Smart EMR - Complete Documentation

Welcome to Smart EMR

Smart EMR is a simple, secure Electronic Medical Records system built specifically for private practice clinics. It helps you:

• Manage patient files and demographics
• Schedule and track appointments
• Write clinical notes automatically using AI (the AI4Docs.AI Clinical Documentation Assistant)
• Print prescriptions, medical reports, referral letters, and lab/imaging orders as PDF files
• Track your clinic's income and generate financial reports
• Control exactly what each staff member can see and do

Smart EMR main navigation — access all features from the bottom menu

Installing AppSheet on Your Devices

Smart EMR runs on a platform called AppSheet (made by Google). Think of AppSheet as the "container" that runs your EMR. You need to install it on every device where you (or your staff) will use Smart EMR.

On iPhone or iPad

1. Open the App Store (the blue icon with a white "A" on your home screen)
2. Tap the Search tab at the bottom of the App Store screen
3. Type AppSheet in the search bar and tap Search
4. Find the app called "AppSheet" by Google (it has a purple/blue icon)
5. Tap Get (or the cloud download icon if you previously downloaded it) to install it
6. Once installed, open the AppSheet app
7. Tap Sign In and sign in with your Gmail address — this must be the same Gmail address you used when you subscribed to AI4Docs.AI CDA (at clinic.ai4docs.ai). Using a different email will not work

On Android Phone or Tablet

1. Open the Google Play Store (the colorful triangle icon on your home screen)
2. Tap the search bar at the top of the screen
3. Type AppSheet and tap the search icon
4. Find the app called "AppSheet" by Google
5. Tap Install and wait for the download to finish
6. Once installed, open the AppSheet app
7. Sign in with your Gmail address — this must be the same Gmail address you used when you subscribed to AI4Docs.AI CDA (at clinic.ai4docs.ai). Using a different email will not work

On a Computer (Windows or Mac)

You do not need to install anything on a computer. Smart EMR runs in your web browser.

First time (getting the app): When you subscribe to AI4Docs.AI CDA and open the Settings page, you will find a "Get Smart EMR" link. Clicking this link opens AppSheet in your browser and creates your personal copy of Smart EMR. After the copy is created, you will see your app open in the browser.

Every time after that:

1. Open your web browser (Google Chrome is recommended)
2. Go to www.appsheet.com
3. Click Sign In at the top right corner
4. Sign in with the same Gmail address you used when subscribing to AI4Docs.AI CDA
5. You will see your Smart EMR app listed. Click on it to open it
6. Tip: Bookmark this page in your browser so you can find it easily next time

Step 1: Add Yourself as the Administrator

When you first open Smart EMR, it has a fake placeholder user (SETUP_REQUIRED@clinic.com). You need to add yourself as the real administrator, then remove the placeholder.

Part A: Add Your Admin Account

1. Open Smart EMR on your computer or tablet
2. Look at the top left corner of the screen. You will see a small icon with three horizontal lines (this is called the hamburger menu or side menu). Tap or click on it
3. A side panel slides open. You will see the word Setup with a gear icon next to it. Tap on Setup
4. The Setup screen opens. At the top of this screen, you will see several tabs. Tap the tab called USERS
5. Tap the Add button (+ icon) to create a new user
6. Fill in the following:
   • Email: Your real Gmail address. This must be:
     • The same Gmail address you use to sign into the AppSheet app
     • The same Gmail address you used to subscribe to AI4Docs.AI CDA at clinic.ai4docs.ai
     • All three must be the same email. If they are different, the AI integration will not work
   • Name: Your full name (for example: "Dr. Ahmed Mohamed")
   • Roles: Check the box next to Admin. The Admin role gives you full control of the entire system — you can see and do everything
   • Active: Set to Yes
7. Tap Save

Part B: Remove the Placeholder User

1. You are now the Admin. Go back to the USERS tab
2. Tap on the entry with the email SETUP_REQUIRED@clinic.com to open it
3. Tap Delete to remove this placeholder user
4. Confirm the deletion when prompted

The hamburger menu — tap to access Setup, Help, and other options

Step 2: Connect the AI (CDA Integration)

This step connects your Smart EMR to the AI4Docs.AI Clinical Documentation Assistant (CDA). This is what allows the AI to write your clinical notes automatically. You need two things: your API Key and your CDA email address.

