Comprehensive FAQ

Getting started is simple:

1. Launch the OrbVoice app and tap the microphone icon on the Home screen
2. Speak naturally about your patient encounter - no need to format or structure your speech
3. Tap Done to stop recording
4. OrbVoice will process your audio and generate a structured note (SOAP, Discharge Summary, etc.)
5. Review and edit the generated note as needed
6. Export to your EHR or save for later use

The AI automatically organizes your dictation into appropriate medical note sections, so you can focus on natural conversation rather than rigid formatting.

For optimal accuracy and immediate results, OrbVoice requires an internet connection to process audio securely on our HIPAA-compliant servers. However, we offer limited offline functionality:

- Recording: You can record audio offline, and it will be queued for processing
- Processing: Once you're back online, queued recordings will automatically process
- Editing: Previously generated notes can be edited offline
- Viewing: All saved notes are accessible offline for review

We recommend staying connected when possible for the best experience, but understand that connectivity can be challenging in some clinical environments.

Most devices' built-in microphones work well with OrbVoice, but audio quality can significantly impact transcription accuracy:

Recommended Setup:
- Smartphones/Tablets: Built-in microphones are typically sufficient for quiet environments
- Noisy Environments: Consider a quality headset with noise cancellation
- Large Rooms: Lapel or directional microphones can improve capture quality
- Multi-Speaker Scenarios: Omnidirectional microphones work best for patient conversations

Environment Tips:
- Minimize background noise when possible
- Speak at normal conversational pace
- Position device 6-12 inches from your mouth
- Consider acoustic treatment in frequently used dictation areas

For optimal results, follow these dictation best practices:

Speaking Style:
- Use normal conversational pace - neither too fast nor too slow
- Speak clearly and naturally - no need for robotic pronunciation
- Include relevant clinical details (vitals, exam findings, medications)
- Don't worry about saying section headers like "Subjective" or "Assessment"

Content Organization:
- Start with patient identification and chief complaint
- Progress through history, examination, and assessment naturally
- Include specific medications, dosages, and instructions
- Mention follow-up plans and patient education provided

Example Dictation:
"This is a 45-year-old female presenting with chest pain that started this morning. Pain is substernal, sharp, 7 out of 10, radiates to left arm. No shortness of breath or nausea. Physical exam shows blood pressure 140 over 90, heart rate 88, regular rhythm, no murmurs. EKG shows normal sinus rhythm. Troponin negative. Assessment is atypical chest pain, likely musculoskeletal. Plan is ibuprofen 600 mg three times daily, follow up with primary care in one week."

The AI will automatically structure this into appropriate note sections.

Currently, OrbVoice doesn't support pause/resume functionality during a single recording session. However, you have several options for managing longer dictations:

Current Workflow:
- Each recording session must be completed by tapping "Done"
- To add more content, start a new recording session
- Multiple recordings can be combined manually during editing

Workaround Strategies:
- Addendum Notes: Create separate recordings for additional thoughts
- Edit After Generation: Add content directly in the editing interface
- Voice Commands: Use phrases like "Addition to previous note" to indicate supplementary content

Upcoming Features:
We're developing pause/resume functionality based on user feedback. This will allow for:
- Interruption handling during patient care
- Longer dictation sessions with breaks
- Better workflow integration with clinical duties

Yes! OrbVoice includes advanced Conversation Mode specifically designed for multi-speaker scenarios:

How It Works:
- Enable Conversation Mode before recording patient interactions
- The AI automatically identifies and labels different speakers
- Transcription shows clearly marked dialogue between participants
- You can edit speaker assignments if any are misattributed

Optimal Use Cases:
- Patient consultations and interviews
- Family conferences and education sessions
- Multidisciplinary team discussions
- Teaching rounds with residents and students

Best Practices:
- Ensure speakers take turns rather than talking simultaneously
- Use clear introductions: "This is Dr. Smith speaking with Mrs. Johnson"
- Position recording device centrally when possible
- Edit speaker labels for accuracy before finalizing notes

Privacy Considerations:
- Always obtain appropriate consent for recording patient conversations
- Be mindful of sensitive discussions and family dynamics
- Use professional judgment about what content to include in final documentation

