Documentation that finishes itself, so the visit can be about the patient.
Scribe, coding, pre-check, quality and follow-up — one place for every provider and every team at Hillside.
San Antonio · El Paso · Killeen
Hillside Scribe
AI-powered medical documentation for our providers and clinical staff
Access restricted to authorized Hillside Medical Group accounts and approved partner accounts (@iglobalservices.net, @mbsrcm.com)
⚠ AUTHORIZED USE ONLY
This is a private system for Hillside Medical Group and contains protected health information (PHI). Access is limited to authorized personnel with an approved account. Unauthorized access, use, or disclosure is strictly prohibited and may result in disciplinary action and civil or criminal penalties under applicable law, including HIPAA and the Computer Fraud and Abuse Act. Activity may be monitored and recorded. If you are not an authorized user, do not attempt to sign in.
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Access Pending
Your account is not yet set up. Access is invite-only — ask an administrator to add you under Settings › Users using the exact email shown below, then sign in again.
Hillside Scribe
Population Healthv—
Orders
Patients a provider has ordered for care management. Every one of them has already been told that somebody will call within one business day — the clock started when the order was sent, not when you opened this.
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Worked today
Every call you have worked today, and how it ended. Nothing here can be edited — a correction is a new line, not a rewrite of the old one.
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My numbers
The last thirty days, split between the two programmes — they are not one number wearing two hats. CCM is a monthly call; APCM is lighter and less often, so forty of one is a different week from forty of the other.
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Hillside Scribe
Front Desk
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Hillside Scribe
Labv—
Where are you working today?
Your patient list is built from this. You can change it any time from the header.
Reading today’s check-ins…
Hillside Scribe
Labv—
Dashboard
Everything on this screen is today, at this location.
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Patient list
Checked in for a lab draw at this location today. A patient who has not arrived is not on it, and a patient booked elsewhere is not on it whoever is signed in here.
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End of day
This closes the location, not the person — if two of you worked here today, both of your draws are on this page. The courier takes the paper copy; the same report goes to the lab by email and is kept here.
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Reports
Find one patient by PRN — what was booked, what was drawn, which manifest it left on, and what was written down if nothing was collected.
Record the draw
Log call
Telephone outreach
Send the order
Care management order
👋
Complete Your Profile
Set up your provider account before you begin scribing.
Required for providers — used on clinical orders and referrals.
Hillside Scribe
AdminAdmin›Command centerv—
Command center
What needs somebody now, how the practice is doing, and whether the scheduled jobs ran.
Reviews for the locations assigned to you. Day, month, quarter or year.
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✎ Draft a letter on letterhead
Anything — a referral, a reference, an employer or insurer letter, a notice to staff.
Describe it and the AI drafts it; you edit it, and it prints on Hillside letterhead,
dated today and signed as you.
Your work
What you documented, out of what was due on the patients you saw.
Preventive refusals by medical assistant
Share of preventive items each MA recorded as “patient refuses”. Anyone more than
two standard deviations from the other MAs is flagged — in either direction.
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Productivity & Bonus Tracking (wRVU)
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Read-only. Lists every entry that does not count, and why.
Provider
Quarterly goal
Provider #
Bills pending
VA #
Billing #
Data entry %
Avg dictation
Avg chart open
To goal
Over
Bonus
VA
Billing
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Active Users
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Pending Invitations
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Notes (30 days)
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Total Users
Coding Summary — practice wide
Top conditions and codes across every provider. For the filters, the bell curve and the MDM detail, open Super Bills.
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Conversations by user — CCM, APCM, Preventive, ACP, Counseling
Who is having the conversation, and how it goes. MAs and providers on one list, because the question is the same for both.
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Counseling by psychiatry provider
Sessions of more than 16 minutes of psychotherapy, documented per provider, side by side. Shorter sessions and medication-only visits are not counted here — 99213 with 90833 needs the time, so a session that cannot support the add-on is not a session this measure is about. Providers see only their own figures on their own dashboard.
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Recent Activity
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Provider Summary
Provider
Patients Seen
Superbills Created
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🔒 Sign-in attempts
Every account that reached the Scribe sign-in hook, allowed or refused. A refused attempt never gets
a session, never reaches Firestore and never sees a patient — this is the record of who knocked.
Quality
Calendar-year measures, by practice and by provider. The practice number pools patients; each provider's denominator is the patients they saw.
Quality Measures — BP, A1c & Microalbumin
Controlled BP = < 140/90 · Controlled A1c = < 8.0, per patient, their most recent reading in the calendar year — a March reading is replaced by a July one, and the year resets on 1 January. Patients are matched on PRN. Microalbumin is a once-a-year screen over the same year. Admin only — providers do not see the microalbumin measure.
Controlled Blood Pressure
< 140/90
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— / —
Controlled A1c
< 8.0
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— / —
Microalbumin Documented
calendar year · once a year
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— / —
Security
Hillside Scribe’s security posture, the agreements that cover it, and the record of every independent test.
Security & HIPAA Attestation
Current security posture and remediation record for Hillside Scribe.
🛡 Compliance agreements on file
Signed with Google for Hillside Medical Group’s Workspace tenant. Scribe keeps PHI
in Google Cloud, so these are the agreements that cover it. This card is the
practice’s record of what was accepted and when — the agreements themselves
live in the Google Admin console, and that is where an auditor should be sent.
🛡 Penetration testing
Independent security testing of scribe.hillsidemedicalgroup.com. This card is
the practice’s record of each assessment and where every finding stands.
