Frequently Asked Questions

AI4Docs.AI is an AI medical scribe and ambient clinical documentation assistant that transforms voice recordings, text notes, and files into structured medical documentation in seconds. It's designed to save doctors 2+ hours daily on paperwork. Full RTL Arabic support with all major Arabic dialects tested.

Key features:

• Record patient conversations in any language - output in 13 languages with full RTL Arabic support
• Chat to Notes - convert WhatsApp patient chat history into clinical documentation
• 6 input methods: patient conversation, doctor's notes, dictation, investigation files, previous visits, custom instructions
• Smart Case Review with differential diagnosis and evidence-based recommendations
• Custom PDF templates for Imaging Reports, Dictation, Medical Reports, and Referral Letters

Create your free account and get 40 notes/month forever - completely free, no credit card required. Full access to all features including First Visit, Follow-up, Medical Reports, Chat to Notes, and Smart Case Review. Upgrade anytime when you need more notes.

All paid plans offer a 20% discount with annual billing. Toggle between monthly and annual pricing on the pricing page.

No installation needed - CDA runs in your web browser. However, you can optionally install it as a Progressive Web App (PWA) on your device:

• iOS: Open in Safari → Tap Share → "Add to Home Screen"
• Android: Open in Chrome → Tap Menu → "Install app"
• Desktop: Click the install icon in your browser's address bar

Yes! This is one of our most powerful features. You can record patient conversations in Arabic, English, French, Spanish, Hindi, Chinese, or any other language. The AI automatically transcribes and generates documentation in your chosen output language (13 languages available, English is the default).

This means you can speak naturally with your patient in their preferred language, and get professional medical documentation in English or any of our 13 supported output languages.

CDA features two separate language controls in the Settings modal (click the ⚙️ gear icon → General tab). Your preferences auto-save immediately when changed:

• Medical Note Language: Controls the language of the entire clinical note output (headings, content, Clinical Snapshot)
• Patient Instructions Language: Controls prescriptions and investigation instructions

Output languages (13 available): English, Arabic, French, Spanish, German, Italian, Hindi, Chinese, Russian, Portuguese, Japanese, Korean, Swahili. Note: You can speak/record in 100+ languages - these 13 are for output only.

Full RTL support: Arabic output displays with proper right-to-left formatting in both the app and Print/PDF export.

Yes. AI4Docs.AI functions as a full AI ambient scribe for Arabic-speaking doctors. Simply record your patient conversation — the AI captures, transcribes, and generates complete clinical documentation with full RTL Arabic formatting. Works with all 9 document types including clinical notes, prescriptions, referral letters, and medical reports.

Our ambient scribing has been tested with real patients across 9+ Arabic-speaking countries including Egypt, Saudi Arabia, UAE, Kuwait, Qatar, Libya, Yemen, Jordan, and Palestine.

All major Arabic dialect families. AI4Docs has been tested with patients speaking:

• Egyptian Arabic — tested with patients from Egypt
• Gulf Arabic — tested with patients from Saudi Arabia, UAE, Kuwait, and Qatar
• Levantine Arabic — tested with patients from Jordan and Palestine
• Libyan Arabic — tested with patients from Libya
• Yemeni Arabic — tested with patients from Yemen

The AI processes your local dialect and produces clinical notes in formal medical Arabic with proper RTL formatting. Mixed Arabic-English medical terminology is handled correctly with bidirectional text support.

Absolutely. AI4Docs.AI is designed for doctors worldwide including the GCC and MENA region. Our platform:

• Supports full RTL Arabic output across all document types
• GDPR compliant, built on HIPAA-eligible infrastructure, designed to align with MENA data protection frameworks (Saudi NDMO, UAE Federal Data Protection Law)
• Uses zero-storage architecture — no patient data is stored, eliminating data residency concerns
• Processes Gulf Arabic dialects for ambient scribing

Start free with 40 notes/month — no credit card required.

CDA combines up to 6 different input sources for comprehensive documentation:

1. Patient Conversation: Record or upload audio of your consultation (any language)
2. Doctor's Notes: Type additional observations (examination findings, abbreviations)
3. Doctor's Dictation: Record your own summary or findings
4. Investigation Files: Upload up to 400 files (labs, imaging, PDFs, images)
5. Previous Visits: Upload files (PDF, images, Word .docx, text), type or paste text directly, or record audio (for follow-ups)
6. Custom Instructions: Type or voice-record special formatting requirements

Two options:

• Record directly (preferred): Click "Start Recording" - the button turns red with a pulse animation while recording. Speak with your patient, use Pause/Resume during examination. Click "Stop Recording" when done. Recordings stay in your computer's RAM and are never saved to disk.
• Upload audio: Drag and drop an audio file (MP3, WAV, M4A, etc.)

