A complete overview of everything Doctora can do for your practice.
Your Daily Workflow
Doctora replaces manual charting with an AI-powered pipeline: record the exam, review the generated chart, and send it to your EHR. Here is how each step works.
The Dashboard
When you log in, you land on the dashboard. It shows today's schedule pulled directly from your EHR, along with stats for total patients, in-progress encounters, and completed encounters. If you are still setting up, a progress card walks you through the remaining steps.
Select any patient from the schedule to open their encounter. You can also navigate to past or future dates to see those schedules.
Recording an Encounter
Click a patient from the schedule to open the encounter panel. Press the microphone button to start recording. Doctora uses real-time medical transcription with speaker diarization, so it distinguishes between you and the patient as you speak. You will see a live transcript streaming as the conversation happens.
You can pause and resume recording at any point---useful when you step out of the room or need to handle something unrelated. When the clinical conversation is done, stop the recording.
If you prefer, you can switch to batch transcription mode in your user preferences. Batch mode uploads the audio after you stop recording rather than streaming in real time. Some doctors prefer this for shorter encounters.
Demo mode: Before your first real patient, try the built-in sample exams. The dropdown on the recording controls lets you run a simulated encounter to see how Doctora processes data.
Generating the Chart
After recording, click Generate Chart. Doctora's AI pipeline runs in stages:
- EHR Extraction -- Converts your spoken conversation into structured clinical data: chief complaint, HPI, review of systems, examination findings, refraction, IOP, slit lamp, fundus, and more.
- ICD-10 Generation -- Analyzes the clinical data and suggests diagnosis codes with full axis resolution (laterality, type, stage). Each code is linked to the relevant CPT codes.
- Contact Lens Processing -- If the encounter involves a contact lens fitting, Doctora extracts lens parameters, trial lens data, and fitting evaluation.
- Care Plan Suggestions -- Generates care plan items for each diagnosis, drawing from your practice's care plan library and past usage patterns.
The entire pipeline typically takes 10-15 seconds.
Reviewing and Editing the Chart
The chart opens in a structured editor organized by clinical section: Background (chief complaint, HPI, ROS, medical/family/social history, medications, allergies), Examination (entrance vision, pupils, EOMs, confrontation fields, slit lamp, fundus), Refraction, Tonometry, Contact Lenses, and Assessment/Plan.
Every field is editable. Click any value to change it. The slit lamp and fundus sections use a streamlined picker interface---click a structure (cornea, lens, iris, etc.) and select from the finding options or type custom findings. OD and OS are displayed side by side, and a copy button lets you duplicate findings from one eye to the other.
Sections not in your template: If the encounter covers something outside your default template (for example, contact lens testing during a routine exam), use the Add Section button to include it. Added sections are saved per-encounter, not globally.
Billing: ICD-10 and CPT Codes
The Assessment & Plan section at the bottom of the chart is where billing lives. Each ICD-10 code is linked to one or more CPT codes. You can:
- Edit or remove any AI-suggested ICD-10 code
- Add additional codes by searching the ICD-10 catalog
- Resolve axis values (laterality, type, severity) using the completion dialog when a code needs specificity
- Link or unlink ICD codes from CPT codes (up to 4 ICDs per CPT)
- Select exam-level CPT codes (92002-92014) based on patient type and visit complexity
Doctora tracks encounter time (recording duration plus chart review time) to support E/M level coding decisions.
Care Plans
Below each ICD-10 code, Doctora shows care plan items. These come from three sources:
- AI-generated -- Created by the AI based on the clinical context
- Library suggestions -- Drawn from your practice's care plan library, ranked by how often they have been used for this diagnosis
- Custom -- Anything you type in manually
You can pin frequently used care plans so they always appear as suggestions for a given diagnosis family. Suggestions show usage counts (e.g., "used in 8 of 12 encounters for this diagnosis") so you can see what your practice typically recommends.
Sending to Your EHR
When the chart looks right, click Send to EHR. Doctora writes the data directly into your EHR system through the Chrome extension or Windows agent. Before sending, it validates that all ICD-10 codes are fully resolved (no missing laterality or other required axes).
You can also export the encounter as a PDF or copy the chart as plain text for pasting into other systems.
Past Exams
Click the history icon on any patient in the schedule to open the Past Exams portal. This pulls the patient's previous encounter data from your EHR and displays it in a structured view: refraction, special testing, diagnoses, contact lens info, visual acuity, tonometry, anterior and posterior segment findings, and background history.
At the top, a Quick Facts grid summarizes key data points across past visits. If a PDF or XML artifact is available from the EHR, you can view or download it directly.
Past exam data syncs from your EHR automatically. Use the sync badge on the schedule to trigger a fresh pull if needed.