OrbVoice provides comprehensive editing tools to ensure your notes meet clinical standards:

Review Process:
1. After recording, review the Note Details screen
2. Switch between different formats (SOAP, Discharge Summary, raw transcript)
3. Check for accuracy in medical terminology, dosages, and patient details
4. Verify that clinical reasoning and plans are correctly captured

Editing Features:
- Section Editing: Modify individual note sections (Subjective, Objective, etc.)
- In-line Editing: Click any text to edit directly
- Template Customization: Adjust note formats to match your preferences
- Voice Re-recording: Re-dictate specific sections if needed

Quality Assurance:
- Always perform final review before signing or submitting notes
- Pay special attention to medication names, dosages, and instructions
- Verify patient identifiers and demographic information
- Ensure clinical decision-making is accurately represented

Collaboration Features:
- Share drafts with colleagues for review (enterprise plans)
- Track changes and maintain edit history
- Add comments and annotations for team communication

AI-generated content should always be reviewed and corrected as needed. Here's how to handle errors effectively:

Common Error Types:
- Medical Terms: Verify complex terminology and drug names
- Numbers: Double-check vital signs, lab values, and medication dosages
- Patient Information: Confirm demographics and identifying details
- Clinical Logic: Ensure assessment and plan align with presentation

Correction Methods:
- Direct Editing: Click on any text to edit in place
- Transcript Editing: Modify the original transcript to improve future AI processing
- Template Adjustment: Customize templates to better match your documentation style
- Re-dictation: Re-record problematic sections for better accuracy

Learning System:
- OrbVoice learns from your corrections to improve future accuracy
- Consistent editing patterns help the AI adapt to your style
- Specialty-specific terminology improves with use over time

Support Resources:
- Report persistent errors to help improve the AI model
- Access specialty-specific dictionaries and templates
- Utilize our support team for complex transcription issues

OrbVoice provides comprehensive note management features:

Individual Note Management:
- Delete: Remove notes that are no longer needed
- Archive: Store completed notes without cluttering active workspace
- Duplicate: Create copies for similar cases or templates
- Version Control: Track changes and maintain previous versions

Multi-Note Operations:
- Batch Selection: Select multiple notes for group operations
- Content Copying: Copy sections between notes for efficiency
- Reference Linking: Connect related notes for continuity of care
- Search and Filter: Find specific notes by date, patient, or content

Merging Workarounds:
While direct note merging isn't currently available, you can:
- Copy content from one note into another
- Use the addendum feature for supplementary information
- Create follow-up notes that reference previous encounters

Organization Features:
- Tag notes by specialty, urgency, or custom categories
- Create folders for different types of encounters
- Use favorites for frequently referenced templates
- Export note collections for reporting or analysis

Choose the appropriate format based on your clinical encounter type and documentation requirements:

SOAP Notes - Best for:
- Routine office visits and follow-up appointments
- Emergency department evaluations
- Urgent care and walk-in clinic visits
- Specialty consultations
- Any encounter focused on assessment and planning

SOAP Structure:
- Subjective: Patient history, symptoms, concerns
- Objective: Physical exam, vital signs, test results
- Assessment: Clinical impression and differential diagnosis
- Plan: Treatment plan, medications, follow-up

Discharge Summary - Best for:
- Hospital discharge documentation
- End-of-episode care summaries
- Transition of care between providers
- Complex cases requiring comprehensive overview
- Insurance and legal documentation

Discharge Summary Structure:
- Hospital course and treatment provided
- Discharge condition and functional status
- Medications and care instructions
- Follow-up appointments and care coordination
- Patient education and safety information

Hybrid Approaches:
Some encounters may benefit from combining elements:
- Extended ED visits with complex decision-making
- Observation unit stays
- Same-day surgery procedures
- Comprehensive annual physicals

OrbVoice makes it easy to view your dictation in different clinical formats:

Format Selection:
1. On the Note Details screen, you'll see format options at the top
2. Tap SOAP Summary for structured subjective/objective/assessment/plan format
3. Tap Discharge Summary for comprehensive episode documentation
4. View Raw Transcript to see unstructured dictation text

