Your clinic’s first steps with Waraqa
A practical guide to the workspace, device preparation and a first team rehearsal. Start with fictional data and confirm your clinic’s approved procedures before patient use.
A clear starting point for every role
Doctor
Review and approve the documentation for the visits you are responsible for.
- Sign in with your own clinic account. Check your clinic identity and complete the setup required by your clinic; this guide does not replace an agreement or release approval.
- Open the patient’s visit from New Session or the waiting queue. Confirm identity and review the available background and intake before starting.
- Show the patient or guardian the consent screen when required. Recording starts only after the required saved consent and permissions are in place. If recording is declined, continue with typed notes.
- Stop the recording and follow the displayed saving and processing status. If an error appears, use the available recovery or retry instructions; do not assume an unsaved recording is safe to discard.
- Compare the draft with the original conversation and source references. Correct omissions, attribution, negation, uncertainty and medication details. Review the clinical note and separate patient summary before approving their exact versions.
Assistant doctor
Prepare patient intake and hand it to the treating doctor within your assigned access.
- Use your own invited account and confirm your clinic and assigned role. Do not use another clinician’s credentials.
- Open Patient Intake and select the correct waiting patient. Confirm identity and check the information already available to your role.
- Record the patient’s reported history and intake accurately. Preserve the source, missing information and uncertainty; do not invent findings.
- Use recording only when your assigned permissions enable it and the required consent is saved. Otherwise continue the permitted intake without recording and ask the treating doctor for guidance.
- Save the intake and hand it to the treating doctor. Final clinical decisions and approval of the documentation remain with the doctor.
Front desk
Coordinate appointments, patient contact details and the queue.
- Sign in with your own front-desk account and check that the correct clinic is shown.
- Use Book Appointment or Patients to find or register the correct patient. Confirm contact details with the patient and check for an existing record before creating another.
- Review the appointment and mark arrival in the Queue when the patient arrives. Keep administrative updates accurate for the clinical handoff.
- Manage administrative information only. Transcripts, diagnoses and clinical notes are outside the front-desk workspace.
- Refer clinical questions, consent questions and requests about clinical records to the treating doctor or the clinic’s designated contact.
Prepare the device and microphone
- Use the clinic’s approved device, browser and network. Check power and connectivity; confirm the device clock and interface language.
- Choose a quiet position where both speakers can be heard. Place the microphone securely without blocking the conversation.
- Select the intended input device and allow browser microphone access only when appropriate. Check operating-system privacy settings if the browser cannot detect it.
- Rehearse a short fictional conversation in the approved test environment. Check the visible recording status and, where available, playback or transcript before the first clinic session.
- If permission, capture or saving fails, stop and read the displayed error. Check the input, browser permission and network, then use the available retry or typed-note path. Never bypass consent or permission checks.
- Keep screens private, use individual sign-ins and sign out on shared devices. Do not put patient details, recordings or transcripts into support screenshots or the pilot worksheet.
Run a fictional clinic rehearsal
Use the existing four-step walkthrough as the clinic demonstration, then rehearse the assigned role workflows with fictional data in an authorised test environment. No live processing is started by this guide.
Open the product walkthrough- Arrival: front desk confirms a fictional appointment and arrival; the assistant doctor prepares intake if assigned.
- Capture: the doctor checks identity and the consent/refusal path. Rehearse refusal with typed notes as well as the permitted recording path.
- Review: compare the original words with the draft. Deliberately check one correction, a negative statement and an uncertain finding.
- Summary: check the separate patient summary, both output languages and the handoff back to the patient. Never treat unreviewed text as final.
Record pass, retry or blocked for each role. Stop for unexpected access, wrong-patient context, unsaved work or a critical documentation issue. The clinic owner should review the guide and rehearsal results before adopting the workflow.
Measure the pilot without assuming a result
Begin with repeatable fictional scenarios. Agree the scope, participants, environment and success criteria with the clinic owner before collecting observations. Any later patient pilot needs its own approvals and procedures.
- Documentation baseline
- Time manual documentation of the same fictional case, from starting the note to completing it. Record seconds; do not use an assumed five-minute baseline.
- Review and correction
- Time the doctor’s active review and correction from opening the draft to the reviewed version. Record setup time separately; record total workflow elapsed time separately from active work.
- Quality and completion
- Count corrections, flag critical issues and record whether the role’s task completed. Have the doctor assess clinical meaning; a faster task is not sufficient evidence of acceptable quality.
- Comparison
- Compare like-for-like scenarios, languages and devices. Show raw observations and the number of trials. Baseline minus review/correction and setup is a scenario comparison, not guaranteed time savings or additional revenue.
Use scenario codes, not patient identifiers. Keep comments free of health information. Summarise completion, errors and timings by role and language; log the clinic owner’s review, outstanding issues and the decision to repeat or proceed. This page does not collect measurements.
Privacy and support
For help with setup or a blocked step, contact support@waraqa.io. Describe the device, browser, role and error without patient information.