected for your next note of the matching type — nothing gets loaded into this Text tab; the template simply earmarks itself for the next generation. Tapping Manage Templates opens Settings → Templates tab where you upload, rename, replace, or delete templates. See the My Templates section for the full workflow.

3. Supporting Documents

Collapsed by default — tap the section header to expand. Lab reports, imaging reports, photos of handwritten records, prior prescriptions, WhatsApp chat ZIPs — anything in file form.

Two tabs (on both desktop and mobile)

Upload: drag-and-drop a file onto the dashed area, or click to open your file browser. Multi-file selection supported.
Camera: on mobile, the Take a photo button opens your camera directly so you can snap a lab printout, prescription, or imaging photo the patient brought. On desktop, the same Camera tab exists — the Take a photo button opens a regular file browser instead (since most desktops don't have a camera tied to the browser). On desktop, Camera tab is essentially a second file-browser entry.

Capacity

Up to 400 files per session. The counter (0/400) next to the section header tracks usage. Files persist until you Reset, refresh, or close the tab.

Each uploaded file has a Remove button

Below the upload area you see a list of every file you've added, each with a small red Remove link beside it. Tap Remove if you uploaded the wrong file, the wrong page, a blurry photo, etc. The file is dropped from the queue immediately — no confirmation popup, so be deliberate.

Supported formats

Images: JPEG, PNG, GIF, WebP, BMP.
Documents: PDF, Microsoft Word (.doc, .docx), plain text (.txt).
Audio: MP3, WAV, M4A, OGG, WebM, Opus. Yes, audio files work in Supporting Documents too — useful as a workaround when Patient Conversation gets cut off (see iOS call interrupts recording).
ZIP archives: especially WhatsApp chat exports (which contain text + voice notes + images all bundled). The app unpacks the ZIP automatically. See the WhatsApp workflow.

Mobile camera image compression

Modern phone cameras produce 12–48 megapixel images (5–15 MB each). The app automatically compresses images larger than 1 MB to 2048 px on the longest side at 75% JPEG quality. The result is still very readable for lab values and imaging reports while uploading 5–10× faster.

For very large batches (10+ paper pages), use a scanning app like CamScanner or Adobe Scan first. Use the app's compress feature when sharing — CamScanner has a "compress" option that produces much smaller PDFs without losing legibility. One compressed PDF uploads and processes far faster than 20 separate uncompressed images.

Hints inline

Two coloured hints sit below the upload area to remind you of common workflows:

💬 WhatsApp? Upload the exported ZIP → choose Chat to Notes as the note type.
📷 Old records? Upload photos / PDFs → choose Recap as the note type.

4. Previous Visits

Collapsed by default. Past consultation notes that give the AI context for follow-up visits. Three tabs.

Three input methods

Text: paste prior notes directly. The textarea accepts very long content — useful when you copy 10+ prior notes from another EMR. Includes a Web Speech mic for dictating directly into the field. Auto-saves to browser session.
Upload: PDF or image of past notes. Useful when prior records came as printouts or PDFs from a different system.
Dictate: tap the red Dictate Previous History button and summarise the patient's prior history in your own words. The button label is intentionally specific so it doesn't get confused with Record Encounter (Patient Conversation) or Record Dictation (Doctor's Input). Speaking, not the patient — your voice describing what came before today's visit. (No Download button on this tab — the recording is meant to be transient context, not a long-form record.)

Send from My Patient Records (auto-fill the Text tab)

If you've saved prior notes for this patient in My Patient Records, you can push up to 15 of them into Previous Visits → Text with one tap. Open MY PATIENT RECORDS → tap the patient → tap 📥 Send to Previous Visits. The full text of those prior notes appears in the Text tab, ready to use.

What "ready to use" means depends on what you do next:

For a Follow-up visit: close MY PATIENT RECORDS → record today's Patient Conversation → pick Follow-up → tap Generate. The AI sees the full history and writes a proper follow-up note with NEW / CONTINUED / DISCONTINUED medication labels and an interval-history section.
For a Recap (read the case before the patient walks in): pick Recap → tap Generate immediately, before recording anything. You get a comprehensive summary of the prior history (with Clinical Snapshot at the top). Read it, get oriented. Then bring the patient in and proceed normally.

💡 Combined Recap + Follow-up workflow (2 credits, no wasted steps): Open MY PATIENT RECORDS → pick the patient → 📥 Send to Previous Visits (prior notes land in Previous Visits → Text). Pick Recap → Generate (1 credit). Read the summary in the centre panel — the Clinical Snapshot at the top is often enough to remember the case.

Now bring the patient in. Do NOT tap Reset — that would wipe the prior-notes text from Previous Visits and force you to re-send it. Instead: record today's consultation in Patient Conversation (the prior-notes text stays untouched), then open the note-type dropdown and change from Recap to Follow-up. Tap Generate (1 credit).

The centre-panel Recap output is replaced by the Follow-up note automatically. Net cost: 2 credits per patient with a pre-read. Worth it for complex cases where you'd otherwise spend 5–10 minutes reading old notes manually.

How Generation Works

What the AI receives

When you tap Generate, the app sends to the AI everything you have in CAPTURE at that moment:

Audio from Patient Conversation — transcribed by the same model (no separate transcription step, no quality loss).
Audio from Doctor's Input → Dictate, if you recorded anything there.
Text from Doctor's Input → Text, if you typed anything.
Each file from Supporting Documents — images analysed visually, PDFs and Word docs read as text, audio transcribed, ZIP files (e.g. WhatsApp exports) unpacked and processed.
Text pasted in Previous Visits → Text, PDF / image uploads in Previous Visits → Upload, audio recorded in Previous Visits → Dictate.
Your AI prompt bar text, if any (the "Guide the AI: …" field).
The note type and language you picked (these become part of the system instruction).

Minimum inputs per note type

Most note types generate from any combination of inputs — even a 5-minute Patient Conversation recording with nothing else will produce a First Visit. One exception:

Dictation — requires Doctor's Input (either dictated audio or typed text). Even a single typed letter enables it. The Dictation note type builds from your words specifically; with nothing in Doctor's Input, the Generate button stays disabled.

What you get back

A structured clinical note in 5–15 seconds for typical visits. Longer for complex cases with many attachments — a chart review with 30 lab reports might take 30–60 seconds. A long WhatsApp chat with voice notes can take up to a minute.

Credit deduction and failure handling

Generation costs 1 credit per note. The credit is deducted when Generate is clicked, before generation completes — but failures (network drop, server error, AI refusal) automatically refund the credit. You are never charged for a failed generation.

If a generation fails, first just tap Generate again — most failures are transient. If it fails repeatedly, use the ⬇ Download button on your recording (see Patient Conversation) to save the audio, tap Reset, and upload the audio file back into Patient Conversation in a fresh session. See the Long Consultations workflow for detail.

Working across multiple tabs is safe: if you're almost out of credits and you try to generate from two tabs at the same time, only one will go through. The other shows a clear "no credits remaining" message — no double-charge, no accidentally-overspent credits. See the busy-clinic workflow.

Free actions (do not consume credits)

Every action that doesn't generate a new note is free:

Edit Mode — manual text edits.
Voice Update — spoken corrections or additions to an existing note.
Revert — undo the last change.
Chat with your note — ask questions about the note (Q&A).
Prescription and Orders extraction (the after-note buttons).
Print / PDF, Share, Copy, Save — all free, including their dropdown sub-options.

After generation: the row collapse

Once the note appears, the top controls of the centre panel (note type dropdown, language pill, ICD/CPT toggle, AI prompt bar) collapse into a thin summary strip showing what you used — e.g. "First Visit · EN · ICD/CPT ✓ · AI prompt ✓". This gives the note more vertical room. To regenerate with different settings, tap Change ▾ on the strip to expand the rows back.

On mobile, the equivalent behaviour happens on the Capture tab and the app automatically switches you to the Note tab when generation starts — you see the note appear on its own tab while the capture controls stay collapsed on the Capture tab.

Note Types

Pick from the dropdown at the top of the NOTES panel (or top of the Capture tab on mobile). Three groups.

Routine Consultations

Type	Best for	Includes Clinical Snapshot?
First Visit	New patient consultation	Yes
Follow-up	Return visit. Provide Previous Visits for best results — the AI marks medications as NEW / CONTINUED / DISCONTINUED.	Yes

Clinical Documents

Type	Best for	Includes Clinical Snapshot?
Medical Report	Formal letter to another physician or to whom it may concern.	No
Referral Letter	Referring the patient to a specialist. Use the AI prompt bar to specify the specialty and reason.	No
Dictation	Free-form structured note from your voice — you say what you want, the AI organises it. Follows your wording faithfully (no extra clinical recommendations added). Shape the format by just saying it — while dictating in Doctor's Input → Dictate, start (or end) with something like "Write this as an operative note", "Format as a discharge summary", "Structure as a case presentation". No typing needed — the AI reads your transcribed voice and applies the instruction.	No
Imaging Report	Radiology report from your dictation. Faithful transcription — uses your exact terminology and measurements.	No

Special Notes

Type	Best for	Includes Clinical Snapshot?
Chat to Notes	Convert a WhatsApp chat with the patient into a proper clinical note. Upload the chat ZIP to Supporting Documents first. See the WhatsApp workflow.	Yes
Recap	Synthesise large amounts of past data — multiple prior notes, handwritten notes (photographed), PDFs of past investigations — into one comprehensive summary. See the Multi-note Recap workflow.	Yes
AI 2nd Opinion	Differential diagnosis, diagnostic reasoning, evidence-based assessment, red flags, references to ACC/AHA, NICE, NCCN, WHO, Cochrane. Can be run standalone (no prior note required) or after a note. See the AI 2nd Opinion section.	No (different structure)

What's the Clinical Snapshot?