Automatic Structuring:
- The AI analyzes your dictation and structures it appropriately for each format
- Medical terminology and clinical reasoning are preserved across formats
- You can switch between formats even after editing
- Changes made in one format carry over to others where applicable

Format Optimization:
- SOAP Format: Emphasizes clinical decision-making and plan development
- Discharge Format: Focuses on episode summary and transition planning
- Custom Templates: Create your own formats for specific specialties or use cases

Best Practices:
- Choose your preferred format before starting dictation when possible
- Review content in your target format before finalizing
- Use the format that best matches your documentation requirements
- Consider institutional preferences and regulatory requirements

Yes! OrbVoice offers extensive customization options to match your clinical workflow:

Section Customization:
- Rename existing sections (e.g., "ROS" instead of "Review of Systems")
- Add custom sections specific to your specialty
- Reorder sections to match your preferred workflow
- Remove sections that aren't relevant to your practice

Template Creation:
- Save frequently used note structures as templates
- Create specialty-specific templates (cardiology, pediatrics, etc.)
- Develop procedure-specific documentation formats
- Build emergency protocols and critical care templates

Advanced Customization (Paid Plans):
- Macro creation for common phrases and medications
- Voice command customization for hands-free operation
- Integration with clinical decision support tools
- Automated population of standard text and disclaimers

Collaboration and Sharing:
- Share templates with colleagues and departments
- Access institution-wide template libraries
- Maintain consistency across care teams
- Version control for template updates

Implementation Support:
- Our team can help design custom templates for your organization
- Training available for advanced customization features
- Best practices consultation for workflow optimization
- Ongoing support for template refinement

OrbVoice offers multiple integration options to seamlessly connect with your EHR system:

Direct EHR Integration:
- Supported Systems: Epic, Cerner, Athena, Allscripts, NextGen, and many others
- Real-time Sync: Notes automatically appear in your EHR workspace
- Single Sign-On: Use your EHR credentials for seamless access
- Bidirectional Flow: Patient information populates from EHR to OrbVoice

Manual Export Options:
- Copy-Paste: Select all note content and paste into EHR note fields
- File Export: Generate Word, PDF, or RTF files for upload
- Email Integration: Send notes directly to EHR email interfaces
- Print Options: Physical copies for scanning or manual entry

API Integration (Enterprise):
- Custom API connections for unique EHR implementations
- Bulk export capabilities for high-volume practices
- Automated workflow triggers and note routing
- Advanced mapping for complex EHR configurations

Setup Process:
1. Contact our integration team at admin@orbdoc.com
2. Provide your EHR system details and requirements
3. Complete security and compliance verification
4. Receive training on integrated workflow
5. Go live with ongoing support

Security and Compliance:
- All integrations maintain HIPAA compliance
- End-to-end encryption for data transmission
- Audit trails for all exported content
- Regular security monitoring and updates

OrbVoice integrates with most major EHR systems and continues expanding compatibility:

Tier 1 - Full Integration:
- Epic: Complete MyChart and provider portal integration
- Cerner: PowerChart and HealtheLife connectivity
- Athena: Clinical documentation and patient engagement
- Allscripts: Professional and TouchWorks compatibility
- NextGen: Office and hospital solutions

Tier 2 - Standard Integration:
- eClinicalWorks: Practice management and clinical documentation
- Greenway: Intergy and Prime Suite support
- Amazing Charts: Clinical workflow integration
- Practice Fusion: Web-based documentation support
- Kareo: Practice management connectivity

Specialty and Niche Systems:
- Meditech: Hospital and ambulatory solutions
- CPSI: Rural and community hospital focus
- Aprima: Specialty practice optimization
- ChartLogic: Comprehensive healthcare documentation
- Many others: Contact us for specific system inquiries

Custom Integration Services:
- In-house Systems: Custom API development available
- Regional EHRs: Specialized integration for local systems
- Legacy Systems: Bridge solutions for older platforms
- Multi-system Environments: Complex workflow coordination