Templates
Doctora uses templates to determine which fields appear in the chart editor for each encounter type. Templates map to your EHR's encounter types---a comprehensive eye exam template includes different sections than a contact lens follow-up.
On the dashboard, you can override the template for any specific encounter using the Template Selector dropdown. This is useful when the EHR's encounter type does not match what you are actually doing (for example, a patient booked for a routine exam who turns out to need a contact lens evaluation). The override applies only to that encounter.
Templates sync from your EHR during initial setup and can be managed in Settings > EHR Integration.
Customization
Chart Preferences
Found in Settings > Chart Preferences, this is where you tailor Doctora's output to match how you practice.
Field Visibility: Toggle individual fields on or off. If you never document confrontation visual fields, hide that section. If you always want the tear film assessment, make sure it is enabled. This controls what appears in the chart editor and what the AI extracts from your recordings.
Billing Preferences: Enable or disable billing-related field groups.
Exam Workflow Settings: Configure your default techniques and equipment:
- Dilated vs. undilated fundus examination techniques (BIO 20D, SLE 78D, etc.)
- Dilation drop protocol (Tropicamide concentration, Phenylephrine, Cyclopentolate, etc.)
- Default tonometry method (Goldmann, iCare, Tonopen, non-contact, etc.)
- Special testing devices (which OCT, fundus camera, and visual field analyzer you use)
These defaults are applied automatically so the AI generates documentation that matches your actual equipment and methods.
Custom Instructions
Also under Settings > Chart Preferences, custom instructions let you tell the AI how you want specific fields documented. There are two levels:
- Global instruction -- Applies across all fields (e.g., "Always use formal medical terminology" or "Keep HPI to 2-3 sentences")
- Field-level instructions -- Target specific sections with info, warnings, or requirements (e.g., a requirement on the Assessment field: "Always include a differential diagnosis for any new finding")
Instructions are categorized by type (info, warning, requirement) so you can distinguish between preferences and hard rules.
Transcription Mode
Under your user preferences, you can choose between real-time and batch transcription. Real-time shows the transcript as you speak. Batch uploads and processes the audio after you stop recording.
EHR Integration
Doctora integrates with your EHR through the Chrome extension (for web-based EHR systems like RevolutionEHR and Eyefinity) or a Windows desktop agent (for on-premise systems like CrystalPM).
Chrome Extension
The extension handles three things:
- Schedule sync -- Intercepts appointment data from your EHR and brings it into Doctora's dashboard
- Template sync -- Pulls your EHR's encounter templates so Doctora knows which fields to populate
- Data write-back -- Sends completed chart data into the correct EHR screens and fields
The extension status and sync state are visible in Settings > EHR Integration, which shows per-screen sync status for EHRs that use multiple entry screens (like RevolutionEHR).
Supported EHR Systems
- RevolutionEHR -- Full integration with screen-by-screen data entry (HPI, ROS, medications, allergies, assessment, plan, coding, contact lens)
- Eyefinity -- Browser-based integration through the Chrome extension
- CrystalPM -- Windows-based integration through the desktop agent with field mapping configuration
- Other systems -- Manual workflow with PDF/text export
Practice Management
Team Management
Found in Settings > Team. Invite team members by email, assign seat licenses, and manage roles. Each provider gets their own profile, preferences, and custom instructions.
Provider Profile
In Settings > Profile, set your name, credentials, NPI number, and signature line. The "Dr." honorific toggle controls how your name appears on generated documentation. These details are used on encounter PDFs and chart headers.
Subscription
Manage your subscription plan and billing in Settings > Subscription.
Locations
Multi-location practices can configure separate locations in Settings > Practice.
The Calendar
The full calendar view (accessed from the Schedule tab in the navigation) shows a week or day view of all appointments. Calendar settings let you:
- Set working hours and visible hours
- Choose a calendar theme
- Configure how appointment badges display
- Adjust slot display preferences
Insurance Eligibility
The Eligibility page lets you verify patient insurance eligibility. Enter patient and insurance details to check coverage before the appointment.
Additional Features
Dark mode: Doctora supports light and dark themes. The calendar and chart editor respect your system or browser theme preference.
Keyboard shortcuts: The recording controls and chart editor support keyboard-driven workflows for faster documentation.
Encounter PDF export: Generate a formatted PDF of any encounter for printing, faxing, or attaching to referral letters. The PDF includes all clinical sections, billing codes, and care plans.
Activity tracking: Doctora tracks recording duration and chart review time per encounter, providing the time data you need for E/M level documentation.
Onboarding guide: New accounts see a setup progress card on the dashboard that walks through EHR connection, extension or agent setup, template sync, and first recording.