A structured summary block at the top of certain note types, with four sub-sections:

Active Problems — bullet list of conditions the patient currently has.
Key Findings — bullet list of important clinical findings from today's visit or the case overall.
Action Plan — bullet list of next steps (medications, investigations, follow-up timing, referrals).
Summary — a short paragraph or sentence summarising the case.

Length varies with the complexity of the case: a simple follow-up might have 2 Active Problems + 3 Key Findings + 2 Plan items + a one-line Summary. A complex chart review might have 8 Active Problems + 6 Key Findings + 5 Plan items + a longer Summary.

Useful when you re-open a long note and want the gist without re-reading the whole thing. It updates automatically when you add to the Plan section. It is not a separate note type — it appears inside First Visit, Follow-up, Recap, and Chat to Notes, and is omitted from the others.

Language & ICD/CPT

Language pill

Next to the note type dropdown, the language pill shows the current output language as a two-letter code: EN, AR, FR, ES, DE, IT, HI, ZH, RU, PT, JA, KO, SW (13 languages total). Tap it to pick a different one.

The pill and Settings stay in sync. The pill controls the Medical Note language. Changing it here updates Settings → Language tab → Medical Note, and vice versa. Think of the pill as the shortcut and Settings as the full picker.

Patient Instructions language (used for prescription / orders instructions text) is a separate setting — see Language Settings below. A common Gulf / Egyptian workflow: Medical Note in English, Patient Instructions in Arabic.

Arabic (AR) renders right-to-left in the app view, when saved to My Patient Records, and when printed to PDF. The AI handles code-switching cleanly (Arabic body, English drug names, Latin units).

ICD/CPT toggle

Checkbox labelled "ICD/CPT", between the language pill and the Generate button. When checked before you tap Generate, the note appends an ICD-10 Diagnosis Codes section and (where applicable) a CPT Procedure Codes section.

Codes are AI suggestions based on what's documented in the note. Always verify against current code books and your payer's requirements before submission.
Most useful in USA and Gulf markets. Other regions may use different coding systems.
The AI codes only diagnoses explicitly stated or supported by clinical findings — it does not code "rule out", "suspected", or "working" diagnoses.
The toggle resets to unchecked for each new patient (after Reset).

AI Prompt Bar

The text field labelled "Guide the AI: 'Write as operative note', 'Adapt for insurance approval', 'Check drug interactions'...". On desktop it's just below the Generate button in the centre panel. On mobile it's on the Capture tab, between the Generate button and the input sections. Optional.

Use it to override the default style or add extra context that doesn't belong in Doctor's Input.

Examples that change output noticeably

"Write the HPI in prose, not bullet points."
"Format as an operative note with Indication, Procedure, Findings, Complications."
"Adapt for insurance approval — emphasise medical necessity."
"Use Saudi brand names for medications, with the scientific name in parentheses."
"Summarise in Arabic, keep section headings in English."
"Add expected pharmacy dispense quantities to the prescription."
"Focus only on the cardiac complaint; ignore unrelated history."

Alternative: put the same instructions in Doctor's Input → Text

The AI reads both places. If you've already typed examination findings in Doctor's Input → Text, you can add your AI instruction there too (same effect). The prompt bar is the more obvious place; Doctor's Input → Text is convenient if you're already typing there anyway. Don't duplicate — pick one.

Mic icon

Small microphone on the right side of the prompt bar uses the browser's Web Speech recognition to dictate the prompt instead of typing. Requires HTTPS (works on clinic.ai4docs.ai). Some older mobile browsers don't support Web Speech — tap and nothing happens; just type instead.

After generation: still visible in the summary strip

If you used the AI prompt, after generation the collapsed summary strip shows "AI prompt ✓" as one of the ticks. Tap Change ▾ to expand and see / edit the prompt text before regenerating.

💡 For prompts you use often: the easiest way to avoid retyping is to just say the instruction in Doctor's Input → Dictate while recording — e.g. "Write as an operative note" right at the start. The AI reads your transcribed voice and applies the instruction. No typing, no template management. (My Templates is for full PDF format layouts — not short text reminders.)

My Templates

My Templates are PDF files you upload once that the AI uses as the format for specific note types. For example, if your hospital has a standard imaging report layout, a specific operative note structure for a procedure you do often, or a medical report template required by an insurance company — upload that PDF here, and every time you generate a note of that type you can pick the template and the AI will match its headings, sections, and tables.

What PDF templates can do

Supported note types: Imaging Report, Dictation, Medical Report, Referral Letter. (First Visit and Follow-up use our built-in structure — no template needed.)
Maximum size: 1 MB per PDF.
No limit on how many templates you keep — one clinic might have 10 imaging protocols, another might have 3 referral letter formats.
Cloud sync: uploaded once, available on every device you log into.

How it works at generation time

You dictate or prepare your inputs as usual.
Pick one of the supported note types (Imaging Report, Dictation, Medical Report, or Referral Letter).
If you have templates saved for that type, a picker appears with:
- No Template (Standard Format) — the app's default structure.
- Your template names — one entry per template you uploaded.
Pick one → Generate runs. The AI matches the chosen template's format.

The "My Templates" link in Doctor's Input (shortcut)

At the bottom of the Doctor's Input section you see a teal 📄 My Templates (N) link (N = how many templates you have). Tapping it pops up a small picker with your template names + a Manage Templates link. Pick a template from here to pre-select it for the next generation. The template doesn't load into any input field — it's just earmarked for the next note you create of its matching type. When you then click the matching note-type button and Generate, that template is used.

Tapping Manage Templates inside the picker jumps to Settings → Templates tab where you can upload, rename, replace, or delete templates.

Upload, view, rename, delete

Settings (⚙️) → Templates tab:

+ Upload PDF Template — pick the note type it applies to, give it a clear name (see naming convention tip below), drag-and-drop or browse the PDF.
View — opens the PDF in a new browser tab so you can review what's in the template before using it. Useful for power-user workflows where you mid-dictation glance at the template to remember which sections you need to address (see tip below).
Edit — rename or replace the PDF file.
✕ — delete the template.

Best practice

Upload PDFs with clear section headings the AI can map to ("Indication", "Procedure", "Findings", etc.).
Avoid decorative graphics and watermarks — they make layout matching less accurate.
Don't include your clinic logo in the template PDF — your uploaded letterhead (Settings → Profile) adds the logo at print time.

💡 Power-user tip — name templates by the note-type button you'll use them with. A template only fires if you pick the matching note type, so embed that into the name. Examples:

"Dictation flexible cystoscopy" → use the Dictation note type.
"Imaging transrectal ultrasound biopsy" → use the Imaging Report note type.
"Medical report discharge summary" → use the Medical Report note type.
"Dictation discharge summary" → if you sometimes prefer the more flexible Dictation generator for the same content, save a separate template named for the Dictation button.
"Referral letter to neurology" → use the Referral Letter note type.

The name is the only cue you'll see in the template picker, so making it tell you which button to use saves a wrong-button mistake.

💡 Power-user workflow — split-screen with the View button. For long-procedure templates (like a flexible cystoscopy report with 12 sections you might or might not address), open the template via View in a second browser tab or a split-screen window. Now: tap Dictate, glance at the template list, and explicitly speak only the items you want changed from the default (e.g., "Bladder neck: tight, otherwise everything normal" — one minute of dictation). The template fills in the rest of the structure; the AI fills in your dictated items. View is the cheat sheet that reminds you what's in the template without forcing you to memorise it.

💡 For short prompts you reuse (like "Write as an operative note"): you don't need a template for that. The easiest way is to just say it in Doctor's Input → Dictate while recording your voice — "Write this as an operative note" at the start of your dictation and keep going. Or type it in the AI prompt bar if you prefer. My Templates is for full PDF layouts (10–20 section headings with their table structures), not for short text reminders.

Edit Mode

Tap the Edit button in the toolbar to make the generated note directly editable in place. The note becomes a writable area, a formatting toolbar appears at the top, and the Edit button label changes to "Exit Edit" — that's your cue that you're now in edit mode.

Toolbar features

Bold (B), Italic (I), paragraph (¶), Bullet list, Indent, Outdent, Align left/center/right, Undo, Redo. Headings (H2, H3) and numbered lists were intentionally removed — the AI's structure is preserved cleanly.

Leaving edit mode

Three ways, all of them auto-save your changes:

Tap "Exit Edit" (the Edit button, now relabelled) — the most common way. Editor closes, formatting toolbar disappears, your edits are saved to the note.
Click anywhere outside the editor area — for example tapping a different toolbar button like Print or Voice Update. Also auto-saves.
Navigate away from the note (e.g., switch to a different view like Prescription or Orders extraction). Auto-saves before the switch.

There is no explicit "Save edits" button inside edit mode — any of the exits above persists your work.

Enter key behaviour

Inside a bullet list: Enter creates a new bullet.
Inside a paragraph: Enter creates a line break (not a new paragraph — keeps the note compact).
On an empty bullet: Enter exits the list.

Headings appear teal (while editing live)

Bold all-caps lines (like HISTORY OF PRESENT ILLNESS) auto-render as teal section headings when you exit edit mode. This matches the visual style of the rest of the note in the centre panel.

Note: saved notes rendered in My Patient Records use plain black headings for cleaner in-list reading. The teal styling is for the live editor only. The underlying content is the same; only the rendering differs.

Undo / Redo

Standard Ctrl+Z / Cmd+Z works inside Edit Mode for recent changes.

When Edit is dimmed

The Edit button is dimmed in two cases: (a) before you've generated any note (nothing to edit); (b) when viewing an AI 2nd Opinion (analysis is read-only by design — see AI 2nd Opinion).

Voice Update

The most-loved feature for "I forgot to mention…". Tap Voice Update, speak your addition, tap stop, the AI inserts the new information into the right section of the existing note — without you needing to find or edit the right paragraph.

