Your first day with Doctora should take about 15--20 minutes of setup, followed by a single test encounter. By the end, you will have a fully configured AI scribe ready for real patient visits.
Work through these steps in order. Each one builds on the previous.
1. Sign in and review your profile
Open app.doctora.io in any browser and sign in with the credentials from your invitation email. After signing in, you will land on the onboarding flow where you select your role and EHR system. Once complete, you will see your dashboard with a Getting Started checklist that tracks your progress automatically.
Tip: If you were invited by your office manager, your practice and EHR system may already be configured. The checklist will reflect what is already done.
2. Connect Doctora to your EHR
How you connect depends on your EHR system:
Cloud-based EHR (RevolutionEHR, Eyefinity): Install the Doctora Chrome extension. Click the Install Extension button in your setup checklist, then open your EHR in a Chrome tab. The Doctora icon in your Chrome toolbar will show a colored dot---green means the extension detected your EHR and is connected. The extension runs in the background and handles schedule sync and data transfer automatically.
Local server EHR (CrystalPM, OfficeMate): Use the Doctora Windows Desktop Agent. Check that the agent is running by looking for the Doctora icon in the Windows system tray (bottom-right corner of the taskbar). If the agent is not installed yet, your office manager or IT contact will set it up on the clinic computer that runs your EHR. Once installed, go to Settings > Devices in Doctora and use the pairing code to link the agent to your practice. The agent runs in the background and handles schedule sync and data transfer automatically.
Not sure which you have? Your EHR selection during onboarding determines the connection method. Check your setup checklist---it will guide you to either the extension install or agent pairing step.
3. Verify your exam templates synced
Go to Settings > Templates (or click "Sync Now" in your setup checklist). Doctora imports your EHR's encounter templates so it knows which fields to populate. You should see at least one template listed.
If no templates appear, confirm your EHR connection is active. For Chrome extension users, make sure you are logged into your EHR in a Chrome tab and the extension icon shows a green dot. For Desktop Agent users, check that the agent shows a green icon in the system tray. Then click Sync Now again.
Tip: Templates control which fields Doctora fills. If you use different templates for comprehensive exams vs. contact lens evaluations, Doctora will map to whichever template you select for each encounter.
4. Run a test encounter
This is the most important step. From your dashboard, start a new encounter---you can use a real appointment from your synced schedule or create one manually. Hit Record and narrate findings for 2--3 minutes as if you were examining a patient. Cover a few sections: visual acuities, anterior segment, posterior segment, and an assessment.
Example narration: "Visual acuity OD 20/20, OS 20/25. Slit lamp: lids and lashes clear OU. Conjunctiva white and quiet. Cornea clear, no staining. Anterior chamber deep and quiet..."
Tip: Speak naturally---Doctora is trained on how optometrists actually talk during exams, not on how you write notes. Contractions, abbreviations, and shorthand are all fine.
5. Review the AI output
After you stop recording, Doctora processes your audio and generates structured clinical notes within seconds. Review each section in the editor:
- Are findings placed in the correct fields? (e.g., corneal findings under cornea, not conjunctiva)
- Are lateralities correct? (OD vs. OS vs. OU)
- Are values accurate? (acuities, pressures, cup-to-disc ratios)
Click into any field to edit. Your changes are saved automatically.
Tip: The encounter status will show Ready for Review once processing is complete. After you review and are satisfied, the status advances to Pending EHR Write when you send it.
6. Send your notes to the EHR
Click Send to EHR to push your completed notes into your EHR system.
Cloud-based EHR users: An automation overlay will appear in your EHR's Chrome tab, and you will see Doctora filling in each field. Watch it the first time so you can confirm everything lands in the right place.
Local server EHR users: The Desktop Agent receives the data and writes it directly into your local EHR server. You can monitor the write progress from the encounter status in Doctora.
Once the transfer completes, open the encounter in your EHR and verify the data. The encounter status in Doctora will update to Completed.
Tip: If a field does not map correctly, you can adjust template mappings in Settings or use custom instructions (next step) to change how Doctora formats specific fields.
7. Set up custom instructions
Go to Settings > Preferences to add custom instructions for specific fields. These tell Doctora how you want certain data formatted. For example:
- "Always write IOP in the format 'XX mmHg @ HH:MM' with the time of measurement"
- "For cup-to-disc ratio, use decimal format (0.3) not fraction format (3/10)"
- "Include Van Herick grading when reporting anterior chamber depth"
Start with 1--2 fields where you have strong formatting preferences. You can add more over time.
Tip: Custom instructions apply to all future encounters. They are the best way to make Doctora match your personal charting style without manually editing every note.
8. Toggle off fields you fill manually
In the encounter editor, each field section has a toggle to disable it. If there are fields you prefer to complete yourself in the EHR---such as assessment and plan, or contact lens prescriptions---toggle them off so Doctora skips them during the EHR write.
Disabled fields will not be overwritten when you send notes to the EHR, giving you full control over those sections.
Tip: This is especially useful for fields that require clinical judgment beyond what was dictated, like complex care plans or referral letters.
9. Explore the help assistant
Click the help icon (bottom of the sidebar) to open the Help Center. It includes searchable articles and a "What's New" section for recent updates. If you cannot find an answer, reach out to our team directly.
Tip: The help panel is available from any page in Doctora. You do not need to navigate away from your current workflow.
What to expect going forward
After this initial setup, your daily workflow is simple: make sure your EHR connection is active (Chrome extension running or Desktop Agent in the system tray), start encounters from the Doctora dashboard, record during the exam, review the output, and send to EHR. Most doctors find they spend less than 30 seconds reviewing each encounter after the first few days as they build confidence in the output quality.
Your setup checklist on the dashboard will continue tracking optional steps like syncing contact lens inventory and care plan templates. Complete those when you are ready---they are not required to start seeing patients.