Part A: Get Your API Key from the CDA App

1. On your computer browser, go to clinic.ai4docs.ai
2. Sign in with your AI4Docs.AI account
3. After signing in, look for the Settings icon (it looks like a gear) and tap it
4. Scroll down until you see the section titled EMR Integration
5. You will see your API Key displayed. It looks something like this: emr_a1b2c3d4-e5f6-7890-abcd-ef1234567890
6. Tap the Copy button next to the key to copy it to your clipboard
7. Keep this browser tab open (you will need the email address too)

CDA Settings — EMR Integration section showing your API Key

Part B: Enter the API Key and Email into Smart EMR

1. Go back to your Smart EMR app
2. Tap the hamburger menu (three horizontal lines at the top left)
3. Tap Setup (gear icon)
4. Tap the Edit Integration Settings tab at the top of the Setup screen (you may need to swipe the tabs to the left to find it)
5. You will see two fields: API_Key and Doctor_Email
6. Tap the Edit button (pencil icon)
7. In the API_Key field: paste the API key you copied from the CDA app in Part A
8. In the Doctor_Email field: type the exact same email address that you use to sign into the CDA app at clinic.ai4docs.ai. This email must match your CDA account exactly. If you type a different email, the AI will not be able to send notes back to your EMR
9. Tap Save

Smart EMR Setup — Edit Integration Settings with API Key and Doctor Email fields

Part C: Add the Integration Script & Authorize Google Permissions (One Time Only)

Your Smart EMR uses a background program (called "Apps Script") that automatically communicates between the app and the AI. The script code does not copy automatically when you install Smart EMR, so you need to add it manually and then give Google permission to run it. You only need to do this once — after that, it works forever.

Step C1: Add the Apps Script Code

1. Open Google Drive on your computer. Go to drive.google.com in your browser and sign in with your Gmail account
2. Find the folder where your Smart EMR data lives. It is usually at: My Drive > AppSheet > data > SmartEMR-XXXXX (the folder name starts with SmartEMR followed by numbers)
3. Inside that folder, find the Google Sheets file called Visits (it has a green spreadsheet icon). Double-click on it to open the spreadsheet
4. Once the spreadsheet is open, look at the menu bar at the very top of the screen. You will see a row of words: File, Edit, View, Insert, Format, Data, Extensions, Tools, Help
5. Click on the word Extensions in this menu bar
6. A dropdown menu appears. Click on Apps Script
7. A new browser tab will open. This is the Apps Script editor. You will see an almost empty file called Code.gs with a placeholder function. Select all the text in this file (Ctrl+A on Windows, Cmd+A on Mac) and delete it
8. Open the shared Apps Script file from this link: ai4docs.ai/smart-emr/templates (the same page where you copied your template files). Copy the entire script code from there
9. Paste the copied code into the empty Apps Script editor (Ctrl+V on Windows, Cmd+V on Mac)
10. Click the floppy disk icon (Save) at the top, or press Ctrl+S / Cmd+S to save

Step C2: Run the Setup & Authorize

1. Look near the top of the Apps Script page. You will see a small dropdown menu (it might show a name like myFunction). Click on this dropdown arrow to open it
2. From the list that appears, select setupIntegration
3. Now look right next to this dropdown. You will see a small button that looks like a play button (a triangle pointing to the right). This is the Run button. Click it
4. A popup window will appear saying "Authorization required" or "This project requires your permission." Click the button that says Review Permissions
5. Google will ask you to choose which Google account to use. Click on the same Gmail account you use for Smart EMR
6. You may see a scary-looking warning that says "Google hasn't verified this app." This is completely normal and safe — this is YOUR OWN script running in YOUR OWN Google account. It is not a third-party app. Click the small text at the bottom left that says "Advanced"
7. After clicking Advanced, you will see a new link that says "Go to [project name] (unsafe)". Click on it. Despite the word "unsafe," this is perfectly fine — Google shows this message for all custom scripts
8. A permission screen appears listing what the script needs access to (your spreadsheets, your Drive, etc.). Click Allow
9. Wait a few seconds. You should see a message appear on the screen (in the "Execution log" area at the bottom) that says: "CDA Integration Active!"