How to use

Generate a note first (Voice Update needs an existing note — at least 50 characters).
Tap Voice Update. The button turns red.
Speak the update. Examples: "Add blood pressure 140 over 90", "I forgot to mention she's on Plavix", "Add a note that she should follow up in 6 weeks", "Change the diagnosis from BPH to BPH with retention".
Tap Stop when done, or wait — recordings auto-stop at 30 seconds.
Watch the button: 🎤 Transcribing… → 📝 Updating note… → ✅ Note updated.

Why is it limited to 30 seconds?

Two reasons: (a) typical voice updates are short (corrections, additions); (b) it prevents using free Voice Updates to dictate entire new notes (which would bypass billing). For a longer addition, do two updates back-to-back.

Why does it require a 50-character minimum?

Voice Update operates on an existing note. If the note is empty or near-empty, the AI has nothing to insert into. The button stays dimmed until your note has substance.

Smart placement

Voice Update knows your note's structure. New medications go to Assessment & Plan or Current Medications. Vital signs go to Physical Exam. Follow-up timelines go to Plan. Diagnoses update the Clinical Snapshot.

Free and unlimited

Voice Update does not consume credits. Use it freely instead of regenerating the entire note when you forgot something.

Document type aware

Voice Update detects whether you're editing a clinical note vs. an imaging report and applies the appropriate rules — it won't insert a Clinical Snapshot into a radiology report. It is dimmed entirely for AI 2nd Opinion (which is read-only).

Revert

The Revert button (red text) is your safety net. Tap it to restore the note in the centre panel to the state it was in before your most recent Edit Mode session or your most recent Voice Update.

What Revert undoes

Your most recent Voice Update. Even if you've already moved on, Revert still goes back to the pre-voice-update snapshot (until you start another edit or voice update, which overwrites the snapshot).
All the edits you made in your most recent Edit Mode session — including edits that have already been auto-saved. Auto-save doesn't "lock in" edits in a way that prevents Revert; Revert restores the snapshot taken when you first entered Edit Mode.

What Revert cannot undo

A note that was saved to My Patient Records and is now closed. Once a note is saved to My Patient Records and you move to another patient (or another generation), Revert in a fresh session has no snapshot to restore to — the Revert state only tracks changes within the current in-panel note.
To change a saved note: open MY PATIENT RECORDS → tap the note → tap Edit. The note loads back into the centre panel. Make your edits. Tap Save (on desktop the button reads Update; on mobile it stays labelled Save even though it performs the same overwrite) — the updated version overwrites the saved version in your Google Sheet.
The original generation itself — tapping Generate again replaces the entire note, and Revert can't bring back a version that was wiped by a full regeneration.
An "Add to Note" merge (of AI 2nd Opinion, Prescription, or Orders content merged into the main note). Revert won't undo that merge — if you click Revert after merging, you'll see a "Nothing to revert" toast.

If there's nothing to revert

The Revert button is always visible and clickable whenever a note is in the centre panel. Tapping it when there's no snapshot to restore to simply shows a "Nothing to revert" toast — no harm done. (The button is greyed out only when you're viewing an AI 2nd Opinion, which is read-only by design.)

Chat with Your Note (Q&A)

The text bar at the very bottom of the centre panel labelled "Chat with your note…". Ask any question about the generated content. Free, unlimited.

Simple questions

"What was the blood pressure?"
"What medications were prescribed?"
"What is the working diagnosis?"
"When is the follow-up?"

Power queries on long notes

Especially valuable on Recap or Chat to Notes outputs which can be very long:

"What were the urine culture organisms over time?"
"What is the trend of PSA levels?"
"Show creatinine values over the last 12 months."
"List all the antibiotics he's been on."

Tabular output

Add "in a table format" to your question — for example "Show all HbA1c values in a table format". The result may not render as a clean table in the in-app view, but when you copy it and paste into Word or Google Docs, the table structure comes through correctly.

Add answers to the note

After a Q&A response, tap + Add to Note to merge the answer into the saved note as a new section. Useful when the patient asks a question and you want the answer documented in the record.

💡 Tip: "Chat with your note" was previously called "Ask the Note". Same feature, clearer name.

AI 2nd Opinion

An evidence-based decision-support output: differential diagnosis, diagnostic reasoning, recommended investigations, treatment options with citations to clinical guidelines (ACC/AHA, NICE, NCCN, WHO, Cochrane reviews, etc.).

Three ways to run it

Standalone (no prior note needed). Pick AI 2nd Opinion from the note type dropdown (under Special Notes), then tap Generate. The AI analyses whatever is in CAPTURE — patient conversation, doctor's input, files, previous visits — and returns an analysis. Useful when you have raw data (lab results on WhatsApp, a stack of reports, a prior conversation) and want the AI's read before you commit to writing a clinical note.
After a clinical note in the current session. Generate a regular note first (e.g., First Visit), then pick AI 2nd Opinion from the dropdown and Generate. The AI analyses both the existing note and the original raw data. Two extra buttons appear: ← Back to Note (return to viewing the original) and + Add AI 2nd Opinion to Note (merge the analysis into the note as an appended section).
On a saved note from My Patient Records. Open MY PATIENT RECORDS → tap the patient → tap the note → tap Edit. The saved note loads into the centre panel. Now pick AI 2nd Opinion from the dropdown and tap Generate — the AI analyses the loaded note and returns an analysis. Useful when you want a second opinion on a note you wrote days or weeks ago, for example before a follow-up visit or when preparing for a difficult case discussion.

In all three paths, the AI 2nd Opinion output is read-only (dimmed Edit / Voice Update / Revert / Prescription / Orders) and can be saved to My Patient Records, printed, shared, or copied.

What it produces

Differential Diagnosis — most likely, important alternatives, can't-miss diagnoses, with key supporting findings.
Diagnostic Reasoning — distinguishing features, supporting/refuting findings, red flags, additional tests needed.
Evidence-Based Assessment & Plan — recommended investigations with rationale, treatment options with evidence levels, follow-up timeline, when to refer or escalate.
References — relevant guidelines (ACC/AHA, NICE, NCCN, WHO, Cochrane), systematic reviews, standard textbooks appropriate for the case.

Read-only by design

When AI 2nd Opinion is the active view, Edit, Voice Update, Revert, Prescription, and Orders are all dimmed. AI 2nd Opinion is analysis, not documentation — editing it would change its meaning, and there is no Plan section to extract Prescription/Orders from. Print, Share, Copy, and Save remain active.

Saving

Save it to My Patient Records like any other note — it appears under "AI 2nd Opinion" as the note type. When you re-open it from My Patient Records later, the same read-only rules apply (Edit/Voice/Revert/Rx/Orders all dimmed).

If you used "Add to Note" to merge the AI 2nd Opinion into a regular note (First Visit, Follow-up, etc.), the saved note keeps the original note type. You don't lose the First Visit identity by adding analysis to it.

⚠ Medical disclaimer (shown in the app output too): This AI-generated case review is for DOCUMENTATION and DECISION SUPPORT purposes only. It is NOT a substitute for professional medical judgment. The treating physician is solely responsible for all clinical decisions. This synthesis is based on the data provided and may not reflect all relevant clinical information. Always verify drug dosages, interactions, and recommendations before prescribing. Consider individual patient factors, contraindications, and local guidelines.

Prescription & Orders

Two buttons in the after-note row that extract just the medications (Prescription) or just the labs/imaging (Orders) from your generated note for separate printing on a smaller page.

Prescription

Tap 💊 Prescription after generating any note that contains medications. The AI extracts the medications and formats them with patient instructions in your selected Patient Instructions language (set in Settings → Language tab). Print it on A5 (or A4 if you prefer) with full letterhead or content-only. Includes the diagnosis at the top.

Orders

Tap 📝 Orders after a note that includes recommended investigations. Same flow — the AI extracts only the orders, formats them with patient instructions, and you can print on A5 or A4. Includes the diagnosis.

Page size and mode

Both Prescription and Orders default to A5 with full letterhead. Change in Settings → Profile → Print & Letterhead settings:

Page size: A4 or A5.
Mode: Full letterhead, or Content-only (no header / footer — for pre-printed clinic stationery, with a configurable top margin).

Workflow

Generate any note (First Visit, Follow-up, Medical Report, etc.).
Tap 💊 Prescription or 📝 Orders in the after-note row. The view switches to the extracted prescription or orders.
Tap Print / PDF ▾ → Print / Save PDF. The print dialog opens with the correct page size and letterhead.
To return to the full note, tap the small ← Back button that appears.

Patient Instructions language

Different from the Medical Note language. Set in Settings → Language tab → Patient Instructions. Useful for the common Egyptian / Gulf workflow: medical note in English (for your records), patient instructions in Arabic (so the patient understands their medications).

My Patient Records — Overview

Your patient registry and saved clinical notes. Every saved note lives in your own Google Sheet on your own Google Drive. AI4Docs never sees, stores, or accesses these notes — we only know they exist because the app reads and writes them via Google's API on your behalf.

Why Google Sheets?

You own the data. If you stop using AI4Docs, you keep every note. Open the sheet anytime in Google Sheets to view, edit, share, or export.
No vendor lock-in. Your records aren't trapped in our database.
Free unlimited storage for typical use — Google Sheets handles thousands of patient rows without a problem.
Familiar tool. Google Sheets is something most doctors already know or can learn in five minutes. You can open your sheet in any browser, print a filter, export as Excel, or email a backup to yourself — no special software needed.

Sheet structure

Two tabs:

PatientRegistry: Patient ID, Name, Phone, Date of Birth, Last Visit Date.
ClinicalNotes: Note ID, Patient ID, Visit Date, Note Type, Clinical Note (in Markdown).

What we can access

The app uses Google's drive.file OAuth scope — the most restrictive scope possible. We can only access the sheet our app created. We cannot read, list, or touch any other file in your Drive. This is enforced by Google, not by us.