The reports themselves are confidential and are kept outside this application —
they are not published here, because a report full of proof-of-concept screenshots
sitting at a public URL would be the first finding of the next assessment.
Patient Assignment
Pre-load patients for each provider by location. When a provider logs in, their assigned patients appear automatically — no manual entry needed.
Import ▾
Patient
MRN
DOB
Provider
Location
Actions
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Billing
To protect note-generation speed for all providers, CPT & ICD-10 coding runs as an after-hours batch (default 5:00 PM). Notes queue automatically during the day. Codes are AI guidance; the clinician approves what is billed under their NPI.
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Coded today
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In queue
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Failing / retrying
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Coded (all time)
Showing the last 31 days by default — set From / To to look further back.
Coding Analytics
Reflects the search, provider, status and date filters below, plus the analytics filters here.
Drag one or more patient folders here to bulk-audit (each folder = one patient)
Completed
Patient
MRN
Provider
CPT by Gemini
CPT by Sully
MA min
Prov min
ICD-10
MDM
Provider approval
Status
Actions
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Sent
Type
Patient
MRN
Ordered
Destination
Provider
EMR copy
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Note Review
Review notes generated by all providers for quality. Filter by provider and date completed, then open any note to read it in full.
Completed
Provider
Patient
MRN
Specialty
Length
Actions
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Coding Audit
Every automated chart audit lives here. The practice summary is on top; the per-provider detail is underneath.
The coding audit is on hold. It does not run at night and cannot be run by hand until it is rebuilt on a better auditing API. Anything shown below is from before the hold; use Clear audit data to remove it.
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Coding Accuracy — nightly audit
On hold (not running). When active, runs every 30 minutes from 7pm to 3am Central. Every provider gets at least
10 charts audited first, then 10 more each in turn, all night, until every bill that
day has been checked or 3am. Under-coding is shown but not counted against accuracy.
Click a provider to see exactly which charts failed and why.
What these charts are audited against — the standards and where they come from
Applied on every chart
AMA CPT & CMS 2021 Office/Outpatient E&M guidelines — the revised
MDM table. Level is set by medical decision making (or documented total time),
not by history or exam volume. This is what both level checks apply.
The CMS 2-of-3 MDM rule — problems, data, risk. Two of the three must
reach the level claimed.
AMA CPT preventive medicine age bands (99381–99387 new,
99391–99397 established) and the CMS Medicare AWV / IPPE codes
(G0402, G0438, G0439).
AMA CPT time thresholds for advance care planning — 99497 requires 16
documented minutes, 99498 requires 46 in total and cannot stand alone.
AMA CPT add-on and adjunct rules — G2211, 99417/99418 and the rest take
the diagnosis of the visit they attach to.
ICD-10-CM structure — each diagnosis is checked for valid ICD-10 form,
which catches truncation and transcription slips.
Documentation-integrity check — every MDM justification must quote the
note verbatim. An element asserted with no quote behind it is the one an auditor
pulls first. This one is ours, not a published rule.
How the rules got here
The rule set was built from CMS (Medicare Claims Processing Manual and the E/M
documentation guidelines), AAPC and AAFP coding guidance, and OIG
compliance-programme guidance on audit sampling and corrective action — the same
sources a certified coding auditor works from. The level logic was checked against the
AAPC E/M calculator (aapc.com/codes/em-calculator) case by case. That calculator is
a browser tool with no interface a program can call, so it is the reference this was
validated against, not something queried on each chart — and saying otherwise would
misrepresent where the number comes from.
How a chart is read
The checks above are computed in code — deterministic, repeatable, and not a
model's opinion. On top of them, a graded pass on Gemini 2.5 Pro re-reads the note
and the transcript and reports what the documentation supports — the MDM level, and
separately whether a preventive service was actually performed and written down.
It is blind. The auditor gets the note and transcript and nothing else —
not the codes, not the coder's justification. An auditor shown the answer agrees
with it. It reports findings; the comparison against what was billed happens in
code, so the same findings always produce the same verdict.
Pro, not Flash, and only at night. Note generation uses Flash because a
provider is waiting. The audit is the opposite case: nobody is waiting, and being
right matters more than being quick. Pro is never used between 7am and 5pm, so it
cannot compete with note generation for quota during clinic.
A second opinion before any chart is failed. When the first auditor disagrees
with what was billed, a different model reads the same chart, equally blind. A
failure is recorded only when both land in the same place. When they split, the
chart is marked CONTESTED, counted neither way, and listed for a human —
because a coin-flip between two models is not evidence a clinician over-coded.
How much to trust each check
Reasoned estimates, not measured rates — measuring them needs ground truth this
practice has not recorded yet (see below). They are here so a number is never read as
more certain than it is.
Check
Decided by
Confidence
The limit
ICD-10 format
code
~99%
shape only — a deleted code still passes
Dx link / add-ons
code
~99%
that a link exists, not that it is clinically right
MDM 2 of 3
code
~95%
checks the coder against ITSELF, not against the note
Level = MDM
code
~95%
same — self-consistency, not correctness
Preventive (age)
code
~99%
needs a date of birth; says nothing about the service
ACP time
code
~90%
reads minutes out of dictated prose
Quotes verified
code
~90%
a legitimate paraphrase can read as unverified
Level held
Pro + 2nd read
~85%
two certified human coders agree only ~60–80% of the time here; a failure needs both models
Prev. documented
Pro + 2nd read
~80%
newest check; judges completeness of a service from prose
Read the composite figure this way. As a measure of whether a bill contradicts
itself or the record it is strong — most of its weight sits on deterministic checks.