Getting Started:
- Check Settings → Integrations for your EHR
- Contact admin@orbdoc.com for integration setup
- Request custom integration quotes for unique systems
- Access our integration status dashboard for updates

Yes! OrbVoice provides multiple secure sharing options designed for healthcare collaboration:

Internal Sharing (Same Organization):
- Team Workspaces: Share notes within designated groups
- Role-Based Access: Control viewing and editing permissions
- Department Libraries: Access shared templates and protocols
- Real-time Collaboration: Multiple providers can review and comment

External Sharing (Between Organizations):
- Secure PDF Generation: Password-protected documents with encryption
- Time-Limited Links: Temporary access with automatic expiration
- Direct Messaging: HIPAA-compliant communication platform
- Referral Integration: Automated sharing with consulting providers

Patient Sharing:
- Patient Portal Integration: Share appropriate notes with patients
- Family Communication: Secure sharing with authorized family members
- Care Coordination: Share with home health, therapy, and other services
- Educational Materials: Attach relevant patient education content

Security Features:
- End-to-End Encryption: All shared content is fully encrypted
- Access Logging: Complete audit trails for compliance
- Permission Controls: Granular control over who sees what
- Automatic Expiration: Time-limited access prevents unauthorized viewing

Enterprise Solutions:
- Business Associate Agreements: Formal HIPAA compliance documentation
- Custom Workflows: Tailored sharing processes for your organization
- Integration Support: Connect with existing communication platforms
- Training and Support: Comprehensive team training on secure sharing

Contact admin@orbdoc.com for enterprise sharing solutions and advanced security configurations.

Yes, OrbVoice is fully HIPAA compliant and designed specifically for healthcare environments:

HIPAA Compliance Measures:
- Business Associate Agreement (BAA): Available upon request for all healthcare organizations
- Administrative Safeguards: Comprehensive policies and procedures for data protection
- Physical Safeguards: Secure data centers with restricted access and environmental controls
- Technical Safeguards: Encryption, access controls, and audit mechanisms

Data Protection Standards:
- Encryption in Transit: All data transmission uses TLS 1.3 encryption
- Encryption at Rest: AES-256 encryption for all stored data
- Key Management: Secure key rotation and management protocols
- Network Security: Firewall protection and intrusion detection systems

Access Controls:
- Multi-Factor Authentication: Required for all user accounts
- Role-Based Permissions: Granular control over data access
- Session Management: Automatic timeout and secure session handling
- Audit Logging: Comprehensive tracking of all data access and modifications

Compliance Monitoring:
- Regular Audits: Third-party security assessments and penetration testing
- Vulnerability Management: Continuous monitoring and rapid response to security issues
- Incident Response: Established procedures for breach notification and remediation
- Staff Training: Regular security awareness training for all team members

Security Standards:
- HIPAA Compliance: Meeting all healthcare data protection requirements
- Enterprise Security: Advanced security controls and monitoring
- Industry Standards: Following healthcare security best practices
- Regular Audits: Ongoing security assessments and improvements

OrbVoice implements multiple layers of data protection using industry-leading security practices:

Data Storage:
- Geographic Location: US-based data centers with HIPAA compliance
- Redundancy: Multiple backup copies across geographically distributed locations
- Cloud Infrastructure: Enterprise-grade cloud services (AWS/Azure) with healthcare certifications
- Data Residency: Configurable options for specific regional requirements

Encryption Standards:
- At Rest: AES-256 encryption for all stored data
- In Transit: TLS 1.3 for all data transmission
- Key Management: Hardware security modules (HSMs) for encryption key protection
- Database Encryption: Transparent data encryption for all database operations

Access Security:
- Zero Trust Architecture: All access requests verified regardless of location
- Network Segmentation: Isolated environments for different security zones
- VPN Requirements: Secure access for administrative functions
- Endpoint Protection: Advanced threat detection for all connected devices

Backup and Recovery:
- Automated Backups: Daily encrypted backups with multiple retention periods
- Disaster Recovery: Comprehensive business continuity planning
- Geographic Distribution: Backups stored in multiple regions for redundancy
- Recovery Testing: Regular testing of backup and recovery procedures

