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
• 4-input strategy: Patient Conversation, Doctor's Input (notes, dictation, and AI instructions), Supporting Documents, and Previous Visits
• AI 2nd Opinion 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 AI 2nd Opinion. 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 - AI4Docs 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.

AI4Docs has two separate language controls in the Settings modal (tap the ⚙️ gear icon → Language tab). Your choices auto-save immediately when changed:

• Medical Note Language: controls the language of the entire clinical note output (headings, content, Clinical Snapshot where included).
• Patient Instructions Language: controls the language of Prescription and Orders instructions — so your patient can read their medication directions in their own language.

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 First Visit notes, Follow-ups, Medical Reports, Referral Letters, and AI 2nd Opinion. Prescriptions and Orders are extracted automatically from any generated note that contains medications or labs, formatted for separate printing.

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.

AI4Docs's left panel has 4 input sections for comprehensive documentation:

1. Patient Conversation: Record or upload audio of your consultation (any language)
2. Doctor's Input: Type notes, record dictation, or voice-record special formatting instructions
3. Supporting Documents: Upload up to 400 files (labs, imaging, PDFs, images)
4. Previous Visits: Upload files (PDF, images, Word .docx, text), type or paste text directly, or record audio (for follow-ups)

Two options:

• Record directly (preferred): Click "Record Encounter" — the button is already red so you can spot it instantly; a pulsing white dot appears next to the label while recording is active. 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 AI4Docs: Upload the ZIP to "Supporting Documents" → 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.

The AI prompt bar sits just below the note-type dropdown in the centre panel (desktop) or the Capture tab (mobile). Type a short instruction to tailor the AI output — or tap the mic icon to dictate it. Examples:

• "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 AI 2nd Opinion)

• 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 (request SOAP format via the AI prompt bar if needed)
  • 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 a structured clinical note with sections appropriate to what you dictated. Want a specific format like SOAP, H&P, or operative note? Add a short instruction in the AI prompt bar (centre panel, just below the note-type dropdown) — e.g. "Format as SOAP" or "Write as operative note".

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 Supporting Documents (for larger batches use Supporting Documents; Previous Visits → Upload accepts up to 20).
3. Pick Recap from the note-type dropdown and tap Generate.
4. The AI extracts the text, organises chronologically, and produces a digital summary with a Clinical Snapshot at the top.

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 — right-side header in RTL scripts (Arabic, Hebrew, Persian, Urdu) on the right, left-side header in Latin scripts (English, French, Spanish, Portuguese, German) on the left, your logo centred, and clinic addresses in the footer. If you only fill one side, the layout adjusts — see the letterhead configuration docs.

• 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 the AI prompt bar to specify who and why (e.g., "Refer to Dr. Ahmed in Cardiology for management of new-onset AF"). Patient-file 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

AI4Docs 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: open Doctor's Input → My Templates, pick the template you want, then pick the matching note type from the note-type dropdown (Imaging Report, Dictation, Medical Report, or Referral Letter) and tap Generate. The AI follows your template structure.

AI 2nd Opinion 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.)

AI Instructions: Use with instructions like "Focus on renal dosing considerations" or "Check antibiotic appropriateness" for additional analysis. Note: AI 2nd Opinion does not perform drug interaction checking or suggest ICD-10/CPT codes.

Important: AI 2nd Opinion is for educational and informational purposes only and does not replace clinical judgment.

Clinical Snapshot is a concise summary that appears at the top of certain generated notes, with four sections:

• 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.

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.
• Orders: Extracts ordered tests and imaging 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!

Open Settings (⚙️) → Profile tab → Clinic Logo section. Drag-and-drop your logo or click the upload area (PNG, JPEG, WebP, or SVG, max 2 MB). The logo appears centred in the printed header between the right-side and left-side headers on all print outputs (Prescription, Orders, Medical Report, Referral Letter).

Preview appears after upload; remove anytime with the "Remove logo" button. If you don't upload a logo, no logo prints — the rest of the letterhead works fine without one.

Tap the credits pill in the top nav bar (shows your current plan and remaining credits). The dropdown has two actions:

1. Change Plan — opens the in-app pricing modal to upgrade or downgrade (proration handled automatically).
2. Manage Subscription — opens the Stripe Customer Portal in a new tab, where you can update payment methods, view invoices, or cancel. Shown only on paid plans.

The credits pill dropdown also shows your current plan, credits remaining this month, and renewal date.

