Smart EMR - Frequently Asked Questions

No. Smart EMR requires no scripts, no code, and no technical setup. All integrations are handled by the backend service. You clone the app, configure your settings (API Key, Doctor Email, Sheet ID), and share your spreadsheet with the service account — that is it.

Check these four things from the Clone & Setup Guide:

1. API Key — Verify the API_Key matches the key shown in CDA (clinic.ai4docs.ai > Settings > General > EMR API Key)
2. Doctor Email — Verify the Doctor_Email is the exact same email you use to sign into CDA
3. Sheet ID — Verify the Sheet_ID is correct (the string between /d/ and /edit in your Google Sheets URL)
4. Sheet Sharing — Verify your Visits spreadsheet is shared with smartemr@ai4docs.iam.gserviceaccount.com as Editor

If all four are correct and it still does not work, try the MD button as an alternative (see manual copy FAQ).

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 status indicator. 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! When you tap "Fetch Note", a browser page opens briefly saying "Note fetched!" — this means the note was retrieved and saved to your visit record. Go back to Smart EMR, sync the app, and 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. This is the MD button method — a reliable alternative to the automatic Fetch Note:

1. 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 that Smart EMR can read.
2. Go to Smart EMR, open the visit record, tap Edit
3. Go to the Clinical Notes tab
4. Tap the ClinicalNotes field and paste
5. Tap Save

This method works independently of the API Key, Sheet ID, and sheet sharing settings.

First, sync the app manually — Smart EMR does NOT refresh automatically:

• 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 syncing 2-3 times, verify your Clone & Setup was completed correctly:

1. API Key — Go to Settings > verify your API_Key matches the key shown in CDA (clinic.ai4docs.ai > Settings > General)
2. Doctor Email — Verify the Doctor_Email in Settings is the exact same email you use to sign into CDA
3. Sheet ID — Verify the Sheet_ID in Settings matches your Google Sheets URL (the string between /d/ and /edit)
4. Sheet Sharing — Verify your Visits spreadsheet is shared with smartemr@ai4docs.iam.gserviceaccount.com as Editor

Alternative: You can always copy the note manually using the MD button in CDA. See the manual copy FAQ below.

When you tap a print button, a new browser tab should open with your document. If the page is blank or shows an error, verify your Clone & Setup:

1. Sheet Sharing — Verify your Visits spreadsheet is shared with smartemr@ai4docs.iam.gserviceaccount.com as Editor
2. Sheet ID — Verify your Sheet_ID in Settings is correct
3. API Key — Verify your API_Key in Settings is correct

If your logo is not appearing on printed documents, try re-uploading it in CDA (clinic.ai4docs.ai > Settings > Profile > Clinic Logo).

Your clinic logo is uploaded through the CDA app, not through Smart EMR. Go to clinic.ai4docs.ai > Settings > Profile tab > Upload Logo. The logo will automatically appear on all printed documents from Smart EMR that use Full Letterhead mode.

• 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 permanently store patient data on our servers. Temporary session data used during AI documentation is automatically cleared.

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.