Data Lifecycle Management:
- Retention Policies: Configurable data retention based on legal and clinical requirements
- Secure Deletion: Cryptographic erasure when data retention periods expire
- Data Minimization: Only necessary data collected and stored
- Anonymization: Personal identifiers removed from analytics and improvement data

OrbVoice implements strict access controls to ensure only authorized personnel can view your clinical data:

User Access Levels:
- Account Owner: Full access to all notes and account settings
- Authorized Users: Team members with explicitly granted permissions
- Read-Only Access: Limited viewing permissions for specific roles
- Temporary Access: Time-limited permissions for covering providers

Role-Based Permissions:
- Attending Physicians: Full note creation and editing capabilities
- Residents/Fellows: Supervised access with attending oversight
- Nurses/PAs: Appropriate access based on clinical role
- Administrative Staff: Limited access for scheduling and coordination

Organizational Controls:
- Department Boundaries: Access limited to relevant clinical areas
- Patient Assignment: Access only to assigned patient cases
- Specialty Restrictions: Subspecialty-specific access controls
- Geographic Limitations: Site-specific access for multi-location practices

OrbDoc Staff Access:
- No Routine Access: Our staff cannot view your notes without explicit permission
- Support Access: Only with your written consent for troubleshooting
- Audit Requirements: All staff access logged and monitored
- Background Checks: Comprehensive screening for all personnel with potential data access

Patient Rights:
- Access Requests: Patients can request copies of their documentation
- Amendment Rights: Patients can request corrections to their records
- Restriction Requests: Patients can limit certain data sharing
- Breach Notification: Immediate notification of any unauthorized access

Monitoring and Compliance:
- Real-time Monitoring: Continuous surveillance of all data access
- Anomaly Detection: AI-powered identification of unusual access patterns
- Regular Audits: Quarterly review of access logs and permissions
- Compliance Reporting: Automated generation of HIPAA compliance reports

OrbVoice provides flexible data retention options to meet clinical, legal, and organizational requirements:

Default Retention Periods:
- Audio Recordings: 30 days for quality assurance and reprocessing
- Generated Notes: Retained indefinitely unless manually deleted
- Edit History: 90 days of version control and change tracking
- Usage Analytics: De-identified data retained for system improvement

Customizable Retention Policies:
- Extended Audio Storage: Up to 12 months for teaching and quality improvement
- Permanent Note Storage: Long-term archival for ongoing patient care
- Automatic Deletion: Configurable auto-deletion after specified periods
- Legal Hold: Indefinite retention for notes under legal review

Audio Recording Management:
- Purpose-Limited Storage: Audio retained only for reprocessing and quality improvement
- Secure Deletion: Cryptographic erasure after retention period expires
- Manual Deletion: Users can delete audio immediately after note generation
- Opt-Out Options: Choose immediate audio deletion for maximum privacy

Note Lifecycle Management:
- Active Storage: Immediate access for ongoing patient care
- Archive Storage: Reduced-cost storage for historical records
- Deep Archive: Long-term storage for legal and compliance requirements
- Secure Destruction: Permanent deletion when retention periods expire

Regulatory Compliance:
- State Requirements: Compliance with varying state medical record retention laws
- Federal Standards: Medicare and Medicaid documentation requirements
- Specialty Guidelines: Extended retention for specific medical specialties
- Legal Discovery: Ability to place legal holds on relevant documentation

User Controls:
- Individual Deletion: Delete specific notes or recordings as needed
- Bulk Operations: Mass deletion for practice transitions or closures
- Export Before Deletion: Download all data before permanent removal
- Retention Reporting: Track what data is stored and for how long

Contact admin@orbdoc.com to configure retention policies that meet your specific organizational and legal requirements.