You can upload up to 400 files including:

• Images: JPEG, PNG, GIF, WebP, BMP (photos of lab results, scans)
• Documents: PDF, Word (.docx), plain text files
• Audio: MP3, WAV, M4A, Opus, WebM, OGG, FLAC
• ZIP files: Including WhatsApp/Telegram chat exports with media

On mobile: You can capture paper lab results directly with your camera!

Chat to Notes converts your WhatsApp chat history with a patient into clinical documentation. This feature is primarily used to transfer unsecured or non-compliant WhatsApp conversations into secured, private clinical notes for your EMR.

How to export on Android:

1. Open chat → tap 3 dots (top right) → More → Export chat
2. Select Include media
3. Save the ZIP file

How to export on iOS:

1. Open chat → tap patient name at top
2. Scroll down → tap Export Chat
3. Select Attach Media
4. Save the ZIP file

Then in CDA: Upload the ZIP to "Investigation Files" → Click the Chat to Notes button

The AI extracts all messages, transcribes voice notes, reads shared document photos (lab reports, prescriptions, handwritten notes), and creates a chronological timeline with case summary. Phone numbers and names are automatically removed for privacy.

Custom Instructions let you tailor the AI output. You can type or voice-record instructions like:

• "Write as an operative note" (best with Dictation)
• "Write a discharge summary" (best with Dictation)
• "Format for insurance documentation" (best with Medical Report)
• "Refer to Dr. Ahmed in Cardiology" (best with Referral Letter)
• "Include only data for the patient, not his wife" (best with Chat to Notes)
• "Focus on renal dosing considerations" (best with Smart Review)

• First Visit: Comprehensive initial consultation with full history, examination, and plan
• Follow-up: Focused note documenting only what has changed since the last visit

For best follow-up results, provide previous visit information using the "Previous Visits" section.

• Patient Conversation: Record the actual consultation with the patient (any language)
• Dictation: Much more versatile! Use for:
  • Summarizing cases in your own words (SOAP format)
  • Creating operative notes (with custom instruction)
  • Dictating lab/imaging results quickly
  • Any custom note type

You can use both together - the AI combines all inputs. Default Dictation output is SOAP format, but combine with Custom Instructions for any format.

Recap creates a chronological summary from multiple documents. Ideal for:

• Compiling a patient summary from multiple visit records
• Creating a problem list and medication history
• Preparing for MDT meetings
• Digitizing handwritten notes - upload photos of years of handwritten patient records and get an organized digital summary

Yes! This is a powerful use case:

1. Take photos of your handwritten patient notes (or scan them)
2. Upload up to 400 images to Investigation Files
3. Click the Recap button
4. The AI extracts text, organizes chronologically, and creates a digital summary

Important: Always review the output for accuracy - results depend on handwriting legibility. But this is a huge time saver for digitizing years of paper records!

These generate formal documents that print with your bilingual letterhead — Arabic on the right, English on the left, your logo centered, and clinic addresses in the footer.

• Medical Report: Formal "To Whom It May Concern" report for insurance, legal, or administrative purposes. Prints on A4 with a signature line.
• Referral Letter: Professional letter to another specialist (use Custom Instructions to specify who and why). Investigation results are woven into the clinical summary.

Imaging Report generates professional radiology and imaging reports from your dictation. Perfect for radiologists and imaging centers.

• Template-Aware: Upload PDF templates in Settings → Templates tab. The AI follows your template exactly - including headings, formatting, and tables
• Standard Format: Without a template, uses standard radiology structure (EXAMINATION, CLINICAL INDICATION, TECHNIQUE, COMPARISON, FINDINGS, IMPRESSION)
• Faithful Transcription: Uses your exact words, measurements, and terminology - no AI additions

CDA supports custom PDF templates for Imaging Reports, Dictation, Medical Reports, and Referral Letters.

To add templates:

1. Click the ⚙️ Settings gear icon
2. Go to the Templates tab
3. Click + Upload PDF Template
4. Name your template and upload a PDF file (max 1 MB)
5. Click Save Template

To use templates: When you click Imaging Report, Dictation, Medical Report, or Referral Letter, a template selector appears. Choose your template or "No Template" for standard format.