• Print / PDF (with letterhead): Tap Print / PDF ▾ → Print / Save PDF. For Prescription, Orders, Medical Report, and Referral Letter, the print dialog opens with your bilingual letterhead (right-side header in RTL scripts, left-side header in Latin scripts, logo centred), clinic addresses in the footer, and a signature line. Choose "Save as PDF" in the print dialog for a digital copy.
• Copy ▾ → Rich Text: formatted text for pasting into EMRs, Word, Google Docs, Outlook, Gmail — preserves headings, bold, bullets.
• Copy ▾ → Plain Text: formatting stripped, but section headings render in ALL CAPS and bullets get a leading - so structure stays readable in plain-text fields.
• Share ▾ → Export to Word: downloads a .docx file with the note's formatting preserved (real bold headings, real bullets — native Word formatting, not ASCII art).
• Share ▾ → Share: opens the native share sheet on mobile (WhatsApp, Mail, Telegram), or copies the shareable text to your clipboard on desktop. Plain text with ALL CAPS headings and • bullets so it stays readable in messaging apps.
• Save: save the note to your patient's record in My Patient Records (stored in your own Google Drive as a Google Sheet).

Yes! Click the Share ▾ dropdown in the toolbar above your generated note, then pick Export to Word. The app generates a .docx file that downloads directly to your device with the note's formatting preserved (real bold headings, real bullets — native Word formatting, not ASCII art). For letterhead-formatted printing on bilingual letterhead, use Print / PDF instead — the Word export is just the note text without the letterhead chrome.

Open Settings → Profile → Print & Letterhead Settings (tap to expand). Fill in:

• Right-side header (RTL scripts): Clinic name, doctor name, title, and institution in Arabic, Hebrew, Persian, or Urdu — appears on the right side of the printed header.
• Left-side header (Latin scripts): Clinic name in English, French, Spanish, Portuguese, or German — doctor name, title, and specialty come from your Profile fields automatically. Appears on the left side.
• Logo: Upload in the Clinic Logo section above — appears centred between the two headers.
• Footer addresses: Up to two free-text address blocks — type in any language, direction auto-detected per block. One block = centred full width; two blocks = side-by-side; both empty = no footer line. Press Enter inside a block for multi-line.
• Page size: Choose A4 or A5 for Prescription and Investigations (Orders) independently. Medical Report and Referral Letter are always A4.
• Content-Only mode: for pre-printed stationery — hides letterhead, prints only the content with a configurable top margin (default 50 mm).

All settings auto-save when you tap outside the field; a small "✓ Saved" indicator briefly confirms.

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)
• Server logs filter out patient identifiers (names, diagnoses, medications) before any archival — there is no copy of your patient data on our infrastructure to leak
• 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 one of the three recording buttons to begin: Record Encounter (Patient Conversation section), Record Dictation (Doctor's Input → Dictate tab), or Dictate Previous History (Previous Visits → Dictate tab).

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, 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, Copy, Print / PDF, Share, Word Export, Save.

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. AI4Docs includes 📋 My Patient Records — save clinical notes directly to your own Google Drive as a searchable Google Sheet. Arabic-aware smart search, load previous visits for follow-ups with one tap. Available on every plan including Free. Learn more →

Yes! If you prefer paper documentation:

• Generate your notes in AI4Docs
• 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

Tap the large red Reset button at the top of the CAPTURE panel on desktop (or at the top of the 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 — a failed generation does not consume a credit (the credit is only deducted on success). 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: tap the ⬇ Download button on your Patient Conversation recording. The audio file saves to your device.
3. Try Generate again from the same tab — most failures are transient.
4. If it still fails, open a new tab at clinic.ai4docs.ai, upload the downloaded audio file into Patient Conversation, and tap Generate again.
5. If the issue is formatting (not failure), add a short instruction in the AI prompt bar like "Generate a well-structured medical note with clear section headings".

No, you don't need to do anything special. AI4Docs 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.

Open the avatar menu (top right corner) and tap Contact Us. That opens the contact form on ai4docs.ai in a new tab. Request account deletion there.

We action the request within 14 days and confirm by email. All yAI4Docs account data (profile, subscription record, settings, letterhead, templates) is removed from our systems.

Your patient notes live in your own Google Drive (via My Patient Records) and remain yours — deleting the AI4Docs account does not touch them. You control them with Google's tools.

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.

Open the MY PATIENT RECORDS panel — on desktop, tap the edge tab on the right side of the screen (the panel is hidden by default and slides in). On mobile, tap the My Records tab in the bottom tab bar (mobile uses the shorter label so it fits cleanly in the bottom bar — same feature). Then tap Connect Google Drive, sign in with your Google account, and grant permission. A Google Sheet called "AI4Docs — My Patient Records" is created automatically 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. If this happens, the app shows a clear "Wrong Google account" message and asks you to choose the right one.

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 Patient Records, find your patient, and click 📥 Send 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 Patient Records by clicking the ✏️ Edit button. You can also delete a patient (and all their saved notes in one operation) from the patient detail view — tap the red Delete button next to Edit, then type the patient's name to confirm. For bulk changes or row-level edits, open the Google Sheet directly in Google Sheets — it's a standard spreadsheet that you fully control. Deleted rows can be restored from your Google Sheet's version history within ~30 days.

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