As a measure of whether the level was the right level, it rests on the two graded
checks, and those are as good as a careful second reader rather than a final authority.
A chart at 100% is a chart with nothing detectable wrong with it; it is not a chart
certified as correctly coded.
What it does NOT check
NCCI edits and MUE limits — the CMS bundling and units tables are not
loaded, so a bundling denial can still get past this.
The annual ICD-10-CM code file — format is validated, existence is not.
A well-formed but deleted code passes.
Payer-specific policy and prior-authorisation rules, which vary by contract.
Whether the visit happened as documented. This audits the documentation
against the codes, which is what a chart audit is.
Its own accuracy, measured. Nothing here has been scored against ground truth,
because none is recorded yet: no per-code agreement from your VA or coder, and no
denial outcomes fed back in. Start recording either and the confidence figures above
stop being estimates.
This is an internal accuracy monitor, not a certified external audit, and not a legal
compliance opinion. It is the right tool for finding patterns to correct and the wrong
tool for defending a claim to a payer.
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Ask
Ask a question about the practice and Gemini answers it from a snapshot of your own data —
volumes, quality percentages, refusal rates, coding, care management, OIC completion, televisits,
sign-ins. It reads a fixed set of collections and cannot run a query of its own, so nothing
you type changes what it can reach.
OIC
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AI Instructions by Specialty
Set standing instructions the AI uses when generating notes for each specialty. Providers in that specialty will automatically receive these instructions.
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Primary Care Instructions
Telehealth
Today’s video visits: who has arrived, what happened to each visit, and the follow-up call that closes the loop.
PreCheck
Tomorrow’s patients get a check-in link the day before. Pick which kind of visit you are looking at — the list, the columns and the controls are the same for both. Today’s televisits are on the Telehealth rail item; this screen is about tomorrow.
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Review Management
Patients who rated a visit 1–3 stars, and what has been done about it. Every attempt is written down and nothing here can be edited afterwards. Three attempts with no contact closes a case on its own — a queue that never empties is a queue nobody works.
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Chart audit
An outside auditor reviews 3 random charts per provider (a routine visit, a high-level visit and one with an add-on). Every provider is audited once a quarter, about 45–50 charts a month.
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Company directory
Clinics, extensions, hours, lab hours, leaders, providers (NPI, VA, schedule), booking rules and departments. Administrators can edit; saving pushes the update to every Hillside platform.
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Reports
Pick a report and a period. Download it as Excel to sort and pivot, or as PDF to send and file.
Settings
Manage users and configure global settings for Hillside Medical Group.
▾Users
Only admins can manage users. Click any user's name to preview exactly what they see.
Preview a role:
Bulk escalation chainsPREVIEW FIRST
Paste three columns — responsible provider, buddy, collaborating MD —
separated by tabs or commas, one per line. A header row is ignored. Names are
matched against the users on this screen; anything that does not match exactly
one person is left blank and flagged rather than guessed at, because the wrong
buddy is worse than none.
User
Email
Title
Licence #
Google review link
Specialty
Locations
Status
Actions
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Feature access by role
Which access levels see which screens. A role with no tick does not see the tab at all —
hidden, never greyed — and the server checks the same setting before it answers, so this is
not a menu that only looks like a gate. Administrators always have everything and are deliberately not on this grid: a checkbox that
cannot be unticked teaches people the grid is decorative.
Who covers which clinic
Click a cell to tick or untick. Right-click a ticked cell to make it primary (blue ring, used for review stats). Extra ticks are extra clinics. Same data as the Users chips.
System Configuration
Global settings applied across all providers.
Status tracker access
The tracker shows every patient in the practice and how far their check-in status has
travelled. Name the people who need it — usually one or two VAs.
Administrators always have it.
One email per line. Removing a line removes their access.
Telehealth calls
The VA list of video-visit patients: who has not checked in today, tomorrow’s check-in
messages, and follow-up calls after the provider generates the note. Televisit patients are
found automatically from column AB (AppointmentType) of the daily upload — any value
with the word Tele.
Name the VAs who do these calls, one email per line. Administrators always have it.
Every user with the Provider role also has it — you do not add them here.
Sending to patients
El Paso — Mountain time text (Liza, Christy, Samantha Martinez)
Option B: tells the patient their time is Mountain (El Paso) and the San Antonio clock is one hour ahead. Automatic sends it 10 minutes before the listed Central time (a 10:00 slot texts at 9:50 AM CT).
Turn sending on only after the Twilio account is confirmed as a HIPAA Project under the signed BAA.
Office pre-check — sending to patients
Every appointment on the census whose type is not labelled Tele. Their link goes straight to check-in — no video, no waiting room. This is a much larger group than the televisits above, which is why it has its own switch.
Text templates — all staff
Shared list. Change here, or on a patient card with Update template for everyone. Stored on this same Settings card.
AI Phone
What Maya says on outbound calls. Use {name} and {when} — they are filled when she dials.
Caller ID is (210) 742-5225 (Maya voice from under Twilio). Texts stay on the 833 number.
Common questions she should know
Teach her in this table. Question = what patients say. Answer = what she speaks (practice policy only — never a diagnosis). Keywords help her match. Save, then the next call uses it. If she does not know, she takes a message.