Date format

DD/MM/YYYY in the sheet and in the My Patient Records panel display.

Connect Google Drive

Open the MY PATIENT RECORDS panel (right edge tab on desktop, or the My Records tab on mobile).
Tap Connect Google Drive.
Google's account picker appears. Pick the Google account you want to use — this is the account that will own the sheet. Choose carefully: the sheet is created inside this specific account's Drive. If you later connect a different Google account, you'll be pointed at that account's Drive instead — your previous notes are still safe in the original account's Drive, but the app won't see them until you reconnect with the original account.
Approve the "View and manage Google Drive files and folders that you have opened or created with this app" permission. (Google's wording — it means we can only touch the sheet our app creates.)
The app creates a sheet called "AI4Docs — My Patient Records" in your Drive. The connection persists across sessions.

⚠ Google may re-prompt frequently: Google's session tokens for Drive access are short-lived — in practice you may be asked to re-approve roughly every hour of active use, and always after you close the browser and come back. When this happens, you'll see the Connect Google Drive button reappear or you'll be sent through the consent screen again. This is a Google security policy we cannot bypass. Just re-approve — your saved notes are unaffected, and the connection resumes immediately.

💡 Always connect with the same Google account. Every saved note lives in the Google Sheet that belongs to the account you connected. If you connect Account A today, save 50 notes, then switch to Account B next week, those 50 notes are still sitting safely in Account A's Drive — but the app now looks at Account B's Drive and sees a different (or empty) sheet. To see the 50 notes again you must reconnect with Account A. So: pick your main Google account on day one (ideally the one you use for clinical email) and stick with it.

Save a Note

Generate a clinical note.
Tap Save in the toolbar (or in the mobile Note tab).
The Save modal opens. What you see next depends on context:

Layout of the Save modal

The search box is always at the top — so you can find an existing patient regardless of what state the rest of the modal is in. Type part of the name (Arabic-aware — see Search Patients), part of a phone number, or part of a date of birth. Tap a match to select it.

Below the search, you see one of two things depending on context:

State A — No patient pre-selected: you see a + New Patient button. Tap it to open the three fields: Patient name (required), Phone (optional), Date of birth (optional).
State B — A patient was pre-selected (because you'd recently viewed that patient in MY PATIENT RECORDS, or you only have one patient in your registry): that patient appears as a card under the search with name and phone / DOB, plus a Change button. If the pre-selected patient IS the right one, just tap Save. If it's the wrong patient (very common: you were viewing patient X in MY PATIENT RECORDS, generated a note for patient Y, then pressed Save — the modal pre-selects X), tap Change. The card disappears and the modal flips into State A — search at top, + New Patient below — so you can search for the correct patient or enter a new one.

Once a patient is selected (existing or newly entered), tap Save. The note is written to your Google Sheet. The patient is highlighted in the My Patient Records list.

⚠ Always check the pre-selected patient before tapping Save. If you generated a note for a different patient than the one showing in the card, tap Change first. Otherwise the note gets saved under the wrong patient's record.

Save vs Update on a loaded note (desktop vs mobile difference)

If you opened a note from My Patient Records via Edit and made changes, the Save button's behaviour is the same on both platforms (it overwrites the existing note — same patient, same visit date, same note ID). The visual label, however, differs:

Desktop: the button text changes from Save to Update — a clear cue that tapping it overwrites, not creates.
Mobile: the button stays labelled Save. It still overwrites (the underlying logic recognises you're editing a saved note and routes to Update), but the label doesn't reflect it. Keep this in mind when editing on your phone.

There's no "save as a new note" shortcut for a loaded note. To keep the original AND add a new note for the same patient (e.g., today's follow-up is separate from last visit): don't use Edit on the old note — just Reset, record or type today's visit, Generate, Save → the new note joins the patient's list alongside the old one.

Add a Patient (Without a Note)

You can register a new patient in My Patient Records without generating a note — useful when you want to enter a patient at the front desk before the consultation.

Open MY PATIENT RECORDS.
Tap + Add Patient.
Enter name, optional phone, optional date of birth.
Tap Save.

The patient appears in the list. No phantom empty note is created. When you later generate a note for this patient, you'll find them via the search field in the Save modal.

Search Patients

The search bar at the top of MY PATIENT RECORDS filters the list as you type. Search by:

Name — partial match, with smart Arabic normalisation:
- Alef variants all match each other: ا (plain), أ (with hamza above), إ (with hamza below), آ (with madda), ٱ (with wasla). Searching with any of these finds names typed with any other. Example: "احمد", "أحمد", and "إحمد" all find the same patient.
- Yeh variants match: ي (regular yeh, with two dots below) and ى (alef maqsura, without dots) are treated as the same letter. So "مصطفى" and "مصطفي" both find the same patient.
- Taa marbuta matches ha: ة and ه are treated identically. So "فاطمة" and "فاطمه" both match.
- Diacritics are ignored: fatha, kasra, damma, shadda, tanween (ـَ ـِ ـُ ـّ ـً ـٍ ـٌ) are stripped for matching. So "محمد", "محمّد", and "مُحمَّد" all find the same patient.
- Latin: case-insensitive and whitespace-tolerant.
Phone number — partial match. Country code (+ prefix) is optional.
Date of birth — year (e.g. "1972") or partial date in DD/MM/YYYY format (e.g. "12/08").

Refresh sync — press it if something looks wrong

Tap the ↻ Refresh icon at the top of MY PATIENT RECORDS to pull the latest state from your Google Sheet. Common moments when Refresh is useful:

You just saved a note but don't see it in the patient's list. The save went through (your Google Sheet has it), but the MY PATIENT RECORDS view is cached. One tap on Refresh, it appears.
Visit count looks wrong (e.g. "0 visits" when you know you have notes). Refresh re-reads the sheet and the correct count appears.
You edited the Google Sheet directly in another browser tab (added a column, fixed a typo, deleted a duplicate row). Refresh pulls your manual edits back into the app.
You used the app on another device and want this device to sync the latest saves.

Refresh is the answer to most "where did my data go?" moments — try it first before assuming something is broken.

Delete a Patient

Sometimes you need to remove a patient from your records — a trial entry you created while learning the app, an accidental duplicate, a typo'd name you'd rather start fresh. Delete Patient removes the patient and every note saved for that patient from your Google Sheet in one operation.

Where to find it

Open MY PATIENT RECORDS → tap the patient. The detail view opens.
At the top-right of the patient header, next to the Edit button, you'll see a red Delete button.
Tap Delete. A confirmation modal opens.

The confirmation modal — type to confirm

Because deleting a patient removes all of their notes too, the confirmation is deliberately friction-y. The modal shows:

The patient's name and the exact number of notes that will be deleted (e.g. "Will delete Sayed and 3 saved notes").
An input field where you must type the patient's name exactly for the Delete button to enable. Until the typed name matches, the red Delete Permanently button stays grey and unclickable.
Both Arabic and English names work — the input has automatic direction detection, so the typed text aligns the same way as the patient's name.
A Cancel button (or tap the dark background, or press Escape) dismisses the modal without deleting anything.

What gets deleted

The patient's row in the PatientRegistry tab of your Google Sheet.
Every saved note for that patient in the ClinicalNotes tab — all in one batch operation, all at once.
The local list refreshes immediately and you return to the patient list view.

⚠ This cannot be undone from inside the app. Once you confirm, the deletion goes through and the rows are gone from your Google Sheet. There is no Trash, no Recently Deleted, no in-app undo.

Recovery — your safety net is Google Sheet version history

Every Google Sheet keeps an automatic version history for the last ~30 days, including row-level deletions. If you delete a patient by mistake:

Open the AI4Docs — My Patient Records Sheet directly in Google Drive (you can find it in your Drive's Recent or by searching the sheet name).
Choose File → Version history → See version history.
Pick a snapshot from before the deletion. The deleted rows reappear in that historical view.
Click Restore this version to revert the whole sheet, OR copy the rows you need from the historical view back into the current sheet manually.
Back in AI4Docs, tap the ↻ Refresh icon at the top of MY PATIENT RECORDS — the restored patient and notes reappear.

This is why the cleanup is "permanent from the app" but not "permanent from your data" — Google's version history protects you for a month.

What Delete Patient does NOT do

Does not affect the centre panel. If you have a note open or in progress in the centre panel that happens to be for the patient you're deleting, that draft is untouched. Save or Reset it separately.
Does not affect Patient Conversation, Doctor's Input, Supporting Documents, or Previous Visits in CAPTURE. Those stay exactly as they were.
Does not log out of Google Drive. The connection stays active so you can keep working with other patients.

Edit a Saved Note

Open MY PATIENT RECORDS → tap the patient → tap the note you want to edit.
The note opens in the centre panel (on mobile, the app auto-switches to the Note tab).
The Save button now reads Update instead of Save (signalling that tapping it overwrites the original).
Use Edit Mode to make changes directly, or Voice Update to dictate additions.
Tap Update to save changes back to the same row in your Google Sheet.

If the note is an AI 2nd Opinion

Opening an AI 2nd Opinion from My Patient Records uses the same Edit button in its toolbar — which loads the analysis into the centre panel. But the toolbar there behaves differently: Edit / Voice Update / Revert / Prescription / Orders are all dimmed (AI 2nd Opinion is read-only by design, so you can't modify the analysis in place). Print, Share, Copy, and Save remain active — meaning you can still print the analysis, share it, copy its content, or save a fresh copy with changes you made elsewhere. This matches the behaviour of a freshly-generated AI 2nd Opinion — same read-only rules whether the analysis is brand new or loaded from My Patient Records.

Send Previous Visits to CAPTURE

Before a follow-up visit, push the patient's saved history into the Previous Visits section of CAPTURE so the AI sees the full timeline when generating today's note. Up to 15 prior notes are concatenated.