Google Apps Script editor — select setupIntegration from the function dropdown and click Run

Google permission warning — click Advanced, then "Go to [project name]" to continue

To verify everything is working:

1. On the same Apps Script page, click the function dropdown again (the same one from step 8) and change it to checkStatus
2. Click the Run button again
3. Look at the execution log at the bottom. You should see: "ACTIVE!"

Step 3: Create Your Doctor Profile

Your profile information appears on every printed document — prescriptions, medical reports, referral letters, and lab orders. Fill this in carefully.

1. Tap the hamburger menu at the top left > tap Setup
2. Tap the Profile tab at the top of the Setup screen
3. Tap the Add button (the + icon)
4. Fill in the following fields:

Doctor Profile form — fill in your name, title, specialty, logo, and signature

Setting Up Print Mode (Read This Carefully)

Scroll down in the Profile form. You will find two important settings:

PrintMode_Rx (controls how your printed prescriptions look):

• Choose "Full Letterhead" if you print prescriptions on blank white paper (plain paper with nothing printed on it). When you choose this, the app will automatically add your clinic logo at the top, your name and credentials, the patient information, the prescription content, and your clinic address at the bottom. Everything the patient needs to see is printed by the app onto the blank paper.
• Choose "Content Only" if you print prescriptions on your own custom pre-printed prescription paper — the kind that already has your clinic name, logo, and address printed on it by a printing shop. When you choose this, the app will ONLY print the patient name, date, diagnosis, and medication list. It will NOT print your logo or clinic details because those are already on the paper.

PrintMode_Orders (controls how your printed lab/imaging orders look):

• Same choice as above. Choose "Full Letterhead" if you use blank paper, or "Content Only" if your order paper already has your clinic branding printed on it.

Print Mode comparison — Full Letterhead (left) vs Content Only (right)

5. Tap Save

Step 4: Add Your Clinic Locations

If you work at more than one location (for example, a private clinic on Mondays and a hospital on Wednesdays), you need to tell the app about each location. Even if you work at only one place, you still need to add it here — otherwise the app will not know your clinic's address and phone number for printed documents.

1. Tap the hamburger menu at the top left > tap Setup
2. Tap the Manage Workplaces tab at the top
3. Tap the Add button (+ icon)
4. Fill in:

What does ShowInFooter mean?

When you print a document (a medical report, a referral letter, a prescription on plain paper, or lab orders on plain paper), the bottom of the document (the "footer") shows your clinic's contact information — the clinic name, address, and phone number.

• Set ShowInFooter to Yes if you want this clinic's details to appear at the bottom of your printed documents
• Set ShowInFooter to No if you do NOT want this location shown in the footer

If you work at only one location, set it to Yes.

If you work at multiple locations and want ALL of them listed in the document footer, set ShowInFooter to Yes for each one. If you only want certain locations to appear, set the others to No.

5. Tap Save
6. Repeat steps 3-5 for every location where you see patients

Step 5: Set Your Service Prices

This step lets the app automatically fill in the consultation fee when you create a visit. If you skip this, you can always type the fee manually each time.

1. Tap the hamburger menu > tap Setup
2. Tap the Manage Prices tab at the top
3. Tap the Add button (+ icon)
4. Fill in:

5. Tap Save
6. Repeat for all your services (e.g., Follow-up, Ultrasound, Minor Procedure, etc.)

Step 6: Install Print Templates

Smart EMR uses Google Docs template files to generate your printed prescriptions, reports, referral letters, and lab orders. These template files are not copied automatically when you copy the app — you need to install them manually. This only takes a few minutes.