OrbVoice offers multiple service tiers to meet different clinical needs and practice sizes:

Free Tier - Basic Documentation:
- Monthly Limit: Up to 50 minutes of transcription per month
- Basic Templates: Standard SOAP and discharge summary formats
- Standard Accuracy: Core medical terminology recognition
- Email Support: Response within 48 hours
- Basic Export: Copy-paste and PDF generation

Professional Tier - Individual Practitioners:
- Unlimited Usage: No monthly transcription limits
- Advanced Templates: Specialty-specific formats and custom templates
- Enhanced Accuracy: Improved medical terminology and provider-specific learning
- Priority Support: Response within 4 hours
- EHR Integration: Direct integration with major EHR systems
- Advanced Export: Multiple format options and automated workflows

Practice Tier - Small to Medium Groups:
- Everything in Professional: All individual features included
- Multi-User Support: Team accounts and shared templates
- Advanced Analytics: Usage reporting and quality metrics
- Custom Branding: White-label options for patient materials
- Bulk Operations: Batch processing and management tools
- Dedicated Support: Phone support and training resources

Enterprise Tier - Large Organizations:
- Everything in Practice: All group features included
- Custom Integration: API access and specialized EHR connections
- Advanced Security: Enhanced compliance and audit features
- Unlimited Users: Organization-wide deployment
- Custom Development: Tailored features and workflows
- Dedicated Account Management: Personal support representative

Add-On Services (All Tiers):
- Advanced AI Models: Cutting-edge transcription accuracy
- Specialty Packages: Radiology, pathology, and other specialty enhancements
- International Support: Multi-language capabilities
- Compliance Plus: Additional security and audit features

OrbVoice provides flexible subscription management with easy self-service options:

Upgrading Your Plan:
1. Go to Account → Subscription in the app or web portal
2. Select your desired plan tier
3. Review features and pricing changes
4. Complete payment information if needed
5. Upgrade takes effect immediately with prorated billing

Downgrading Your Plan:
1. Access Account → Subscription settings
2. Choose a lower-tier plan
3. Review feature changes and limitations
4. Confirm downgrade - changes take effect at next billing cycle
5. Receive prorated credit for unused premium features

Subscription Purchased Through App Stores:
- iOS: Manage through iPhone Settings → Subscriptions
- Android: Manage through Google Play Store → Subscriptions
- Web: Use your device's subscription management for app store purchases

Cancellation Process:
1. Immediate Cancellation: Access stops at end of current billing period
2. Data Export: Download all notes and data before cancellation
3. Confirmation Required: Multiple confirmations prevent accidental cancellation
4. Reactivation Option: Easy reactivation within 90 days

Billing and Refunds:
- Prorated Billing: Pay only for time used when upgrading mid-cycle
- Refund Policy: 30-day money-back guarantee for annual subscriptions
- Payment Methods: Credit cards, ACH transfers, and purchase orders (enterprise)
- Billing Support: Dedicated billing team for payment questions

Data During Transitions:
- Upgrade: All data immediately available with enhanced features
- Downgrade: Data preserved but some features may be restricted
- Cancellation: Data available for download for 90 days after cancellation
- Reactivation: All previous data restored upon plan renewal

Special Circumstances:
- Financial Hardship: Contact support for assistance options
- Practice Transitions: Special pricing for mergers and acquisitions
- Academic Discounts: Reduced pricing for educational institutions
- Non-Profit Rates: Special consideration for qualifying organizations

For complex subscription changes or billing questions, contact our support team at admin@orbdoc.com for personalized assistance.

Yes! OrbVoice provides special pricing programs for various healthcare education and organizational scenarios:

Medical Education Discounts:
- Medical Students: 75% discount on Professional plans with valid student ID
- Residents and Fellows: 50% discount for duration of training program
- Faculty Members: Educational institution pricing for teaching hospitals
- Academic Medical Centers: Volume discounts for institution-wide deployments

Large Organization Pricing:
- Volume Discounts: Scaled pricing based on number of users
- 10-50 users: 15% discount
- 51-200 users: 25% discount
- 200+ users: 35% discount + custom features
- Enterprise Agreements: Multi-year contracts with additional savings
- Health System Pricing: Special rates for integrated delivery networks
- Government Healthcare: Federal, state, and local government pricing

Specialty and Non-Profit Discounts:
- Rural Healthcare: Reduced pricing for Critical Access Hospitals and RHCs
- Community Health Centers: Special rates for FQHCs and safety net providers
- Non-Profit Organizations: 20% discount for qualifying 501(c)(3) organizations
- International NGOs: Special consideration for global health initiatives