Open MY PATIENT RECORDS → tap the patient. You see their saved notes listed by date.
Tap 📥 Send to Previous Visits. The text of all saved notes (up to 15) is concatenated and dropped into Previous Visits → Text in CAPTURE.
Close MY PATIENT RECORDS (or switch to the Capture tab on mobile).
Then two workflow paths:
- For today's follow-up visit: record today's conversation in Patient Conversation → pick Follow-up from the note-type dropdown → tap Generate. The AI writes a follow-up note that references the prior history, marks medications as NEW / CONTINUED / DISCONTINUED, and includes an interval-history section.
- For a pre-read before the patient walks in: pick Recap from the note-type dropdown → tap Generate immediately (no conversation needed). The AI synthesises the 15 prior notes into one comprehensive summary with a Clinical Snapshot at the top. Read it, get oriented on the case, then proceed with the follow-up workflow.

💡 Combined Recap + Follow-up workflow (2 credits, no wasted steps):

Send to Previous Visits (step 2 above).
Pick Recap → Generate (1 credit). The summary appears in the centre panel.
Read the Recap. Bring the patient in.
Do NOT tap Reset — it would wipe the prior-notes text from Previous Visits.
Record today's consultation in Patient Conversation (it's a new input, doesn't touch Previous Visits).
Open the dropdown and change from Recap to Follow-up. Generate (1 credit).

Total 2 credits, ~30 seconds of AI time, saves 5–10 minutes of manual reading. The centre-panel Recap output gets replaced by the Follow-up note automatically — no cleanup needed.

Print from My Patient Records

Each saved note in MY PATIENT RECORDS has a small print menu with three direct shortcuts so you don't have to load the note first:

Print Note — opens the browser's print dialog directly with the full saved note formatted for printing (with letterhead, if configured). Fast, no edit step along the way.
Print Prescription — extracts the medication section from the note and loads it into the centre panel as an editable view. The centre panel now shows the prescription, ready for you to review and edit (add dispense quantities, adjust instructions, fix a typo the AI missed). When you're happy with it, tap Print / PDF ▾ → Print / Save PDF in the centre panel's toolbar — that's what actually opens the print dialog.
Print Orders — same flow as Print Prescription, but for labs / imaging orders. Loads into the centre panel as editable, you review and edit, then print from the centre panel's Print / PDF menu.

💡 Why Rx and Orders go through the centre panel: prescriptions and investigation orders almost always need a final human check before going to the patient — verify the dose, adjust the quantity dispensed, or correct a transcription error. Loading them as editable in the centre panel gives you that review step naturally. The note itself (Print Note) doesn't need this review flow in most cases — the full note was already reviewed before you saved it.

If you need to tweak the note itself before printing (workaround)

Print Note goes straight to the print dialog — no edit step. If you spot a typo or want to tweak one sentence in (for example) a saved Medical Report before printing it, don't use Print Note. Instead:

From MY PATIENT RECORDS, tap the note → tap Edit. The note loads into the centre panel.
Use Edit Mode or Voice Update to make your tweak.
Tap Print / PDF ▾ → Print / Save PDF in the centre panel's toolbar to open the print dialog with your edits included.
Optional: tap Save (shows as Update on desktop) to persist your tweak back to the Google Sheet, so the next print uses the corrected version. If you only needed the fix for this one printout, skip the Save step — the change stays in the centre panel but doesn't overwrite the stored note.

Wrong Google Account — how to recover

Google's session tokens expire frequently (see the periodic re-prompt warning in Connect Google Drive), and occasionally you may pick the wrong account when the consent screen appears. Here's what happens and how to recover.

Scenario 1 — you pick the wrong account at the consent screen (recoverable cleanly)

If you pick a Google account different from the one that owns your patient sheet, the app detects the mismatch and shows a short toast:

"Wrong Google account. Please choose the one connected to your patient files."

The app does NOT create a new sheet in the wrong account, does NOT load anything from it, and does NOT loop you back into a "Try again" with the same wrong account. Tap Connect Google Drive again, pick the correct account (the one that owns your patient sheet — usually your main clinical Google account), and your patient list loads. Your existing notes were never at risk; they stay safe in the original account's Drive throughout.

Recovery: tap Connect Google Drive again. Google's account picker reappears. Pick the correct account this time. You're back to normal.

Scenario 2 — silent session expiry during use (handled automatically)

Google session tokens for Drive access expire roughly every hour of active use. When that happens while you're mid-session, the app detects the expired session on the next My Patient Records operation (typically within a second, when the visit counts or the patient list try to refresh) and recovers automatically. You'll see:

MY PATIENT RECORDS flips to the clean Connect Google Drive state — the stale patient list is cleared so you don't get misled by zero visit counts or ghost patients.
A short toast: "Google Drive connection expired. Tap Connect Google Drive in My Patient Records to reconnect — your centre-panel note and capture inputs are safe."
The centre panel, Patient Conversation recording, Doctor's Input, Supporting Documents uploads, and Previous Visits — all untouched.

Recovery: tap Connect Google Drive → pick the correct account in the Google consent screen → your patient list loads fresh from the sheet. If you pick the wrong account during reconnection, the app detects that the new account can't read your sheet and drops the bad connection automatically, returning you to the Connect Google Drive screen. Try again with the correct account.

Scenario 3 — you want to switch accounts / get unstuck manually (Disconnect button)

At the top of MY PATIENT RECORDS (just right of the green "✓ Connected to Google Drive" badge) there's a small Disconnect link. Tap it anytime you want to:

Switch to a different Google account mid-session.
Clear a confused connection state (e.g., if something looks wrong but the automatic detection in Scenario 2 didn't fire).
Log off from a shared or borrowed computer before walking away.

Tap flow:

Tap Disconnect.
A confirmation dialog appears: "Disconnect from Google Drive? Your saved notes stay safe in your Drive. You can reconnect anytime." Tap OK.
MY PATIENT RECORDS immediately shows the Connect Google Drive button. A toast confirms: "Disconnected. Your saved notes are safe in your Google Drive. Tap Connect Google Drive to reconnect anytime."

What Disconnect does NOT touch: the centre panel's current note, the Patient Conversation recording, any Doctor's Input (text or dictation), any Supporting Documents uploads, any Previous Visits content. Disconnect only affects MY PATIENT RECORDS — your CAPTURE work and the current generated note (if any) stay exactly where they are. Reconnect when ready, keep working.

💡 Disconnect is a local-only disconnect. Google still remembers that you granted permission, so the next Connect Google Drive tap is nearly instant (no full permissions screen). This is what you want for the "switch accounts / get unstuck" use case.

If you want to fully revoke AI4Docs's access to your Google account (security)

The in-app Disconnect doesn't revoke the OAuth grant with Google — it just clears the local session. For a full security revoke (e.g. you lost a device, you're ending use of the app permanently, you want to force the full permissions screen on next connect), go through Google's account settings:

Open myaccount.google.com/connections (or: Google Account → Security → Third-party apps with account access).
Find AI4Docs (or the app name as it appears on your device).
Tap it → Remove access.

This works for any Google-connected app and is Google's official mechanism for permission revocation. Your saved patient notes remain in your Drive — only the app's permission to read/write them is removed until you grant it again.

Last-resort: hard-reload (rare)

If both the automatic detection AND the Disconnect button fail to recover (very rare — think broken browser extension, corrupted service worker), you can force-reload the browser as a last resort:

Windows / Linux: Ctrl + Shift + R. Mac: Cmd + Shift + R. iOS / Android: close the tab or the installed PWA and reopen.

⚠ Hard-reload wipes everything in browser memory — the centre-panel note, Patient Conversation recording, Doctor's Input, Supporting Documents uploads, Previous Visits. Before reloading, save anything important: tap ⬇ Download on your recording, copy the note (Copy ▾ → Plain Text) to somewhere safe, or print to PDF. This is why Disconnect (above) is the preferred path — it preserves all your work.

What we do not store

Your patient notes never leave your Google Drive. Every recovery path described here (automatic, Disconnect, or hard-reload) only affects local browser state — your notes remain in the account that owns the sheet. Once you reconnect with that account, every note is exactly where you left it.

Copy

The Copy button copies the current view to your clipboard.

Desktop

Tap Copy ▾ to choose between:

Rich Text (default for a normal click) — preserves headings, bold, bullets. Best for Word, Google Docs, Outlook, Gmail.
Plain Text — formatting stripped. Best for some EMRs that mangle rich text or for plain-text fields.

Mobile

Tap Copy ▾. A bottom sheet slides up with two options:

Rich Text — formatting preserved. Best for: mobile Microsoft Word, mobile Google Docs, Notion, Evernote, Apple Notes — apps that genuinely accept rich text on the same device.
Plain Text — formatting stripped, but with two cosmetic touches that survive everywhere: section headings render in ALL CAPS (e.g. HISTORY OF PRESENT ILLNESS) and bullet items get a leading - (hyphen + space). So after pasting into a plain-text app, the headings still stand out and the bullet structure is still readable.

⚠ WhatsApp and Telegram don't keep rich text — use Plain Text for them. WhatsApp converts rich text to plain text on paste and loses your bullets. Telegram keeps bold but loses bullets. The Plain Text option is actually better for these apps — the headings stay visible as ALL CAPS, and the bullets survive as - hyphens. Same goes for SMS, mobile Gmail (which strips rich text regardless), and any EMR that mangles rich text into unreadable markup.

💡 Copying from your phone to your laptop? Paste into a mobile note-taking app that syncs across devices (Google Keep, Apple Notes, OneNote, Notion) — or email it to yourself. Direct phone-to-desktop clipboard (e.g. Handoff on Apple devices, Phone Link on Windows + Android) works for tech-savvy users but isn't something most doctors set up. When in doubt: save the note to My Patient Records from the app, then open My Patient Records on your laptop and copy from there.

What gets copied

Whatever is currently shown in the centre panel — the full note, or the extracted prescription, or the AI 2nd Opinion analysis, etc.