Smart Case Review provides AI-powered literature review tailored to your medical note, including:

• Differential diagnoses ranked by likelihood with evidence from your note
• Diagnostic reasoning and key distinguishing features
• Red flags and critical conditions to rule out
• Recommended investigations with rationale
• Treatment options based on current guidelines
• References to relevant guidelines (ACC/AHA, NICE, etc.)

Custom Instructions: Use with instructions like "Focus on renal dosing considerations" or "Check antibiotic appropriateness" for additional analysis. Note: Smart Review does not perform drug interaction checking or suggest ICD-10/CPT codes.

Important: Smart Review is for educational and informational purposes only and does not replace clinical judgment.

Clinical Snapshot is a concise summary with:

• Active Problems: Current diagnoses with severity/control status
• Key Findings: Most important clinical and test results
• Action Plan: Immediate actions and pending items
• Summary: One sentence capturing patient status

Standalone use: Click the Clinical Snapshot button when you need ONLY the quick overview without a full note - perfect for shift handovers, MDT meetings, or quick reviews.

When checked, the AI suggests billing codes based on your clinical documentation:

• ICD-10 codes: Primary and secondary diagnoses with evidence from notes
• CPT codes: For procedures performed or planned (e.g., imaging, biopsies)

Note: Codes are suggestions only. Always verify before submission. Primarily useful for USA and Gulf markets.

After generating a medical note:

• Prescription: Extracts all medications from your plan (existing and new - clearly labeled). Instructions appear in your selected language.
• Investigations: Extracts ordered tests from your plan with test names and preparation instructions in your selected language.

Both can be added to your main note using "Add to Note". Use Edit Mode to remove medications outside your specialty if needed.

Voice Update lets you update an existing note by speaking - add new information, modify sections, or remove content. The AI automatically places information in the correct section:

• Say "add blood pressure 140 over 90" → goes to Physical Exam
• Say "prescribed metformin 500mg" → goes to Assessment & Plan
• Say "remove the penicillin allergy" → deletes that item

How to use: Click "🎤 Voice Update" → speak → click "⏹️ Stop & Update" (red button, or it auto-stops after 30 seconds) → "🎤 Transcribing..." → "📝 Updating note..." → "✅ Note updated!" → back to "🎤 Voice Update"

Query your generated note by typing or speaking a question:

• "What was the blood pressure?"
• "What medications were prescribed?"
• "What is the diagnosis?"

You can copy the answer or add it to your note.

1. Click "Edit Mode" to enable editing with formatting toolbar
2. Make your changes (bold, headings, lists, etc.)
3. Click anywhere outside the editor or click "View Mode" - your changes auto-save!

Go to Settings (⚙️) → Profile tab → Clinic Logo section. Click the upload area or drag-and-drop your logo (PNG, JPEG, WebP, or SVG, max 2 MB). Your logo is used in Smart EMR print outputs (visit summaries, prescriptions).

You can preview the logo after upload and remove it anytime with the "Remove logo" button.

Go to Settings (⚙️) → General tab → scroll to the Account section. Your EMR API Key is displayed there with a Copy button. The key format is emr_xxxxxx-xxxxxx-xxxxx_xxxxxx. You'll need this key when setting up Smart EMR.

Note: The API key is visible to all users, but the Smart EMR clone link is only available to paid subscribers.

You can manage your subscription in two ways:

1. Click Settings (⚙️) → General tab → "Change Plan" to upgrade or downgrade.
2. Click "Manage Subscription" to open the Stripe billing portal where you can update payment methods, view invoices, or cancel.

The General tab in Settings also shows your current plan, usage progress bar, and renewal date.

• Print (with Letterhead): For Prescriptions, Investigations, Medical Reports, and Referral Letters — prints with your bilingual letterhead (Arabic right, English left, logo centered), clinic addresses in the footer, and a signature line. Select "Save as PDF" for a digital copy.
• Copy: Formatted text (rich text) for pasting into EMR - preserves headings, bold, bullets
• Word (.docx): Download as Microsoft Word document with your letterhead
• Share: Plain text with capitalization/hyphens - optimized for messaging apps
• MD (Markdown): Copy in Markdown format optimized for Smart EMR and AppSheet-compatible systems

Yes! Click the Word button in the output section. The app generates a professional .docx file that downloads directly to your device. The Word export includes your doctor information and letterhead if configured in Settings → Profile.