Place a test call
Calls from (210) 742-5225. After the script she listens — confirm, leave a message, or ask for a callback. She is not a clinician. No F12.
Allowed sign-in domains
Who may sign in at all, and what the access log can and cannot see. Visible to you only — not to other admins, now or later.
Extra domains allowed to sign in
The five practice domains and the two partner domains are built in. Add one here only if you take on
another partner — it applies on their next sign-in, with no deploy. Anything not on the list is
refused at the door.
What this can and cannot see. It records anything that completed Google sign-in and hit our hook
— which is exactly where an outside account is turned away. It does not see attempts Google
rejects before that point, password guessing (there are no passwords here; Google is the only way in), or
anonymous traffic that merely loads the page. An empty list means nobody got as far as trying an identity,
not that nobody looked at the site.
Diabetes care popup
For patients whose note says diabetes, Copy collects metformin, statin, ACE/ARB, last A1c, microalbumin, foot exam and eye exam — and writes them into the note. Anything already in the note, in the medication list, or documented by the MA is filled in and not asked again. Pilot shows it only to the providers you name, so you can test it on a few charts before anyone else sees it. Changes land within seconds, no redeploy and no reload.
Patient reviews
After a provider presses Generate, the patient is texted a link asking how the visit went. One to three stars opens a private form and becomes a case in Review Management; four or five offers that provider’s own Google listing. Psychiatry and behavioural health are never sent one.
Held outside 9:00 AM – 7:00 PM Central and sent the next morning
Once per patient per day, and nothing further for 12 months after they answer
Psychiatry · Behavioral health
A provider with no Google review link on their profile — their patients are not sent to somebody else’s listing
The message
{link} is where the patient’s link goes — it must be there.
Who can open Review Management
Admins and super admins always. Everyone else by name — a reviewer reads what a patient wrote about their own visit, so this is a list somebody chooses rather than a job title.
Copy popup for missing data
When a provider presses Copy and the note has no BP / A1c / GFR / microalbumin for the service year, a popup collects them and writes them into the note. Turn it off and Copy just copies. Takes effect for everyone within seconds, no redeploy and no reload. Already exempt regardless: Psychiatry, Podiatry and Women’s Wellness, and a microalbumin already documented this year.
Daily care-management report
Every CCM and APCM enrolment order placed that day — patient, MRN, what was ordered, where it went, who ordered it — emailed at 6:00 PM Central. The same eight columns as Billing › Care Management. A day with no orders still sends, and says so.
Send it to
Separate several addresses with commas. Each person gets their own copy — nobody sees who else is on the list.
ACP with a wellness visit
How the nightly audit and the claim-review workbook treat advance care planning (99497 / 99498) billed on the same day as an AWV or preventive visit.
Separate and unaffected either way: ACP is an optional element of the Welcome to Medicare visit (G0402) specifically, so check your MAC’s policy before billing 99497 alongside that code. The rule above is about the annual wellness visit.
Push refresh to everyone
After a deploy, reload Scribe in every open tab so nobody keeps working on the old build. Anyone recording, with a note open, or with a critical-lab case in progress is not interrupted — they get a “Reload now” bar and reload when they are ready. Tabs also pick up a new build on their own within five minutes, and immediately when the provider switches back to the tab.
VA callback number
Included in every critical-lab text so the provider can ring the front office straight back. An office number, not patient information, so it is safe to send.
Twilio (text alerts)
Credentials for critical-lab paging. Stored where no user can read them back — not even you. That is why the fields never pre-fill; use Test connection to confirm instead.
Send yourself the televisit text
Sends the real message to your own mobile so you can see how it arrives. The link
in it is deliberately dead — it is the right length, so the message wraps
exactly as a patient’s will, but it opens nothing.
Engines
Who transcribes, and who writes the note. Set separately. Practice-wide; dictation takes effect on the next recording, notes on the next note.
Sully credentials
Sully requires this on every note. Leave blank for soap.
Sends a fixed test sentence — no patient information — and shows exactly what Sully answers.
Which engine actually wrote the notes
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Record Retention
Clinical notes are kept for 6 years for continuity of care.
6 years
Notes and transcripts are retained in Google Cloud under the practice’s BAA. Nothing is deleted automatically — records are removed only when an administrator removes them.
Allowed Domain
All 5 Hillside domains always allowed.
Lab report email
The reference lab's address. The daily draw report is emailed here when a location is closed for the day — it names every patient drawn, so only the super admin sets it.
Sending Email
The address letters & clinical orders are sent FROM. Change it here and press Test and save — nothing is stored until Gmail accepts the login.
A Google app password, not the account password — Google issues one at
myaccount.google.com › Security, and only for a mailbox with 2-step verification on.
It is saved where nobody, including you, can read it back, so this box is always blank.
Leave it blank and press Test to re-check the mailbox already saved.
BCC Email
Every letter & clinical order is blind-copied here (e.g. for EMR/records). Leave blank for none.
CMO email
Gets the 1st-of-month 7:00 AM CT report of collaboration chart reviews for the previous month. Change this when the title changes. No patient names on that email.
Care Management Orders
Where a signed CCM / APCM enrollment order is emailed.
Blank falls back to ccm@hillsidemedicalgroup.com.
The blind copy for the EMR. It is sent as its own message addressed to this inbox rather than as a Bcc header — a fax-to-email gateway routes on the recipient line, and a Bcc gives it nothing to route on (that is how an imaging order was lost on 13 Aug). The care-management recipient still never sees it, and if the copy fails the provider is told. Leave blank for no copy.