Print / PDF with Bilingual Letterhead

Tap Print / PDF ▾ → Print / Save PDF. The browser's print dialog opens with the current view formatted for printing on your selected page size with your bilingual letterhead applied.

Quick reminder — what you've set up in Settings

Everything the print layout uses comes from Settings (⚙️) → Profile tab → 🖨️ Print & Letterhead Settings (collapsible sub-section — tap the ▶ to expand). If you haven't gone through that yet, set it up once there — the full guide is in the Print & Letterhead Settings section below. Quick summary of what lives in those settings:

Right-side Header (RTL script — Arabic, Hebrew, Persian, Urdu): four fields — Clinic Name, Doctor Name, Doctor Title, Institution. Placeholders show Arabic examples.
Left-side Header (Latin script — English, French, Spanish, Portuguese, German): one field — Clinic Name. Doctor name + title + institution are auto-pulled from the Doctor Information section above.
Logo: lives in the Doctor Information section (not Print Settings) — last item, labelled Clinic Logo (Optional). PNG / JPEG / WebP / SVG, max 2 MB. Square aspect recommended.
Footer addresses: two free-text lines in any language (direction auto-detected).
Page Settings: page size (A4 / A5) and mode (Full letterhead / Content-only) for Prescription and Investigations/Orders. Plus the content-only top margin in mm (default 50).

Document types and defaults

Document	Page size	Letterhead	Configurable?
Medical Report	A4	Always Full	No
Referral Letter	A4	Always Full	No
Prescription	A4 or A5	Full or Content-only	Yes (Settings → Profile)
Investigations / Orders	A4 or A5	Full or Content-only	Yes (Settings → Profile)

Bilingual letterhead layout on the printed page

Left side of the header — your Latin-script content: clinic name (from Clinic Name (left-side header) in Print Settings) + doctor name + title + institution (pulled automatically from Doctor Information).
Right side of the header (RTL) — your right-to-left script content: clinic name, doctor name, doctor title, institution — all four fields are configured separately under Right-side Header in Print Settings.
Centre of the header — your uploaded clinic logo, if any.
Patient + Date bar (below the header) — a single horizontal bar with Patient: name on one side and Date: today's date on the other. Patient name is pre-filled from the current My Patient Records selection when applicable and is editable before printing; date is today's date, auto-filled. Both on the same line, not stacked.
Footer — two free-text address lines (any language; direction auto-detected).

Single-language letterhead: if you only use one script (e.g. a Portuguese-only clinic in Brazil), fill just the left side and leave the right-side fields empty — or vice versa. The print layout automatically hides the empty block and lets the filled block centre itself correctly.

Content-only mode

For pre-printed clinic stationery — hides the AI4Docs header and footer, prints the content only with a configurable top margin (default 50 mm). Set in Settings → Profile → Print & Letterhead.

Include Letterhead checkbox

Inside the Print / PDF dropdown there's an Include Letterhead checkbox. Uncheck it to print the note without your letterhead — useful when sending the printout to a colleague who'll add their own header.

If you haven't set up letterhead

Print still works — the note prints without letterhead, in a clean default layout. Set up your letterhead in Settings → Profile when you have time; future prints then include it automatically.

Word Export

Tap Share ▾ → Export to Word. The note downloads as a .docx file with the formatting preserved — bullets, bold, headings, paragraphs.

Useful when you want to edit further in Word, share with a colleague who prefers Word over PDF, or paste into another system that prefers .docx attachments.

Language Settings

Open Settings (⚙️) → Language tab.

Two separate language controls

Medical Note — the language the AI generates the clinical note in. Choose from 13: English, Arabic, French, Spanish, German, Italian, Hindi, Chinese, Russian, Portuguese, Japanese, Korean, Swahili.
Patient Instructions — the language used for prescriptions and orders instructions (so your patient can read their medication directions). Same 13-language list.

Why two?

The classic Gulf and Egyptian workflow: medical note in English (for your records, your hospital's IT system, insurance claims), patient instructions in Arabic (so the patient actually understands what to take and when). Set Medical Note = English, Patient Instructions = Arabic.

Auto-save

Your choice saves immediately when you select a new option — no save button needed.

Sync with the language pill

The Medical Note language is the same as the language pill in the centre panel. Changing one updates the other. The pill is the fast-access shortcut; Settings is the full picker.

PDF Templates

Settings (⚙️) → Templates tab. Upload a PDF that defines the format you want for a specific note type — the AI matches the headings, structure, and tables of your PDF when generating that note type.

For the complete guide (supported note types, upload steps, naming conventions, and power-user tips including split-screen workflows with the View button), see My Templates.

Manage

View — opens the PDF in a new browser tab so you can review what's in the template before using it. Useful for power-user workflows where you glance at the template mid-dictation to remember which sections to address (see the split-screen tip in My Templates).
Edit — rename or replace the PDF.
✕ Delete — remove the template.
No limit on the number of templates.

Print & Letterhead Settings

Settings (⚙️) → Profile tab → scroll to the 🖨️ Print & Letterhead Settings sub-section at the bottom. It's collapsible (tap the ▶ to expand). All the fields that appear on your printed prescriptions, orders, medical reports, and referral letters live here.

The letterhead is designed as a two-sided bilingual layout — left side for Latin script, right side for right-to-left script, logo in the centre. You can fill both sides for a bilingual clinic, or just one side for a single-language clinic.

Right-side Header (RTL script — Arabic, Hebrew, Persian, Urdu)

Four fields, all configured here (none are pulled from elsewhere):

Clinic Name (right-side header) — e.g., عيادة الباطنة.
Doctor Name (right-side header) — e.g., أ.د. محمد أحمد.
Doctor Title (right-side header) — e.g., أستاذ الباطنة العامة.
Institution (right-side header) — e.g., كلية طب قصر العيني جامعة القاهرة.

These render right-to-left with proper RTL typography on the printed page. The placeholders show Arabic examples because that's our primary market, but you can put Hebrew, Persian, Urdu, or any other RTL script in these fields and the print layout handles them correctly.

Left-side Header (Latin script — English, French, Spanish, Portuguese, German)

Only one field here:

Clinic Name (left-side header) — e.g., Internal Medicine Clinic.

The doctor name and title for the left side are taken automatically from the Doctor Information section above (those you filled in the core fields). You don't retype them. The institution similarly pulls from core fields.

Logo (in Doctor Information, not here)

The clinic logo lives in the Doctor Information section above this one — last item, labelled Clinic Logo (Optional). Upload here, not in Print Settings. Appears centred in the printed header between the left-side and right-side blocks. PNG / JPEG / WebP / SVG, max 2 MB. Recommended: PNG with transparent background, square aspect ratio (rectangular logos may distort at print size). If you don't upload a logo, no logo appears — the rest of the letterhead works fine without one.

Footer Addresses

Up to two free-text address blocks for the printed footer — clinic address, phone, website, whatever you want on the bottom of the page. Type in any language; direction is auto-detected per block. Both blocks are optional.

One clinic (one address): fill only the first block. The footer renders that single block centred across the bottom of the page. The second block stays empty and takes no space.
Two clinics or two locations: fill both blocks. They render side-by-side at the bottom — first block on the left, second on the right, each taking half the width and centred within its half. Useful if you practise across two clinics and want both addresses on every printed page.
One clinic, multi-line address: press Enter inside a single block to break onto a new line — clinic name on line 1, street address on line 2, phone/website on line 3. The whole block stays as one footer column.
Both blocks empty: no footer line and no addresses print — the page ends cleanly with just the content.

Page Settings

Prescription — page size A4 or A5 (default A5); mode Full letterhead or Content-only (default Full).
Investigations / Orders — page size A4 or A5 (default A5); mode Full or Content-only (default Full).
Content-only top margin — in millimetres (default 50). Controls how far down the content starts when printing on pre-printed clinic stationery with your existing header pre-printed on the paper.

Medical Report and Referral Letter are always A4 with full letterhead — not configurable (they need the full bilingual header for professional correspondence).

Auto-save

Every field saves automatically when you tap outside it (on blur). A small "✓ Saved" indicator briefly confirms. No explicit save button.

Manage Subscription

Tap the credits pill in the top nav → Manage Subscription. (Shown only if you're on a paid plan — Starter, Practice, Professional, or Advanced.)

Opens the Stripe Customer Portal in a new tab. There you can:

Cancel your subscription (takes effect at the end of the current billing period — you keep access until then).
Update payment method (new card, new billing address).
View past invoices and download PDFs.
Switch billing email.

To upgrade or downgrade your plan

Use Change Plan in the credits pill dropdown instead — that opens the in-app pricing modal which handles plan changes with proper proration.

Install as App (PWA)

AI4Docs is a Progressive Web App (PWA) — you can install it to your home screen for a native-app feel.

Android

Open clinic.ai4docs.ai in Chrome.
Tap the menu (three dots) → Install app or Add to Home Screen.
The app icon appears on your home screen and works like a native app — separate window, offline cache, share-target support.

Android share target (bonus)

After installing as a PWA on Android, AI4Docs appears as a share target across your phone. From any app — Photos, Files, WhatsApp — tap Share → AI4Docs. All shared files land in Supporting Documents, including audio (WhatsApp voice notes, recordings, etc.), images, PDFs, and ZIP files. Saves the manual upload step.

The share target only routes to Supporting Documents — there's no way to send an audio file directly to Patient Conversation through Share. If you want a WhatsApp voice note (or any audio file) to be the patient conversation, don't use Share → AI4Docs for that file. Open AI4Docs first, then in Patient Conversation tap Upload and pick the same file from your phone's storage.

iPhone / iPad

Open clinic.ai4docs.ai in Safari.
Tap the Share button (square with up arrow) → Add to Home Screen.

iOS limitation: iOS Safari doesn't support PWA share targets, audio recording in the background, or some other features Android supports. The home-screen icon works as a regular browser shortcut.