Go to Settings → Profile → Print & Letterhead Settings (click to expand). Fill in:

• Arabic fields: Clinic name, doctor name, title, and institution in Arabic (displayed on the right side of the header)
• English fields: Clinic name in English (doctor name/title/specialty come from your Profile automatically, displayed on the left side)
• Logo: Upload in the Clinic Logo section above — it appears centered between Arabic and English
• Addresses: Two free-text fields for your clinic addresses — type in any language, direction is auto-detected per line
• Page size: Choose A4 or A5 for Prescriptions and Investigations separately
• Content-Only mode: For pre-printed stationery — hides letterhead, prints only the content with a configurable top margin

All settings auto-save as you type and sync across your devices.

Yes! In Settings → Profile → Print & Letterhead Settings, set Prescription Page Size to A5. You can also set Investigations to A5 independently. Medical Reports and Referral Letters always print on A4.

If you use pre-printed stationery (paper with your letterhead already printed), choose "Content Only" mode — this hides the digital header and footer and lets you set a top margin to position content below your pre-printed header.

Yes! Open multiple browser tabs - each tab maintains its own patient data independently. You can have Patient A in one tab, Patient B in another. Data never mixes between tabs, and your login session is shared so you don't need to log in again.

We follow a strict zero-storage policy:

• Patient data is processed in memory and never stored on our servers
• Audio recorded in the app stays in your computer's RAM (not saved to disk)
• Names, phone numbers, and identifiers are automatically stripped from outputs
• Each browser tab session is independent; closing clears all data
• All transmissions are encrypted using SSL/TLS

Yes, always obtain verbal consent before recording patient conversations. Inform the patient that you're recording for documentation purposes. A simple "I'll be recording this for my notes" is sufficient.

The app does not record automatically - you must explicitly click "Start Recording" to begin.

Yes, always. AI-generated content should be reviewed by the medical professional before use in patient records. The AI assists with documentation but does not replace clinical judgment. You are responsible for verifying accuracy.

• Free: 40 notes/month, $0 forever
• Starter: $19/month, 100 notes
• Practice: $39/month, 200 notes
• Professional: $59/month, 350 notes
• Advanced: $79/month, 500 notes

All paid plans offer 20% off with annual billing. You can also purchase Extra Credits ($25 for 100 notes) that never expire — available to all users including the free tier.

See the pricing page for full details and to toggle between monthly and annual pricing.

Uses 1 credit: First Visit, Follow-up, Dictation, Recap, Medical Report, Referral Letter, Imaging Report, Chat to Notes, Smart Case Review, Clinical Snapshot.

FREE actions (no credit): Edit Mode, Voice Update, Revert, Prescriptions, Investigations, Q&A (Ask the Note), Copy, Print, Share, Word Export.

You'll receive notifications as you approach your limit. You can:

• Upgrade to a higher plan
• Purchase extra credits: $25 for 100 notes (never expire) - available to ALL users including free tier!

We never cut off access unexpectedly.

Yes, we offer a 30-day money-back guarantee. If you're not satisfied for any reason, contact us within 30 days of your purchase for a full refund. See our Refund Policy for details.

No EMR? No problem! You have two options:

• 📋 My Patient Records (Built-in, Free): Save clinical notes directly to your Google Drive. Search patients with Arabic-aware smart search, load previous visits for follow-ups. Available to all users — free and paid. Learn more →
• Smart EMR (Full EMR, Paid plans): A complete EMR with patients, visits, appointments, prescriptions, and billing — included free with any paid CDA subscription. Learn more →

Yes! If you prefer paper documentation:

• Generate your notes in CDA
• Click Print → print directly to your printer
• For digital copies: In print dialog, select "Save as PDF"

Print → Save as PDF produces clean formatting for all languages including Arabic and other RTL languages.

• Desktop: Chrome (recommended), Firefox, Safari, Edge
• Mobile: iOS Safari, Android Chrome
• Tablets: iPad, Android tablets

Chrome or Edge recommended for best voice recording compatibility.

• Allow microphone permission when prompted
• Check your browser's site settings for microphone access
• Try Chrome or Edge for best compatibility

Important: Before refreshing, save any unsaved audio recordings first — click the ⋮ beside your recording and select "Download audio".