EMR Fax Inbox
The copy address for every clinical order (imaging and ancillary).
Was hard-coded until r106. Leave blank to stop sending the EMR copy entirely.
Chrome extension
Docks Scribe beside Practice Fusion. Each part switches on separately, and
nothing is on until somebody here turns it on — the extension itself has
no controls. Install it from the folder we send you; it is not on the Chrome
store and does not need to be.
“Only me” means the account that saves this — .
Everyone else gets an extension that does nothing, which is the correct
behaviour for an untested build rather than a failure.
Dashboard access by user title
Click a cell to give or remove access to a dashboard section for that title. Nothing is granted until you tick it —
these sections are admin-only today and stay that way until you change them here.
Admins always see everything, which is not configurable: the only person who can repair a mistake on this
screen is the one it would lock out.
This controls what a screen offers, not what the database allows. Anything that must not be read at all
needs a Firestore rule, not a tick here.
Imaging Tests
Everything a provider can order. Add one and it appears on the order screen immediately — no release needed.
Needs indication means the order will not send without at least one symptom and one diagnosis — tick it for anything a payer expects a reason for. Leave it off for screening studies like a mammogram.
Imaging Facilities
Where orders are emailed, and which tests each one performs. A facility that does not perform a ticked test is greyed out on the order screen.
Add as many imaging facilities as you need — providers choose one when ordering. A copy of every order is also emailed to hillsidemedicalgroup@faxtodashquill.com for EMR upload.
Provider Productivity (wRVU)
Set each provider's daily threshold and the days of the week they work. The quarterly threshold is calculated automatically (daily × working days in the quarter), so unchecking a day a provider doesn't work (e.g. a Mon–Thu schedule) lowers their goal automatically. The 5 company holidays (New Year's, July 4th, Labor Day, Thanksgiving, Christmas) are auto-credited to everyone, and PTO days lower the goal further — the quarterly figure below updates live as you type. Once a provider documents more than their quarterly threshold, they earn $20 per patient over. Quarters: Jan–Mar, Apr–Jun, Jul–Sep, Oct–Dec. (Visible to super admin only.)
Provider
On productivity
shows tracker
Daily threshold
Working days
Quarterly threshold
auto-calculated
PTO days (this qtr)
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Administrative Time
One protected half-day (PM 12:00–5:00) per week. Earned, not assigned: a provider qualifies once their booked volume has averaged 20 patients per scheduled day for at least one month. The average below is computed from the daily patient counts already in Productivity (wRVU). Turning admin time on or off is a deliberate click per provider — volume is the trigger, never the switch. Visible to you only.
Admin time does not lower the wRVU goal. The quarterly threshold is unchanged by the half-day, so the patients it displaces — about half a daily threshold every week — must be made up on the other working days. A provider at 20/day gives up roughly 10 patients a week and has to carry the rest of the week slightly heavier to land on the same quarterly number. Holidays are credited and PTO lowers the goal; admin time does neither, because it is a reward for volume and cannot also be a discount on it. The exact make-up pace per provider is shown when you open their row.
Which afternoon is decided by the practice, not by preference. A provider may state a preferred afternoon and it will be considered, but only more than 30 days before the quarter starts. No preference request is accepted inside 30 days of a new quarter — the schedule template and the patient bookings are already built by then. The final day and slot are assigned on the needs of the practice and on site coverage; where a preference conflicts with either, the practice’s need decides and the assignment is not appealable.
Provider
Site
Avg patients / scheduled day
look-back window
Days counted
Qualifies
Admin half-day
Status
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Admin Time Coverage Matrix (by site)
Who is on admin each afternoon. ⚠ flags a site that loses all provider coverage during an admin block — that combination needs to be re-spread before it goes live.
Site
# Prov
Mon PM
Tue PM
Wed PM
Thu PM
Fri PM
Coverage note
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Admin Time Policy: allocated only if the provider has averaged 20 patients per day scheduled for a minimum of one month.
A site showing ⚠ has no provider on the floor that afternoon — move one of the named providers to another day before activating.
Oversight sections
Physician Collaboration, Medical Director and OIC Teams. Who sees each one, who supervises whom,
which providers each director reports on, and the teams.
Training Videos
Links your staff can watch from inside Scribe. Paste the link from wherever the video already lives — Loom, YouTube, Vimeo, Drive, SharePoint. Choose who each one is for and it appears under Training in their own menu.
Nothing is uploaded here and nothing is stored except the link — whoever hosts the video still controls who can open it. If a link is public, treat the video as public. Anything showing real patient information should be behind a login on the host, not relying on the link being hard to guess.
Required training
See exactly what providers get on login. Previewing records nothing.
Video library
Administrative time
Preventive care — what is asked, at what age, how often
Click a cell to turn a measure on or off for that age band; pick how often each recurs.
This chart is what the MA prep wizard asks from — a measure ticked nowhere is asked of nobody.
The starting ticks follow the guidelines; the click-through is yours.
Two recorded decisions the chart cannot undo: the COVID vaccine is offered and recorded but never flags
overdue at any age, and the mammogram stops at 74 whatever its bands say.
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Re-cutting the bands keeps every measure’s answers: the ticks are re-derived from what the old chart said at each new band’s midpoint. Only the super admin can save. Changes apply to every chart opened after the save.