Copy the template files to your Google Drive:

1. Open ai4docs.ai/smart-emr/templates — this page contains a link to a shared Google Drive folder with all 6 template files
2. Open the shared folder link
3. Select all 6 files > Right-click > Make a copy
4. The copies will appear in your My Drive (they will be named "Copy of ..." at first)

Move the templates to the correct folder:

1. Open Google Drive on your computer (drive.google.com)
2. Navigate to the folder where your Smart EMR data lives: My Drive > AppSheet > data > SmartEMR-XXXXX (you will see a Google Sheet called Visits inside)
3. Inside this folder, click + New > New folder and name it exactly: Templates (capital T)
4. Move all 6 copied template files into the Templates folder
5. IMPORTANT: Rename each file to remove the "Copy of " prefix. The file names must be exactly as shown below — even one extra space or character will prevent printing from working

The 6 template files (exact names required):

Your Google Drive folder should look like this:

My Drive/
  AppSheet/
    data/
      SmartEMR-XXXXX/
        Visits                (the green spreadsheet icon - this is your database)
        Templates/            (folder you created with 6 files)
          Medical_Report_Template
          Referral_Letter_Template
          Rx_Full_Template
          Rx_Content_Template
          Orders_Full_Template
          Orders_Content_Template

Step 7: Add Your Staff Members

If you are a solo doctor with no staff, you can skip this step for now and come back to it later.

Adding a staff member has TWO parts: (1) adding them in the Users table, and (2) inviting them through AppSheet sharing. Both are required.

Part A: Add Staff in the Users Table

1. Tap the hamburger menu > tap Setup
2. Tap the USERS tab at the top
3. Tap the Add button (+ icon)
4. Fill in:
   • Email: Your staff member's Gmail address. This must be the exact Gmail address they will use to sign into the AppSheet app on their phone or computer. If they use a different email, they will not be able to see any data
   • Name: Their full name (e.g., "Sara Ahmed")
   • Roles: Check the box(es) that match their job. See the "Understanding Roles" section below to know which role to choose
   • Active: Make sure this is set to Yes
5. Tap Save
6. Repeat for every staff member

Part B: Invite Staff Through AppSheet Sharing

Adding someone to the Users table alone is NOT enough. You must also invite them through AppSheet's sharing system. This step must be done on a computer:

1. Open your Smart EMR app in the AppSheet Editor on your computer (go to www.appsheet.com, sign in, and click on your app)
2. In the top right corner of the AppSheet editor, click the Share icon (it looks like a person with a + sign, or it may say "Share")
3. In the Email Address field, type the Gmail address of the staff member you want to invite
4. Set their permission to "Use app" (this means they can use the app but cannot change the app's design or code)
5. Make sure the checkbox "Notify users" is checked — this sends them an email with instructions on how to install and open the app
6. Click Add or Send
7. Repeat for each staff member

What Staff Members Do After Receiving the Invitation

Your staff will receive an email from AppSheet with a link. Here is what they need to do:

On an Android phone:

1. Tap the link in the invitation email
2. They will be asked to install the AppSheet app from the Google Play Store (if they do not already have it)
3. After installing, open AppSheet and sign in with the same Gmail address you used when inviting them
4. Your Smart EMR app will appear in their app list
5. To add a shortcut to their home screen: in the app, tap the hamburger menu and look for "Add Shortcut"

On an iPhone or iPad:

1. Tap the link in the invitation email (in Safari browser)
2. They will be directed to install the AppSheet app from the Apple App Store
3. After installing, open AppSheet and sign in with the same Gmail address you used when inviting them
4. Your Smart EMR app will appear in their app list

On a computer:

1. Click the link in the invitation email
2. The app opens in the web browser. No installation needed
3. They can bookmark the page for easy access next time

User Management — add staff and assign roles from Setup > Users

The 7 Roles Explained

Each role controls exactly what that person can see and do in the app. The Admin role has full access to everything — if you are the clinic owner with the Admin role, you do not need any additional roles.

