Smart EMR - Frequently Asked Questions

No. You only run setupIntegration once during your initial setup (Step 2C in the documentation). After that, it works automatically forever. You never need to touch Apps Script again.

Check that your API Key and Doctor Email are correct:

1. Go to the hamburger menu > Setup > Edit Integration Settings
2. Verify that the API_Key matches the key shown in your CDA app settings (at clinic.ai4docs.ai > Settings > EMR Integration)
3. Verify that the Doctor_Email is the exact same email you use to sign into CDA
4. If either is wrong, tap Edit, correct it, and Save
5. Also verify that you completed the Apps Script authorization (Step 2C). Open your Visits spreadsheet in Google Sheets > Extensions > Apps Script > select checkStatus > Run. It should say "ACTIVE!"

Yes. Go to the hamburger menu > Setup > Users. Assign each staff member the role that matches their job (Admin, Assistant, Secretary, Nurse, Accountant, Pharmacist, or Lab Tech). Each role has specific permissions that control what they can see and do. See the Complete Permissions Table in the documentation for details.

Go to Setup > Manage Workplaces and add all your clinic locations. When you book an appointment or start a visit, you select which workplace the visit is at. The correct clinic address and phone number will automatically appear on printed documents.

Go to Setup > Users, find their entry, tap Edit, and set Active to No. This immediately blocks their access. You can also delete their user record entirely.

Go back to the CDA app (clinic.ai4docs.ai) and check the "Send to EMR" button. It must be BLUE, not green. Green means the AI is still processing. Wait for it to turn blue, then return to Smart EMR, sync the app, and try fetching again.

No! If the button disappeared and you see the green message "Note saved successfully!", that means the note was fetched correctly and is saved in your visit record. Scroll to the Clinical Notes section to see it. The button disappears on purpose after a successful fetch. Remember to tap "Reset CDA" after every successful fetch.

Yes. Tap the "Reset CDA" button on the visit. This clears the AI session completely and lets you start fresh. After resetting, select "Start CDA" again and repeat the process.

Yes. In the CDA app (clinic.ai4docs.ai), after the AI generates your note, look for the "MD" button and tap it. This copies the note in markdown format. Then go to Smart EMR, open the visit, tap Edit, go to the Clinical Notes tab, tap the ClinicalNotes field, and paste. Tap Save.

This is the most common point of confusion. Smart EMR does NOT refresh automatically. After every action, you must sync the app manually:

• On a phone or tablet: Pull down on the screen with your finger (like pulling down a curtain)
• On a computer: Tap the circular arrows icon at the top right of the screen

If the button still does not appear after one sync, wait a few seconds and sync again. Sometimes you need to sync 2-3 times.

The app needs time to create the PDF file. After tapping any print button, wait 5-10 seconds, then sync the app (pull down or tap the refresh icon). The "View" button will appear after syncing. If it still does not appear, wait a few more seconds and sync again.

• Full Letterhead = The app prints everything: your logo, clinic name, credentials, patient info, the content, and clinic address at the bottom. Use this when you print on blank white paper.
• Content Only = The app prints ONLY the patient name, date, and content. No logo, no header, no footer. Use this when you print on your own custom pre-printed paper that already has your clinic branding.

Go to the hamburger menu > Setup > Profile. Tap on your profile entry, then tap Edit. Scroll down to PrintMode_Rx (for prescriptions) and PrintMode_Orders (for lab/imaging orders). Change your selection and Save.

Tap Finance in the bottom menu, set your date range, choose a grouping option (e.g., by Category, Visit Site, or Payment Type), and apply any filters you want. Scroll to Report Results and tap the Export button. A CSV file (which opens in Excel) will download to your device. Only Admin and Accountant roles can do this.

Yes. In the Finance screen, use the Group By dropdown and select "Visit Site" to see revenue grouped by each workplace. You can also select "Workplace Type" to see totals for all Clinics vs. Centers vs. Hospitals. You can further narrow the results using the Workplace Type filter or the Visit Site filter.

Smart EMR is included at no extra cost with any AI4Docs paid subscription. You need an active subscription to clone and set up the template. Once set up, the EMR app and all your data stay in your Google account forever — even if you later cancel your subscription.

You keep Smart EMR and all your patient data forever. The app lives in your Google account. You just will not be able to use CDA for AI documentation — but your EMR keeps working for manual data entry, printing, and all other features.

Smart EMR is compliance-ready, but actual compliance depends on your setup. With a Google Workspace (Business) account and a signed BAA, you can meet HIPAA requirements. Personal Google accounts do not support BAA. You are responsible for configuring access controls, sharing settings, and following your local regulations. We do not store any patient data on our servers.

Yes — it is your app. You can add custom fields and views for your specialty. However, customization requires some AppSheet knowledge. Be careful not to modify existing tables, views, or formulas that the CDA integration depends on, as this could break the connection between Smart EMR and CDA.

No. You clone a pre-built template to your Google account and follow our step-by-step setup guide. The app works on your phone (via the AppSheet app), tablet, and desktop browser. No coding or technical skills are needed for regular use.