Login notices
Upload a picture. The people you choose see it once when they sign in, and must tick and press Acknowledge to continue. Never put patient information in a notice.
New notice
Click to choose a picture (JPG or PNG)
Large pictures are made smaller automatically.
Also show to:
Leave out:
Posted notices
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Staffing directory
Upload the Location Staffing Directory workbook (one sheet per clinic: providers, then staff with their assigned provider). Scribe compares it with Users and shows every change first — nothing is saved until you press Apply, and no login is ever created.
Staff report cards
Upload the employee list (name, email, job title, location). Directors, managers and leads get a report card every morning at 6:30 for the staff at every location they manage. The list is an org chart only — it never creates logins, sends invitations or changes anyone’s access. Cards show counts only, never patient information.
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Preview a card
Google Chat
The Hillside Scribe bot answers only the people you pick below. Everyone else who messages it is told it isn’t on for them yet. Scribe never starts a conversation with a provider.
Test group
Who can use the bot (/waiting, /today, /tasks) and sees the 💬 Chat buttons in Scribe. You always can.
Morning summary
7:45 AM on weekdays, only to testers who type /morning on.
Off by default. Never sent to providers or students, even if they are in the test group.
Google Chat alerts
Scribe posts short alerts into your Google Chat Spaces. No patient names — each alert links back to Scribe.
In Google Chat: open the Space › Space name › Apps & integrations › Webhooks › Add webhook (name it “Hillside Scribe”) › copy the URL and paste it here. It is stored write-only and cannot be read back.
Telehealth Space Not set
A video patient arrives in the waiting room (provider + appointment time).
Retention Space Not set
A retention patient is open to returning but not booked yet.
Leadership Space Not set
Retention feedback with a score of 1–2 (overall, provider, MA or front desk).
Bot setup
One time, in Google Cloud.
Google Cloud console › Google Chat API › Configuration. Connection: HTTP endpoint https://us-central1-hillside-scribe-f7ee8.cloudfunctions.net/gchatBot, audience Project Number. Slash commands: 1 /waiting, 2 /today, 3 /tasks, 4 /help, 5 /morning. Visibility: the same people as the test group. Full steps: GOOGLE-CHAT-BOT-SETUP.txt.
Audit Log & User Activity
Who accessed what, and when. Records are append-only (they cannot be edited or deleted) and retained for compliance. Filter by date and export for your records.
When
User
Action
Details
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Draft a letter
On Hillside Medical Group letterhead · dated today · signed as you
Or write it yourself below.
Signed as the account you are logged in with — a name under “Sincerely” is a signature, not a
form field. Role and suite are remembered for next time.
Create Letter
Emails the letter (PDF on Hillside letterhead) to the patient from admin@hillsidemedicalgroup.com — nothing downloads to your computer.
Describe what the letter should say; AI writes the body below for you to review and edit.
Form
Required — the form has no third option. A placard is free for a permanent disability, $5 for a temporary one.
This prints a two-page VTR-214 from Scribe (name, request, vehicle, who is applying, disability, provider license).
The provider signs page 2 by hand. Notary stays empty. The form lives in the app — it cannot be deleted by a later update.
Start defaults to today, end to one year out and follows the start — until you edit the end
yourself, after which it is left alone.
WH-380-E says you may, but are not required to, give a diagnosis. Nothing is written unless you put it there.
Part A — tick all that apply
expected delivery date
Part B — how much leave
Part C — essential job functions
Question 10 needs both halves. The choice is always ticked; the named function is yours to write.
Your answers below are printed as you typed them — only the headings and standing instructions are translated. Write the medication lines in the family’s language if that is the copy they are taking home.
Leave blank for a young child or anyone who does not use a meter — the zones then print on symptoms alone, which is how the NHLBI plan is written for under-fives.
GREEN — doing well
YELLOW — getting worse
RED — medical alert
The 911 line is printed for you and is not editable: trouble walking or talking, lips or nails turning blue, or no better 15 minutes after the rescue inhaler. That sentence is the point of the red zone, and a plan that leaves it to be typed is a plan that sometimes goes out without it.
Schools and daycares ask for one, and this plan is usually the sheet they are handed.
Email a copy to the patient
An asthma plan is the sheet that gets lost, and school usually needs its own copy. The emailed PDF is password protected with the patient’s date of birth — the same rule as every other chart document that leaves the building, and it is refused outright if the chart has no date of birth to lock it with.
Care management
⚠ Still open on this visit
!
ACP time is under the threshold
Advance care planning — your time
Before this note leaves
Care management enrollment
Therapeutic Phlebotomy
South Texas Blood & Tissue — RBC therapeutic phlebotomy order. Goes to the patient and to RBC_Therapies@southtexasblood.org as two separate emails; the attachment is password protected with the patient’s date of birth.
Clinical Order
This will be saved to your profile so you won't be asked again.
Required — the imaging facility calls the patient to schedule.
If entered, the patient is emailed a copy of the order.
A facility that does not perform a ticked test is greyed out. Manage facilities and tests in Settings → System Configuration.
The order is emailed automatically from admin@hillsidemedicalgroup.com with the PDF attached — nothing downloads to your computer. A copy is sent to the EMR fax inbox.
Previous Visits
Prior notes for this patient, most recent first. Open one to read it, or attach it as a reference for today's note.
Choose a patient from the list or add a new one to start a scribe session.
🕒 Previous visitToday's transcript starts empty — this is history, not today's dictation.