When One Person Does Multiple Jobs

In small clinics, one person often wears multiple hats. You can give any user more than one role by checking multiple boxes. When someone has multiple roles, they get the combined permissions of all their roles. Here are common examples:

Complete Permissions Table

This table shows exactly what each role can and cannot do:

How to Navigate the App

Bottom Menu (Main Navigation)

Look at the bottom of your screen on a phone or tablet (or the left side on a computer). You will see 5 main buttons:

Bottom navigation bar — your 5 main sections

Hamburger Menu (Side Menu)

Tap the three horizontal lines at the top left of the screen to open the side menu. Here you will find:

• Setup — Where you configure users, profile, workplaces, prices, and integration settings (all the things from the First-Time Setup)
• About — Information about the app
• Share — Sharing options
• Your account email and a Log Out option

Hamburger menu — access Setup, Help, and account options

Adding a New Patient

1. Tap Patients in the bottom menu
2. Tap the Add button (the + icon, usually at the bottom right corner of the screen)
3. Fill in the patient's information:
   • FullName — Their complete name
   • DateOfBirth — Tap the field to open a date picker and select their birth date
   • Gender — Male or Female
   • Phone — Their phone number (this enables the Call and WhatsApp buttons on their file)
   • Email — Their email address (optional)
4. Tap Save

The patient is now in your system permanently. You can find them anytime in the Patients list.

Add Patient form — enter the patient's basic information

Booking an Appointment

1. Tap Patients in the bottom menu and find the patient. Tap on their name to open their file
2. Look for the Book Appointment action button (it has a calendar icon). Tap it
3. Fill in:
   • Start — The date and time of the appointment
   • End — When the appointment ends
   • Type — Choose one: New Consultation, Follow-up, Procedure, Emergency, or WhatsApp
   • Visit Site — Select which of your workplaces (clinics/hospitals) this appointment is at
4. Tap Save

The appointment now appears in the Calendar and in Today's Schedule on the day of the appointment.

Appointment booking — set date, time, type, and clinic location

Patient Check-In

1. Tap Today's Schedule in the bottom menu
2. In Today's Queue, find the patient. Their status shows "Scheduled"
3. Tap the Check-In button next to their name
4. Their status changes to "Checked-In" so you know they are in the waiting room

AI Clinical Notes — Complete Workflow

Important: Set Up CDA Settings First (One Time)

Before you use the AI for the first time, you need to configure the CDA app settings. Open the CDA app at clinic.ai4docs.ai, sign in, and look for the Settings icon (gear).

A. Set Your Language Preferences (Settings → General Tab)

1. Open Settings (gear) and go to the General tab
2. Set the Primary Language (e.g., English) — this controls the language of the clinical note output (the medical documentation)
3. Set the Patient Instructions Language (e.g., Arabic) — this controls the language of prescription instructions and investigation preparation instructions that your patients will read

CDA Settings — set Primary Language and Patient Instructions Language

B. Enable EMR Export Options (Settings → EMR Export Options)

4. In the same Settings, find the section called EMR Export Options
5. Make sure both of these checkboxes are checked:
   • Include Prescription — check this box so that medications are included when the note is sent to Smart EMR (if this is not checked, the "Print Prescription" button will have nothing to print)
   • Include Orders/Investigations — check this box so that lab tests and imaging orders are included (if this is not checked, the "Print Orders" button will have nothing to print)
6. Save the settings

You only need to do this once. The settings will be remembered.

CDA Settings — enable Include Prescription and Include Orders checkboxes

Starting the Visit

1. Tap Today's Schedule in the bottom menu. Find the checked-in patient in Today's Queue
2. Tap the Start Visit button next to their name
3. A form will open with three tabs at the top: Administrative, Clinical Notes, and Images & Docs

Filling in the Administrative Tab

4. You are now on the Administrative tab (the first tab). You will see:
   • Visit Date — Already filled with today's date
   • Right below the Visit Date, you will see an instruction line that says: "Click Start CDA to start AI Documentation (after saving) and then click Open CDA"
   • Below this instruction, there are two options: Ready and Start CDA
5. This step is critical: Tap on "Start CDA" to select it. This tells the app to create an AI session for this patient
6. Below this, select your Visit Site (which clinic you are at today)
7. Fill in any other fields on this tab as needed (Service Type, etc.)