Professional Organization Benefits:
- Medical Society Members: Exclusive member pricing through partnerships
- Group Purchasing Organizations: Negotiated rates through GPO contracts
- Professional Conferences: Limited-time promotional pricing
- Continuing Education: Discounts for CME and training program participants

Application Process:
1. Verification Required: Provide documentation of eligibility status
2. Institutional Agreements: Formal contracts for large organizations
3. Annual Renewal: Most discounts require annual re-verification
4. Usage Monitoring: Compliance with discount terms and conditions

Available Documentation:
- Student Status: Current enrollment verification
- Residency Programs: Program coordinator confirmation
- Organization Status: Tax-exempt documentation for non-profits
- Government Affiliation: Official government email and documentation

Additional Benefits:
- Extended Support: Enhanced training and onboarding for discounted accounts
- Priority Features: Early access to new features and capabilities
- Community Access: Exclusive user forums and educational resources
- Research Collaboration: Opportunities to participate in clinical research studies

Contact our sales team at admin@orbdoc.com with details about your organization or educational status to discuss available discounts and special pricing options.

OrbVoice includes multiple safeguards to protect your work, even during technical issues:

Auto-Recovery Features:
- Incremental Saving: Audio recorded in small chunks to prevent total loss
- Local Backup: Temporary local storage before cloud processing
- Automatic Retry: Failed uploads automatically retry when connection restored
- Session Recovery: App restart recovers in-progress recordings

If Recording Is Stuck:
1. Check Internet Connection: Verify strong, stable connectivity
2. Wait 2-3 Minutes: Large files may take time to process
3. Force Close and Reopen: Close app completely and restart
4. Check Home Screen: Look for partially processed notes
5. Contact Support: If audio is lost, we can often recover from server logs

App Crash Recovery:
- Automatic Recovery: App typically recovers work on restart
- Temporary Files: Local storage preserves recent recordings
- Cloud Sync: Most data synced to cloud before processing
- Version History: Previous versions available for restoration

Preventing Data Loss:
- Regular Backups: Export important notes regularly
- Strong Connection: Use reliable WiFi or cellular data
- App Updates: Keep OrbVoice updated for stability improvements
- Device Storage: Ensure adequate storage space for temporary files

Recovery Options:
- Server-Side Recovery: Our technical team can often recover "lost" recordings
- Partial Transcripts: Even incomplete recordings may yield useful content
- Reprocessing: Re-upload audio files for improved transcription
- Manual Reconstruction: Use partial data to recreate complete notes

When to Contact Support:
- Recording stuck for more than 5 minutes
- Repeated app crashes during recording
- Missing notes that should have been saved
- Unusual error messages or behavior

Emergency Workflows:
- Backup Recording: Use device's native recorder as backup
- Quick Notes: Document key points immediately after crashes
- Re-dictation: Fresh recording often faster than troubleshooting
- Alternative Devices: Switch to another device if available

For immediate assistance with stuck recordings or data recovery, contact our technical support team at admin@orbdoc.com with details about the issue and your account information.

OrbVoice accuracy improves significantly with optimization and best practices:

Audio Quality Optimization:
- Environment: Choose quiet spaces with minimal background noise
- Microphone Distance: Maintain 6-12 inches from microphone
- Speaking Style: Normal conversational pace with clear pronunciation
- Device Position: Keep device stable to avoid handling noise

Advanced Audio Setup:
- External Microphones: Consider lapel or headset mics for noisy environments
- Noise Cancellation: Use devices or apps with noise reduction
- Acoustic Treatment: Soft furnishings reduce echo and reverberation
- Multiple Microphones: Omnidirectional mics for multi-speaker scenarios

AI Learning and Adaptation:
- Consistent Usage: Regular use helps AI learn your speaking patterns
- Correction Feedback: Edit transcripts to train the AI on your preferences
- Specialty Training: Use medical terminology consistently for better recognition
- Voice Profile: Create personalized voice models for enhanced accuracy