Current Session--
Template
Language
Ready to Record
0:00
▲ Before the note
▼ After the note
MA Documentation
Live Transcript
Ref ✓
Press record to start, or paste a transcript
▼What the MA documentedscrolls on its own
Audio local only · Notes & transcript saved to Google Cloud (BAA covered · 6-year retention for continuity of care)
Generated Note
Patient Letter
Letter on Hillside letterhead
Disability Parking Placard
Texas VTR-214 — Disability Statement
FMLA Certification
US DOL WH-380-E — Section II
Asthma Action Plan
Green / yellow / red zones — English or Español
Therapeutic Phlebotomy
South Texas Blood & Tissue — RBC therapies
Generating note…
Record or paste a transcript then generate the note
Notes stored in Firestore · Covered under Google BAA
Dashboard
⚠Critical lab findings for your review
Reported by the front office. Acknowledging records the date and time you saw it.
My measures
Productivity Bonus (wRVU)
—
Projected bonus
$0
—
▾
📋 Document patients seen
Will get cross-referenced with the Encounter sheet and signed notes in the EMR. Today counts — enter it at the end of your day.
No number to document because you were off? Pick the date and press PTO / off instead of entering 0.
A day marked PTO comes out of the days-expected count, so it does not read as a day you failed to document.
My Quality Measures
Most recent reading this year. CCM due is from today’s census upload. Stars are for your assigned clinic.
Controlled BP <140/90
—
— / —
Controlled A1c <8.0
—
— / —
CCM / APCM
—
Due today from the census upload
Office reviews
—
Your assigned clinic
Patients with notes generated
your own generated notes
—
Today
—
This week
—
This month
Counts reflect your own generated notes and superbills.
My care team
updates as soon as an admin changes it
Training Videos
My Super Bills
Guidance only — you are the coder of record.
These CPT and ICD-10 codes are generated from your note by an AI coding pass. They are a
suggestion to speed you up, not a coding determination, and they are not a substitute for
your own judgement or for a certified coder. Bills are submitted under your NPI.
Read each one, change anything you disagree with, and approve only what your documentation
actually supports. Nothing reaches billing until you approve it.
Date
Patient
MRN
CPT
ICD-10
MDM
Approval
Actions
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Clinical Orders
Every imaging, referral, CCM, APCM and care-plan order sent from Scribe. Search by PRN or name, then click the patient to see where it went, print it or resend it.
Previous Notes
Find any note by provider, date, specialty or location, then open it to read it in full.
Completed
Provider
Patient
MRN
Specialty
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Manager
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Collaboration
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Telehealth
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Medical Director
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MA Task
Patients whose last reading was above goal — your own if you are a clinician, or the providers you cover. Call them, record what they say,
and the provider’s quality number moves the moment a controlled reading is documented.
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MA Task
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OIC Teams
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Microphone Access Needed
Hillside Scribe needs your microphone to transcribe the conversation. Audio is processed locally and never stored on servers.
Settings
Your MA prep opens in this department automatically.
These are added to the specialty-level instructions set by your admin.
Tick what you want your virtual assistant to handle for your patients.
Unticked is not “skip it” — it means the work stays with you or your MA.
This follows your patients: whichever VA picks up your list, they see your preferences.
A VA never writes into the note, never decides a diagnosis or a code, and never records ACP time
— 99497 is billed on your time.
Tick what you want the medical assistant to document for your patients before you see them.
Unticked is not “skip it” — it means you capture it yourself, in the dictation or
at Generate, exactly as the note already asks for it.
This follows your patients: whichever MA rooms them, they see your preferences.
Labs are asked only when they are actually due — A1c and eGFR are not re-asked inside three
months, and microalbumin is once per calendar year.
Add User
They log in with their Google Workspace account. Everything marked * is required before the user can be created.
Clinical student
Same access as a provider for documenting a visit. No NPI, mobile, buddy or VA is asked for —
a student has none of those, and critical results must page a licensed clinician rather than someone
four weeks into a rotation. The account inactivates itself 45 days from today; an admin can
reactivate it from this screen if a rotation runs long.
Required for a Provider
Without a mobile they cannot be paged about a critical lab result. Without an NPI they cannot sign a clinical order. Without a buddy and collaborating doctor there is nobody to escalate to.
Printed under their name on every letter. Without it a letter goes out untitled.
Changeable later from the Chain button on their row. Once set, they see “Your VA” on every screen.
Escalation runs this provider → buddy → collaborating doctor → Dr. Lajja Patel, MD (CMO), two hours per level.
Assign Patients
Assign one or many patients to a provider + location. They'll see these automatically on login.
Super Bill
📄 Note
⚖ MDM Reasoning
Approve for billing
Edit super bill
Change what you disagree with. Your version is what goes to billing; the AI original is kept
alongside it for the record. Saving an edit clears any approval on this bill, so you approve
what you actually changed it to.
✉ Send access email
The greeting shows the first person in this group. Sent from Scribe, each message is addressed to its own
recipient by name and {{email}} becomes their own address. Sent through Gmail it goes out as one
message with everyone in BCC, so nobody sees the rest of the list.
Document patients seen
Before continuing, please document how many patients you saw on this date. Will get cross-referenced with the Encounter sheet and signed notes in the EMR. (Enter 0 if you did not see patients that day.)
Were you off that day? Use I was off (PTO) rather than entering 0 — a PTO day is taken out of the
days-expected count instead of counting as a day you saw nobody.