Visit form — select "Start CDA" to create an AI session for this patient

Saving the Visit

8. Tap Next at the bottom to go to the Clinical Notes tab
9. Skip the Clinical Notes tab completely — do NOT type anything here. The AI will fill in these fields automatically later
10. Tap Next at the bottom to go to the Images & Docs tab
11. If you have photos or documents to attach to this visit, add them here. If not, skip this tab
12. Tap Save at the bottom of the screen

Opening the AI Assistant

13. After saving, you will be back on the visit detail screen. Look for a button that says "Open CDA"
14. If you do not see the "Open CDA" button: You need to sync. Pull down on the screen with your finger (on phone/tablet) or tap the refresh icon at the top right. Try syncing 2-3 times with a few seconds between each one. The button will appear after syncing
15. Tap "Open CDA". The AI4Docs.AI Clinical Documentation Assistant will open in a new browser tab or window

After saving, the "Open CDA" button appears — tap it to launch the AI assistant

Using the AI to Create Your Clinical Note

16. In the CDA app, speak or type your clinical note. Talk naturally as if you are dictating to a colleague. The AI will understand and organize everything
17. When you are finished, the AI will generate a formatted clinical note
18. Pay attention to the "Send to EMR" button. This is critical:
    • Green button = The AI session is still active, the note is NOT ready yet
    • Blue button = The note has been auto-saved and is READY to be sent to Smart EMR
    • Do NOT go back to Smart EMR until the button is BLUE

The Send to EMR button — wait for BLUE before switching back to Smart EMR

Fetching the Note Back into Smart EMR

19. Once the "Send to EMR" button is BLUE, switch back to your Smart EMR app (switch browser tabs or reopen the app on your phone)
20. Sync the app: pull down on the screen (phone/tablet) or tap the refresh icon at the top right
21. Look for the "Fetch Note" button on the visit record. Tap it
22. If you do not see the "Fetch Note" button: Sync again. Pull down on the screen or tap the refresh icon. Sometimes you need to sync 2-3 times. The button appears only after the app refreshes and detects that a CDA session exists
23. After tapping "Fetch Note", wait about 5-10 seconds
24. Sync one more time (pull down or tap the refresh icon)
25. Your AI-generated clinical note will now appear in the visit record, automatically organized into sections: Chief Complaint, History of Present Illness, Examination, Diagnosis, Prescription, and Orders

Tap "Fetch Note" to pull the AI-generated note into your visit record

Clinical notes automatically filled by the AI — organized into sections

Always Reset After Fetching

26. After the note is fetched successfully, tap the "Reset CDA" button. This clears the AI session and prepares the system for your next patient. Always do this after every visit, even if the fetch was successful. This keeps things clean and prevents confusion on your next visit.

Always tap "Reset CDA" after a successful fetch to prepare for the next patient

Alternative Method: If the AI Integration Is Not Working

If for any reason the Fetch Note process does not work (the button does not appear, or the note does not come through), you can manually copy the note:

1. In the CDA app, after generating your note, look for the "MD" button (this copies the note in a format that Smart EMR can read)
2. Tap the "MD" button. The note is now copied to your clipboard
3. Go back to Smart EMR, open the visit, tap Edit
4. Go to the Clinical Notes tab
5. Tap on the ClinicalNotes field and paste the note (long-press and tap Paste, or Ctrl+V on a computer)
6. Tap Save

This is a manual workaround. The automatic Fetch Note method is preferred when it works.

The MD button in CDA — tap to copy the note for manual pasting into Smart EMR

Printing Documents

After a visit has clinical notes, you can print professional PDF documents.