Desktop (Chrome / Edge)

Open clinic.ai4docs.ai in Chrome or Edge.
Look for the install icon in the address bar (a small computer with a down arrow).
Click Install. The app gets its own window, taskbar icon, and Alt-Tab entry.

Privacy & Data

Zero-storage policy

Patient data is processed in memory and never written to AI4Docs servers. Specifically:

Audio: stays in your computer's RAM during recording. Sent to Google's Vertex AI (under HIPAA-eligible BAA) for transcription, processed in memory, discarded. Not saved to disk.
Audio files larger than 15 MB: briefly held in encrypted Google Cloud Storage so the AI can read them reliably, automatically deleted within 24 hours.
Generated notes: stay in your browser memory. If you Save, they go to your Google Sheet on your Google Drive — not to AI4Docs.
Doctor profile (your name, title, etc.) and your uploaded letterhead logo live in our database — needed to render letterheads. No patient data here.

Encryption

All data in transit is encrypted with TLS 1.2+. All data at rest is AES-256.

Compliance

GDPR compliant — UK company (AI4DOCS.AI LTD #16893518), ICO registered (ZC106163), DPA signed with all subprocessors.
HIPAA-eligible infrastructure — Google Cloud BAA signed at the organisation level. Full HIPAA compliance (formal risk assessment, breach notification plan, etc.) is in progress.
Compliance for Gulf countries — under active development for UAE, Saudi Arabia, Qatar.

What our subprocessors see

Google Cloud (Vertex AI, Cloud Run, Cloud Storage): processes your inputs to generate the note. Under signed HIPAA BAA. Data logging disabled.
Supabase: stores your profile, your logo, your subscription state. No patient data.
Stripe: handles payment. No patient data; only your name, email, and card number.
Resend: sends account emails (welcome, password reset, low-credit warnings). No patient data.

Right to erasure

You can delete your account at any time. Open the avatar menu (top right) → Contact Us and request account deletion. We action the request within 14 days and confirm by email. All yAI4Docs account data (profile, subscription record, settings, letterhead, templates) is then removed from our systems. Your patient notes are in your own Google Drive and remain yours; you control them with Google's tools — deleting the AI4Docs account does not touch them.

Subscription & Credits

Plans

Plan	Monthly	Annual (20% off)	Credits
Free	$0	—	40 / month, forever
Starter	$19	$15 / mo ($180 / yr)	100 / month
Practice	$39	$31 / mo ($372 / yr)	200 / month
Professional	$59	$47 / mo ($564 / yr)	350 / month
Advanced	$79	$63 / mo ($756 / yr)	500 / month
Extra Credits	$25	—	100 (never expire)

What counts as 1 credit

Any note generation: First Visit, Follow-up, Medical Report, Referral Letter, Dictation, Imaging Report, Chat to Notes, Recap, AI 2nd Opinion.

Free actions (no credit)

Edit Mode, Voice Update, Revert, Chat with your note (Q&A), Prescription extraction, Orders extraction, Print, Copy, Share, Save.

Credit order

Monthly credits are used first; purchased Extra Credits are used only after monthly credits are exhausted. Extra Credits never expire.

Renewal

Monthly credits reset on your renewal date — visible in the credits pill dropdown. The reset preserves any unused Extra Credits.

If you exhaust credits

Three options: upgrade to a higher plan (instant, prorated), buy Extra Credits ($25 / 100), or wait for the renewal date. The credits pill turns red and generation is blocked until one of those happens.

Power Workflow — WhatsApp Chat → Clinical Note

One of our most distinctive workflows. Patients increasingly use WhatsApp to send symptoms, lab photos, follow-up questions. Convert the unsecured WhatsApp conversation into a secured, structured clinical note in your records.

Step 1: Export the WhatsApp chat

On Android

Open the WhatsApp chat with the patient.
Tap the three dots (top-right) → More → Export chat.
Choose Include media (so voice notes and photos are included).
Save the resulting ZIP file (or share it directly to AI4Docs if you've installed the PWA).

On iPhone

Open the WhatsApp chat with the patient.
Tap the patient's name at the top.
Scroll down → tap Export Chat.
Choose Attach Media.
Save the resulting ZIP file.

Step 2: Process in AI4Docs

In CAPTURE, expand Supporting Documents.
Upload the ZIP file (or use the PWA share target on Android).
Pick Chat to Notes from the note-type dropdown — on desktop the dropdown is in the centre panel; on mobile it's in the Capture tab (just above the Generate button).
Tap Generate.

What the AI does

Extracts all text messages from the chat.
Transcribes voice notes.
Reads shared photos (lab reports, imaging printouts, prescription images).
Builds a chronological timeline of clinical events.
Produces a Clinical Snapshot + structured case summary.

Privacy on the input

The AI is instructed to focus on the clinical content of the WhatsApp conversation rather than identifying which message participant said what — so message-sender names are de-emphasised in the structured output. The patient's clinical identity (the patient name you're documenting for) does still appear in the generated note as you'd expect for a clinical record.

Refining with custom instructions

Use the AI prompt bar to focus the analysis. Examples:

"Include only data for the patient, not his wife." (when the chat is mixed.)
"Summarise only the last month of messages."
"Group by complaint type, not by date."

The end result: an unsecured chat thread becomes a clean, dated, structured clinical record you can save to My Patient Records, print, or paste into any EMR.

Power Workflow — Multi-note Recap

The killer use case for the Recap note type. When a patient arrives with a thick file of prior notes — yours from older systems, theirs from previous doctors, a stack of investigation reports — Recap synthesises everything into one comprehensive summary so you don't have to read 20 pages before the patient sits down.

The "10 prior notes" workflow — 2 credits, no wasted steps

Load the patient's prior material into Previous Visits. Pick whichever of these applies (you can combine them):
- Prior notes already saved in AI4Docs My Patient Records — open MY PATIENT RECORDS → tap the patient → tap 📥 Send to Previous Visits. The app pushes all their saved notes into Previous Visits → Text automatically. No typing, no pasting. This is the fastest path if you've been saving notes for this patient already.
- Prior notes as text in another system — copied from a previous EMR, exported from a hospital system, pasted from Word docs or emails. Paste the text into Previous Visits → Text. The field accepts very long content, so you can paste 10 notes in a row.
- Prior material as PDFs or images — prior consultation notes, lab reports, discharge summaries, imaging reports, photographed handwritten notes. Upload into Previous Visits → Upload (up to 20 files). For very large batches, use Supporting Documents instead — it accepts up to 400 files and the AI reads everything regardless of which section you put it in.
Add anything else that helps — a recent lab PDF, a photo of the medication list, a scan of the drug allergy card — in Supporting Documents.
Pick Recap as the note type. Tap Generate (1 credit).
Read the Recap that appears in the centre panel. The Clinical Snapshot at the top is often enough to remember the case.
Bring the patient in. Do NOT tap Reset — you'd wipe the prior-notes text from Previous Visits and lose everything. The Recap output in the centre panel is fine to leave where it is; the next generation will replace it.
Record today's consultation in Patient Conversation. Add anything else you need.
Open the note-type dropdown and change from Recap to Follow-up. Tap Generate (1 credit).

The AI sees the full history (still in Previous Visits from step 1) plus today's conversation, and writes a proper follow-up note with NEW / CONTINUED / DISCONTINUED medication markers and an interval-history section.

Total: 2 credits per patient with a pre-read. Worth it for complex cases where you'd otherwise spend 5–10 minutes reading old notes manually.

What Recap produces

Clinical Snapshot (Active Problems · Key Findings · Plan · Summary).
Chronological timeline (every clinical event with dates in DD/MM/YYYY format).
Problem list (all conditions, with resolved items highlighted).
Medication list (current and past, with discontinued items marked).
Surgical history (with dates).
Procedures (non-surgical, with dates).

Inputs Recap accepts

Recap synthesises any combination of:

Text pasted into Previous Visits → Text.
PDFs — prior consultation notes, lab reports, discharge summaries, imaging reports. Upload into Previous Visits → Upload (up to 20 files), or for larger batches use Supporting Documents (up to 400 files). The AI reads them either way.
Photos — handwritten notes, photographed prescription lists, paper medication charts. Same rule: Previous Visits → Upload for up to 20, Supporting Documents for more. See the Handwritten Records workflow.
Audio — a voice memo summarising the case, a dictated case handover, etc. Upload into Previous Visits → Upload.

The more you give it, the more comprehensive the Recap.

Power Workflow — Digitise Handwritten Records

Years of handwritten patient notes? Don't retype them — let the AI digitise.

Open Supporting Documents → Camera (mobile) or Supporting Documents → Upload (desktop).
Snap a photo of each handwritten page. The mobile camera workflow is fastest. Up to 400 photos per session.
Pick Recap as the note type. Generate.
The AI extracts the handwriting (legibility-dependent), organises chronologically, and produces a comprehensive digital summary with Clinical Snapshot, timeline, problem list, medications, surgeries, procedures.

Review for accuracy — handwriting recognition depends on legibility — but it's a major time saver compared to retyping. Save the Recap to My Patient Records; from then on the patient has a digital baseline.

Power Workflow — Operative Notes

Two efficient ways to dictate operative notes:

Method 1 — Custom instruction at the start of dictation

Open Doctor's Input → Dictate. Begin recording with: "Write this as an operative note." Then dictate the procedure details — indication, anaesthesia, procedure steps, findings, complications, post-op plan. Stop. Pick Dictation as the note type. Generate.

Method 2 — Use the AI prompt bar

Record your dictation normally. Then in the AI prompt bar at the top of the centre panel, type: "Format as an operative note with Indication, Procedure, Findings, Complications, Plan." Generate.

For frequent operative notes — save a template

If you do operative notes often, create a Text template in Settings → Templates with your standard headings, and load it into Doctor's Input → Text before dictation. The generation will follow the template structure.

