What Is It?
The Doctora Windows Desktop Agent is a lightweight application that runs on your practice's Windows computer and connects Doctora to your local EHR server. It sits in the system tray (the small icon area near your clock) and works quietly in the background.
Why Is It Needed?
Doctora's Chrome extension works well with cloud-based EHR systems that run in a web browser. But some EHR systems--like CrystalPM and OfficeMate--store their data on a server inside your office rather than in the cloud. The Chrome extension has no way to reach that local server directly.
The Windows Desktop Agent solves this by acting as a bridge. It connects to your local EHR database on one side and communicates securely with Doctora's cloud services on the other. This allows Doctora to read your schedule, pull patient information, and write exam data back into your EHR--all without changing how your EHR system works.
Supported EHR Systems
- CrystalPM -- fully supported
- OfficeMate -- coming soon
- Additional local-server EHRs will be added over time
Setup
Getting started takes about five minutes:
- Download the installer. Your Doctora representative will provide a download link, or you can find it in your Doctora dashboard under Settings > Integrations.
- Run the installer. Follow the on-screen prompts. The application installs like any standard Windows program--no special permissions or server configuration required.
- Enter your pairing code. When the agent starts for the first time, it will ask for a pairing code. You can find this code in your Doctora dashboard under Settings > Integrations > Windows Agent. The code links this specific computer to your practice's Doctora account.
- Verify the connection. Once paired, the agent icon in your system tray will turn green, indicating a successful connection. Your Doctora dashboard will also show the device as online.
How It Works
After setup, the agent runs automatically whenever your computer is on. Here is what it does:
Schedule sync. The agent reads your appointment schedule from the local EHR and sends it to Doctora so it appears in your dashboard and is available for AI processing.
Data entry. When Doctora generates exam findings, ICD codes, or other clinical data, the agent writes that information directly into the appropriate fields in your local EHR. This saves your providers from manual data entry.
Secure communication. All data is transmitted over an encrypted connection. The agent authenticates with Doctora's servers using the pairing code established during setup. No patient data is stored on disk outside of your existing EHR database.
Automatic updates. The agent checks for updates periodically and can update itself without requiring manual intervention.
System Requirements
- Windows 10 or later
- Network access to your local EHR server (typically already in place on any workstation that runs the EHR)
- Internet connection for communicating with Doctora's cloud services
Troubleshooting
If the system tray icon shows a yellow or red indicator, the agent is having trouble connecting. Common fixes:
- Make sure the computer has internet access
- Check that your EHR server is running and reachable from this machine
- Restart the agent by right-clicking the tray icon and selecting "Restart"
- If the issue persists, contact your Doctora representative for assistance