Available Documents

How to Print (Step by Step)

1. Open the visit record (tap on the visit from the patient's file or from Today's Schedule)
2. Find the print button you need (for example, "Print Prescription") and tap it
3. The app will ask for confirmation. Tap Yes
4. Now you must wait and sync. The app is creating a PDF file in the background. This takes a few seconds
5. Sync the app: pull down on the screen (phone/tablet) or tap the refresh icon at the top right
6. After syncing, a new button will appear. For example, if you tapped "Print Prescription," you will now see a button called "View Prescription"
7. If the "View" button does not appear yet: The PDF is still being generated. Wait 5-10 more seconds and sync again. You may need to sync 2-3 times. Be patient — the PDF needs a moment to be created
8. Tap the "View" button (e.g., "View Prescription"). The PDF will open in your browser or PDF viewer
9. From there you can print it on your printer, share it via WhatsApp, email it, or save it to your files

Print workflow — tap Print Prescription, wait, sync, then tap View Prescription

Reminder About Print Modes

Your prescriptions and orders will look different depending on the PrintMode setting in your Profile (Step 3):

• "Full Letterhead" prints everything on the page: your logo, clinic name, doctor credentials at the top, the prescription/order content in the middle, and your clinic address at the bottom. Use this with blank white paper.
• "Content Only" prints ONLY the patient name, date, and content (medications or orders). No logo, no header, no footer. Use this with your own custom pre-printed paper that already has your clinic branding on it.

To change your print mode: go to the hamburger menu > Setup > Profile > tap on your profile > tap Edit > scroll down to PrintMode_Rx and PrintMode_Orders > change the setting > Save.

Managing Payments

1. Open any visit record
2. The VisitFee field automatically shows the fee based on the service you selected (from your Price List). You can also type a different amount manually
3. After the patient pays, tap the "Mark Paid" button
4. The payment status immediately changes to "Paid"
5. To record how they paid, edit the visit and set the Payment Type: Cash, Credit Card, or Bank Transfer

Financial Reports

1. Tap Finance in the bottom menu (only visible to Admin and Accountant roles)
2. The Report Controls screen appears. You can filter by:
   • Start Date and End Date — define the time period
   • Group By — choose how to group the report results. Options:
     • Category (default) — groups by service type (Consultation, Follow-up, Surgery, etc.)
     • Visit Site — groups by specific workplace name (e.g., Cairo Clinic, Maadi Center)
     • Workplace Type — groups by type of workplace (Clinic, Center, or Hospital)
     • Payment Status — groups by Paid, Pending, Partial, or Waived
     • Payment Type — groups by Cash, Credit Card, or Bank Transfer
     • Patient Type — groups by Private Case, Hospital Case, or Contracted Case
   • Category — filter by service type (Consultation, Follow-up, Procedure, Surgery, Investigation)
   • Workplace Type — filter by type of workplace (Clinic, Center, or Hospital)
   • Visit Site — filter by a specific clinic or hospital
   • Payment Status — filter by Paid, Pending, Partial, or Waived
   • Patient Type — filter by Private Case, Hospital Case, or Contracted Case
   • Payment Type — filter by Cash, Credit Card, or Bank Transfer
   • You can combine multiple filters or leave them empty to see everything
3. Each group shows its subtotal, and the Total Revenue at the top updates automatically based on all your active filters
4. To download the data as an Excel/CSV file: scroll down to the Report Results section and tap the Export button. A CSV file will download to your device which you can open in Microsoft Excel or Google Sheets

Finance dashboard — filter and group your revenue data

Frequently Asked Questions

Quick Reference

Getting Help

Self-Service Resources (Available 24/7):

• This Help Guide is always available inside the app: hamburger menu > Setup > Help
• Smart EMR Documentation: Visit ai4docs.ai/smart-emr/docs for the complete documentation
• Smart EMR FAQ: Visit ai4docs.ai/smart-emr/faq for frequently asked questions and answers
• Tutorials: Visit ai4docs.ai/smart-emr/tutorials for step-by-step visual tutorials
• AI Chat Assistant: Look for the chat widget (chat bubble icon) on any AI4Docs.AI webpage. Our AI assistant can answer most questions instantly

Community Support:

• Join the AI4Docs.AI Doctors WhatsApp Group for tips, questions, and peer support from other doctors using Smart EMR. Find the group link on our website.