Annual wellness — preventive care
Which screenings this patient is due, from the practice chart in Settings › Preventive Care.
Duplicate patients
Scanning…
Note
Assign staff to
The manager sees analytics, notes and superbills for these people ONLY — read-only. Untick everyone to remove their access without changing their role.
Send quarterly numbers for review
Each provider is sent their own documented total, the VA team's and the billing team's, and asked to check them.
The billing number is the one the bonus is assessed on, and the email says so.
Correct a documented day
This writes exactly what you enter, up or down. Anywhere the day was already verified, that verification is cleared and it goes back through the normal check.
📱 Mobile number required
Critical lab result paging
When the front office gets a critical result on one of your patients, they page you by text. We need the number to send it to.
The text never contains patient information — only that a result is waiting, and a reference code. You read the result inside Scribe.
If you do not have a mobile number to give, ask Dr. Patel to enter one for you in Settings › Users.
🏥 Which room?
this patient
The provider’s patient list will show Ready 2 next to the name and move this patient to the top of their list.
⚠ Before you start
Address these in the room, out loud
⚠ Critical lab finding
Starting October 1: you approve your own bills
Please read and acknowledge to continue.
From October 1, 2026, every visit’s superbill (CPT and ICD-10 codes) comes to you for approval under Super Bills in the left menu.
Review each bill, correct anything that is wrong, and approve it within 2 days of the visit.
If any coded bill is waiting more than 2 days, you will not be able to document or correct a day until you catch up.
Use the Submit your bills button on your Dashboard to open the bills still waiting for you.
Bills from before October 1 have already been closed — there is nothing to do for them.
🎥 Required training
Please watch this short training video, then confirm below. It opens on YouTube in a new tab — this window stays open so you can come back and acknowledge.
Tick the box once you have finished watching, then Confirm.
Document results before copying
These are missing from the note for this service year. What you enter is added into the note, so it reaches the EMR when you paste. Check None this year if there is no result for this year — new patients often have none.
Diabetes care — before you copy
Anything already in the note, in the medication list, or documented by the MA is filled in and not asked again. What you answer is added to the note, so it reaches the EMR when you paste. The three medicines are required; the rest can be skipped in one click.
Uncontrolled Patients
⚠️
Preventive documentation
Note
Add Patient
Mark due — admin only
Normally the census sets these (columns S and T). Tick them here to put a patient in front of an MA
exactly as a flagged census row would — the ACP and Preventive blocks appear and the MA cannot save until they are answered.
Teach Your Scribe
Add words the scribe should recognize for you — helpful for accents, unusual drug names, or your common phrasing — and corrections for words it keeps mishearing. These apply only to your dictation and get better as you add more.
Words to recognize
Corrections (when it hears X, use Y)
→
Documented Encounters
Refine Note
Tell the AI what to change, add, or fix in the current note.
Medical Research
Evidence-based clinical reference powered by Gemini
Enter a clinical question or click a quick topic
Paste Transcript
Paste an existing transcript to generate a note without recording.
Raw transcriptDragon dictationTeams / ZoomOtter.aiOther
♥
Hillside Scribe
Status tracker
Today’s check-in flow
Every patient, and how far their status has travelled. Rows in red have stopped moving and need a person.
Date
PRN
Patient
Provider
Location
APP
Scribe
EMR
Action
✓ done○ not yet — normal✕ tried and failed, or cannot be matchedred row = stopped moving, a person is needed
Hillside Scribe
Chart audit
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Hillside Scribe
Coding
Coding Queue
Nothing selected.
▸✓ Completed— already transferred; kept for reference
Reading…
Three-way check: provider submitted count → VA against EMR signed notes → Billing against bills received. Fill in your column and check your box.
Date
Provider
Submitted
EMR Signed Notes (VA)
Bills Received (Billing)
VA ✓
Billing ✓
Pick a date to load submissions.
▸✓ Completed — both teams verified
Date
Provider
Submitted
EMR (VA)
Bills
Verified by
NEW CASENo patient yetDraft0/0
⚠ EMERGENCY SYMPTOMS REPORTED — direct the patient to emergency care now, and complete the 3-way call.
Patient is symptomatic — a 3-way call with the patient and provider is required (step 4).
Escalation runs Responsible Provider → Buddy → Collaborating MD → CMO, two hours per level. Provider names and mobiles come from Settings › Users. Buddy and Collaborating MD are set here — until they are, those levels read “not set” and cannot be called.
Providers covered
Tick every clinician this person works for. Each of them sees this person on their
own dashboard under My care team as soon as you save. The one marked
opens on is where their patient list and coding queue start — that is the
only thing the default changes.
Escalation chain
If a critical lab result goes unanswered for two hours, the VA escalates in this order. Pick from your users to fill the number in automatically, or type a name and number for someone not in Scribe.
1 · Responsible provider
2 · Buddy provider
3 · Collaborating MD / Medical Director
4 · Final level
Paired VA
Their own virtual assistant. Once set, this provider sees “Your VA” with the name and email on every screen.
Start the interpreter, then tap “I'm speaking” or “Patient speaking” to hand off the mic. Whoever's turn it is, tap their button once and speak — the translation is spoken aloud in the other language.
Tap whose turn it is, then speak — the translation is spoken aloud in the other language
Hillside Scribe
Hello
Up next
Before you walk in
Due today — tap to prep
VIDEO
Ask before you record: “Is it OK if I use Scribe to take notes today?”
ACP is due this visit — add your minutes before generating