Power Workflow — iOS Call Interrupts Recording

On iPhone, an incoming or outgoing phone call stops the audio recording in the browser. You can't recover the in-progress recording.

If a call interrupts you

Do NOT press Record Encounter again immediately — that creates a new empty recording and overwrites the saved one in browser memory.
Instead, switch to Doctor's Input → Dictate and continue capturing the rest of the consultation as your own dictation. The AI will combine both segments when you generate.
Or, end the consultation, then dictate the rest of what was discussed in your own words after the patient leaves.

Best practice for phone consultations on iPhone

Record the consultation on a different device — a separate phone, a tablet, a laptop with a Voice Recorder app, a dedicated dictaphone. Then upload the audio file to Patient Conversation (or to Supporting Documents — both accept audio) in the AI4Docs app. This avoids the iOS call-interruption problem entirely.

What if Doctor's Input → Dictate is also interrupted by a call?

Same trick: stop the recording before the call rings out (don't press Record Encounter again — that overwrites the saved audio). Then use the iPhone's built-in Voice Recorder app to capture the rest, and upload that audio file to Supporting Documents (Supporting Documents accepts audio formats) — the AI will incorporate it into the note.

Power Workflow — Long Consultations

Long consultations (chart reviews, complex cases, multi-issue follow-ups) sometimes hit edge cases — large audio files take longer to upload and generate, browser tabs can drop on flaky networks, the screen can lock mid-recording, etc.

If recording stops or fails mid-way

The audio is still in browser memory until you Reset or refresh. Tap the ⬇ Download button immediately to save what you have.
If the app fails to generate from the long recording, upload the saved audio file to Patient Conversation in a fresh tab and retry — sometimes a fresh session succeeds where the long-running session failed.

For a long consultation, just record normally

Recordings of around 30 minutes have been tested and work reliably. The backend technically allows files up to 60 minutes, but durations beyond ~30 minutes haven't been validated end-to-end yet. Either way, the app automatically routes large audio files (over 15 MB) through encrypted temporary cloud storage that auto-deletes within 24 hours — you don't need to do anything different. Generation takes a bit longer for long files (30–60 seconds instead of 5–15), that's all.

If a consultation is getting unusually long and you're worried

Stop the Patient Conversation recording (don't tap Generate yet). Switch to Doctor's Input → Dictate and keep recording there. When you're done, tap Generate normally — the AI reads both audio tracks together and produces one coherent note. This is the same trick as the Continue After Stop workflow.

For extreme cases (rare — e.g. very long psychiatric or chronic-disease interviews)

If you expect to record for an hour or more and want a safety net, use a dedicated recorder on another device for the overflow portion:

iPhone: Voice Memos app.
Android: Voice Recorder (built-in on most phones, or Samsung Voice Recorder).
Windows: Voice Recorder / Sound Recorder (built-in).
Mac: QuickTime Player → File → New Audio Recording.

When you're done, upload that audio file to Supporting Documents (Supporting Documents accepts audio) in addition to whatever you recorded directly in Patient Conversation. The AI includes all audio sources — the file-upload audio, the Patient Conversation recording, and any Doctor's Input dictation — when it generates the note.

Power Workflow — Open New Tab While Generating (Busy Clinic)

Don't wait for note generation. After tapping Generate, open a new browser tab, log into AI4Docs again, and start documenting the next patient. The previous note generates in the original tab in the background.

Multi-tab safety — you can't accidentally overspend

If you have two tabs open and you're down to your last credit, only ONE tab will be allowed to use it. The other tab shows a clear "no credits remaining" message when you try to generate. No double-charge, no racing, no partial charges — just a clean "can't use a credit you don't have" response. The pill in each tab also refreshes every 60 seconds in the background so both tabs stay roughly in sync.

Tab discipline

Use one tab per patient. Don't reuse a tab without tapping Reset — New Patient first — leftover audio from the previous patient mixes into the new note.

Power Workflow — Continue After Stop

You stopped the Patient Conversation recording, but the patient kept talking. Don't restart — restart deletes the saved audio.

Instead, switch to Doctor's Input → Dictate and capture the rest of the conversation there. Or switch to Doctor's Input → Text and type the additional information. The AI treats Doctor's Input as a continuation of Patient Conversation and weaves both into one comprehensive note.

Same trick works after generation: if the patient adds something important after you generated the note, use Voice Update to add it without regenerating.

Power Workflow — Use Abbreviations Freely

The AI understands medical abbreviations. Use them in dictation and in typed notes — saves time, no need to spell out every term.

Standard abbreviations the AI recognises

HTN, DM, COPD, CAD, CHF, AF, CKD, SOB, DOE, PND, MI, CVA, TIA, BPH, UTI, GERD, PUD, IBS, IBD, SLE, RA, OA — and most others in common use across specialties.

Positive / negative shorthand

Use + and - to be unambiguous about presence or absence:

HTN+ = patient has hypertension.
HTN- = no hypertension.
DM+ = patient is diabetic.
DM- = not diabetic.

The AI expands these correctly in the generated note: "DM-" becomes "No history of diabetes mellitus."

Pro Tips

Pause during silent stretches. While examining the patient or when conversation is off-record, tap the Pause ⏸ button. Shorter recordings generate faster.
Use Voice Update for additions, not regenerate. Forgot a medication? Voice Update is free and unlimited. Regenerating the whole note costs a credit.
Save credits with Edit Mode for typos. Edit Mode is free; regenerating to fix one wrong word is wasteful.
Templates for recurring formats. If you write 10 operative notes a week, create a template once instead of typing the structure each time.
Patient Instructions in Arabic. Set Patient Instructions language to Arabic in Settings → Language even if your Medical Note is English. Your patients will appreciate medication instructions they can read.
The chat bar is your friend. Long Recap output? Don't scroll. Ask "Show all blood pressure readings in a table".
Open MY PATIENT RECORDS before a follow-up. Tap the patient → 📥 Send to Previous Visits. The AI sees the full timeline.
Always Reset between patients in the same tab. The big red button at the top of CAPTURE.
Use the AI prompt bar surgically. Even short instructions like "in prose, not bullets" or "focus on the cardiac complaint" change the output noticeably.

Troubleshooting

Microphone not working

Check browser permissions: site settings should allow microphone. Reload after granting.
Web Speech (the mic icon in text fields) requires HTTPS — works on clinic.ai4docs.ai, not on file:// or insecure URLs.
Some older mobile browsers (especially older iOS Safari versions) don't support Web Speech. The recorder mic still works on those.

Voice Update doesn't fire

Voice Update needs an existing note of at least 50 characters. If the button is dimmed, generate a note first. If you're viewing AI 2nd Opinion, Voice Update is dimmed by design (analysis is read-only).

Generate button is grey / disabled

Most common cause: the note type is Dictation, and Doctor's Input is empty. Dictation builds the note from your spoken or typed words in Doctor's Input — without something there, Generate stays disabled even if you have a Patient Conversation recording or files. Add a dictation in Doctor's Input → Dictate or even a single character in Doctor's Input → Text and Generate enables.

For every other note type, Generate just needs at least one input anywhere in CAPTURE — a recording, dictation, typed notes, a file, or text in Previous Visits.

Save shows "Update" instead

You loaded an existing note from My Patient Records (via the Edit button on a saved note). The Save button is relabelled Update to signal that tapping it overwrites the original note in My Patient Records — it does not create a new entry.

Workaround if you want to keep both the original AND a modified version (clever, costs 1 credit):

Open MY PATIENT RECORDS → tap the note → Edit. The note loads into the centre panel.
Make your changes using Edit Mode or Voice Update.
Tap Copy ▾ → Plain Text to copy the edited note.
Tap Reset to clear the centre panel and CAPTURE.
Paste the copied text into Doctor's Input → Text.
In the AI prompt bar, type: "Keep this note as is, word for word, without any additions or deletions, and re-format it as a first visit."
Pick First Visit as the note type (preferred over Dictation — First Visit produces a Clinical Snapshot at the top, Dictation skips it).
Tap Generate (1 credit). The new note lands in the centre panel as a fresh generation — Save now creates a new entry instead of Update.
Save normally to the same patient. Your original in My Patient Records stays untouched; the modified version is now a separate saved note.

Mobile shows the same overwrite behaviour but keeps the button labelled Save — see Save vs Update on a loaded note for that difference.

Credits show "-- / --"

Profile didn't load. Refresh the page. If it persists, log out and back in. Generation is blocked while profile is unloaded (so you can't accidentally generate without billing).

AI 2nd Opinion buttons are dimmed

By design — Edit, Voice Update, Revert, Prescription, Orders are all dimmed when viewing AI 2nd Opinion (it's analysis, not documentation, and has no Plan section to extract). Print, Share, Copy, Save remain available.

"Add to Note" merged AI 2nd Opinion but the saved note shows the original type

That's correct. When you merge AI 2nd Opinion into an existing note (e.g., First Visit), the result is fundamentally still a First Visit — with appended analysis. The saved note keeps the First Visit type. To save AI 2nd Opinion alone, use the standalone flow (no prior note, then save).

Multi-tab sessions and credit warnings

Each tab refreshes its credits count every 60 seconds in the background, so the pill in all your tabs stays roughly in sync. If two tabs happen to try generating at the exact same moment on your last credit, only one will succeed — the other tab shows a clear "no credits remaining" message. You can't accidentally overspend.

Print dialog shows wrong page size

Set the per-document page size in Settings → Profile → Print & Letterhead Settings (Prescription page size, Investigations page size). The browser's print dialog also has a paper-size dropdown — make sure it matches.

Feedback & Support

Have a suggestion or hit a bug?

Email support@ai4docs.ai
Use the Help chatbot at the bottom-right of every web page (also inside the desktop app).
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For urgent issues affecting your clinical workflow, please email and mention "URGENT" in the subject line.