Your Settings page is the central hub for configuring how Doctora works for your practice. Open it from the gear icon in the top navigation bar, or navigate directly to Settings from the main menu.
Settings are organized into tabs along the left side. This guide walks through each one.
Profile
The Profile tab stores your personal and professional information. This is where you set:
- Name and credentials -- your first name, last name, and post-nominal credentials (e.g., "OD, FAAO").
- Dr. title -- toggle whether Doctora uses the "Dr." honorific when displaying your name.
- NPI number -- your individual National Provider Identifier, used for billing output.
- Doctor signature -- the name that appears on Doctora-generated entries when data is written into your EHR. Defaults to your display name, but you can customize it (e.g., "Dr. J. Smith").
Click Edit to modify any of these fields, then Save to apply.
Chart Preferences
The Chart Preferences tab controls how Doctora processes and structures your clinical documentation. It contains several collapsible sections:
Transcription mode
Choose between batch processing (audio is transcribed after the encounter ends) and real-time (audio is transcribed continuously as you speak). Real-time mode shows a live transcript during the exam. See Transcription Best Practices for guidance on getting the best results from either mode.
Equipment and devices
Register the specific diagnostic instruments in your office -- fundus camera model, OCT device, visual field analyzer, and ERG unit. When Doctora generates documentation for special tests, it references these device names automatically.
Exam method defaults
Set your preferred funduscopy techniques (dilated and undilated), default dilation drops, and tonometry method. These defaults pre-populate the exam documentation so you do not have to dictate routine technique details every time.
Custom instructions
Add a global instruction that applies to every encounter Doctora processes. This is a free-text field where you can specify documentation style preferences, standard phrases, or clinical conventions unique to your practice. You can also add field-level instructions that target specific parts of the chart. For a full walkthrough, see Custom Instructions.
Field visibility
Every field in the Doctora exam schema can be toggled on or off. Hiding a field means Doctora will not extract or display data for it, keeping your output focused on the sections you actually use. Fields are grouped by clinical section (e.g., Anterior Segment, Posterior Segment, Visual Acuity). You can toggle entire sections at once or control individual fields.
Billing export
Control whether Doctora generates CPT codes, ICD-10 codes, or both. You can also toggle the relationship mapping between diagnoses and procedures. If your practice handles billing separately, you can disable these sections entirely to simplify the chart output.
EHR Integration
The EHR Integration tab has two sub-tabs:
Connection
For browser-based EHRs (RevolutionEHR, Eyefinity), this tab confirms whether the Doctora Chrome Extension is installed and connected. If it is not, you will see a prompt to install it from the Chrome Web Store. For installation help, see Chrome Extension Install.
For desktop EHRs (CrystalPM), this tab shows connected Windows Desktop Agents. You can pair new devices using a one-time code, view device status (hostname, OS, app version, last seen time), and remove devices that are no longer in use.
Data sync
View and manage data synchronization between Doctora and your EHR -- including template sync status and any pending data transfers. For details on how templates flow between systems, see Template Sync.
Practice
The Practice tab manages your practice-level settings:
- Practice name -- the name displayed throughout the Doctora interface and on generated documentation.
- EHR system -- select which EHR your practice uses (RevolutionEHR, Eyefinity, CrystalPM, or Other). This determines which integration adapter Doctora loads and what data capabilities are available. After selecting a system, the page displays supported data domains (Appointments, Encounters, Patients, etc.) and whether each supports read, write, or both.
- Locations -- manage your practice locations if you operate from multiple offices.
Team
The Team tab is where practice administrators manage users:
- Invite team members -- send email invitations to doctors or staff. Doctors occupy paid provider seats; staff members (technicians, opticians, office managers, receptionists) are included at no additional cost.
- Seat management -- view how many provider seats are in use, how many are available, and how many invitations are pending.
- Member roles -- each team member has a role (doctor, receptionist, tech, optician, office manager) that determines their access level.
- Remove members -- deactivate team members who have left the practice to free up seats.
Subscription
The Subscription tab handles billing and plan management. View your current plan, payment history, and manage your subscription through the integrated billing portal.
Theme and Appearance
Doctora supports light and dark modes. Toggle between them using the sun/moon icon in the top navigation bar (not in Settings). The theme preference is remembered across sessions. Dark mode applies throughout the entire interface, including the chart editor and settings pages.
Quick Reference
| Setting | Where to find it | |---|---| | Name, NPI, credentials | Settings > Profile | | Transcription mode | Settings > Chart Preferences | | Equipment and devices | Settings > Chart Preferences | | Exam technique defaults | Settings > Chart Preferences | | Custom instructions | Settings > Chart Preferences | | Field visibility | Settings > Chart Preferences | | Billing codes (CPT/ICD) | Settings > Chart Preferences | | EHR system selection | Settings > Practice | | Extension/agent status | Settings > EHR Integration > Connection | | Data sync | Settings > EHR Integration > Data Sync | | Team members and invites | Settings > Team | | Plan and billing | Settings > Subscription | | Dark mode | Top navigation bar (sun/moon icon) |