Content and Speaking Techniques:
- Clear Enunciation: Pronounce medical terms clearly and completely
- Spell Complex Terms: Spell out unusual drug names or technical terms
- Use Standard Terminology: Stick to commonly accepted medical language
- Avoid Abbreviations: Speak out full terms rather than abbreviations

Specialty-Specific Improvements:
- Drug Names: Use generic names when possible, spell brand names
- Dosages: Speak numbers clearly (e.g., "twenty milligrams" not "20 mg")
- Anatomical Terms: Use full anatomical names rather than colloquialisms
- Procedures: Use standardized procedure terminology

System Learning Features:
- Custom Dictionaries: Add frequently used terms to personal dictionary
- Template Training: Use consistent templates to improve AI understanding
- Correction Patterns: Regular editing helps AI learn your preferences
- Specialty Models: Access specialty-specific AI models for your field

Troubleshooting Common Issues:
- Accent Recognition: AI adapts to accents with consistent use
- Background Noise: Identify and minimize common noise sources
- Multiple Speakers: Use Conversation Mode for patient interactions
- Technical Terms: Create shortcuts for complex terminology

Quality Monitoring:
- Accuracy Metrics: Track improvement in transcription quality over time
- Error Analysis: Identify patterns in transcription errors
- Feedback Loop: Regular corrections improve future performance
- Performance Reports: Monthly accuracy reports available

Professional Support:
- Training Sessions: Personalized training for optimal dictation techniques
- Accuracy Audits: Professional review of transcription quality
- Custom Optimization: Tailored improvements for specific use cases
- Ongoing Support: Regular check-ins to maintain optimal performance

Contact our accuracy optimization team at admin@orbdoc.com for personalized training and advanced configuration options.

OrbVoice follows a regular update schedule with both automatic improvements and major feature releases:

Update Schedule:
- Minor Updates: Weekly improvements to AI models and bug fixes
- Feature Updates: Monthly releases with new capabilities and enhancements
- Major Releases: Quarterly updates with significant new functionality
- Security Updates: Immediate deployment for critical security patches

Automatic Updates:
- AI Model Improvements: Real-time updates to transcription accuracy
- Cloud-Based Features: New capabilities available immediately
- Performance Optimizations: Background improvements to speed and reliability
- Security Enhancements: Continuous security monitoring and updates

App Store Updates:
- iOS App Store: Updates typically available weekly
- Android Play Store: Regular update releases following iOS
- Web Application: Continuous deployment with immediate access to new features
- Enterprise Deployments: Controlled rollout schedule for large organizations

Getting New Features:
1. Enable Auto-Updates: Turn on automatic updates in your device settings
2. Check App Store: Manually check for updates if auto-update is disabled
3. Web Application: New features automatically available on next login
4. Notification System: In-app notifications highlight new capabilities

Beta Testing Program:
- Early Access: Test new features before general release
- Feedback Integration: Provide input on upcoming capabilities
- Priority Support: Enhanced support for beta participants
- Feature Influence: Help shape development priorities

Release Communication:
- Release Notes: Detailed descriptions of new features and improvements
- Email Updates: Monthly newsletters with feature highlights
- In-App Announcements: Notifications about major new capabilities
- Training Materials: Updated documentation and video tutorials

Feature Request Process:
- User Feedback: Submit requests through app or email
- Community Voting: Popular requests prioritized for development
- Clinical Advisory Board: Healthcare professionals guide feature development
- Implementation Timeline: Regular updates on requested feature status

Backward Compatibility:
- Legacy Support: Continued support for older devices and operating systems
- Data Migration: Automatic migration of data to new formats
- Transition Support: Training and assistance during major updates
- Rollback Options: Ability to revert to previous versions if needed

Enterprise Update Management:
- Controlled Rollouts: Staged deployment for large organizations
- Testing Environments: Separate testing instances for validation
- Change Management: Advance notice and training for major updates
- Custom Deployment: Specialized update schedules for enterprise clients

Staying Informed:
- Blog and News: Regular updates on product development
- User Community: Forums and discussion groups for users
- Webinars: Regular training sessions on new features
- Support Documentation: Continuously updated help materials

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