• Desktop: Press Ctrl+Shift+R (Windows) or Cmd+Shift+R (Mac) to force refresh
• iPhone/iPad: Settings → Safari → Clear History and Website Data
• Android: Chrome → Menu (⋮) → Settings → Privacy → Clear browsing data

Click the large red "Reset All Fields — New Patient" button at the top of the input column (Capture tab on mobile). This clears all inputs and any generated note from the previous patient, preventing data mixing between patients.

Always use this between patients to prevent data mixing. The button is prominently displayed so you never forget.

Don't worry! Here's how to recover:

1. Your recording is still in the current tab — do not close or refresh it
2. Save your audio first: Click the 3 vertical dots (⋮) beside your recording and select "Download audio"
3. Try generating the note again from the same tab
4. If it still fails, open a new tab at clinic.ai4docs.ai, upload the downloaded audio file, and regenerate
5. Adding a custom instruction like "Generate a well-structured medical note" can help if formatting was the issue

No, you don't need to do anything special. CDA automatically keeps your screen awake during both recording and note generation to prevent interruptions. This works on both iPhone (Safari/Chrome) and Android devices.

AI4Docs is built on HIPAA-eligible Google Cloud infrastructure with a signed Business Associate Agreement (BAA) covering Cloud Run, Vertex AI, Cloud Storage, and Secret Manager. We are GDPR compliant and ICO registered (ZC106163). Our zero-storage architecture means patient health information is processed transiently and never permanently stored. Large audio files (over 15 MB) are temporarily held in an encrypted Cloud Storage bucket and automatically deleted within 24 hours. Full HIPAA compliance including risk assessment and formal policies is on our near-term roadmap. Healthcare providers remain the covered entity under HIPAA and are responsible for patient consent and compliance in their jurisdiction.

Patient data is NOT stored on our servers. Audio recordings, text notes, and uploaded documents are processed transiently by our AI engine and discarded immediately after generating your clinical note. Large audio files (over 15 MB) are temporarily held in an encrypted Google Cloud Storage bucket and automatically deleted within 24 hours. Generated notes exist only in your browser until you copy, export, or close the tab.

Yes. We provide a comprehensive Data Processing Agreement for healthcare providers who require one under GDPR or equivalent regulations. The DPA covers data processing scope, sub-processors, breach notification procedures, and technical safeguards. View our Data Processing Agreement or contact info@ai4docs.ai for a signed copy.

Our sub-processors are: Google Cloud Platform (backend hosting, AI processing, temporary storage — HIPAA-eligible infrastructure, BAA signed), Supabase (authentication and doctor profiles — no patient data), Stripe (payment processing — PCI DSS Level 1, no patient data), and Resend (transactional email delivery — no patient data). We notify subscribers 30 days before engaging any new sub-processor.

With Smart EMR, all patient records are stored in your own Google Sheet on your own Google Drive. Smart EMR is cloned as a template to your personal Google Workspace — each doctor's instance is fully independent. AI4Docs.AI only accesses your sheet when you explicitly share it with our service account for CDA integration, and you can revoke this access at any time.

My Patient Records is a built-in feature that lets you save clinical notes to your own Google Drive as a Google Sheet. It creates a searchable patient registry with visit history — no separate EMR needed. Think of it as a lightweight, privacy-first patient record system that lives entirely in your Google account.

Click 📋 My Records in the top navigation (desktop) or tap the My Records tab (mobile), then click Connect Google Drive. Sign in with your Google account and grant permission. A Google Sheet called "AI4Docs — My Patient Records" is automatically created in your Drive.

Important: Always use the same Google account to connect. Using a different account will create a separate sheet and you won't see your existing patients.

All patient data is stored in a Google Sheet on your own Google Drive. AI4Docs never stores, accesses, or sees your patient records. The connection uses Google's drive.file scope, which means we can only access the specific sheet our app creates — we cannot see any other files in your Drive.

Yes! My Patient Records includes Arabic name normalization. You can find patients regardless of how diacritics or letter forms were typed — for example, أحمد, احمد, and أحمد will all match the same patient. You can also search by phone number or date of birth.

Open My Records, find your patient, and click 📥 Load to Previous Visits. Up to 15 previous notes are loaded into the Previous Visits input section. When you generate a follow-up note, the AI uses this history for context — producing a more clinically informed note that references previous findings, medications, and treatment progress.

You can edit patient details (name, phone, date of birth) directly from My Records by clicking the ✏️ Edit button. To delete records or make bulk changes, open the Google Sheet directly in Google Sheets — it's a standard spreadsheet that you fully control.

No — My Patient Records is free for all users, including the free tier. All you need is a Google account to connect your Drive.