User guides, videos, and answers.

Yes. Whadata is a complete clinical platform and system of record: AI scribe, structured clinical records, patient intake, scheduling, telehealth, fax, messaging, e-prescribing, medical coding, claim submission and billing, all in one login. You do not need a separate EHR alongside it. If you are switching from an existing system, we migrate your patient data during onboarding. Contact sales@whadata.com for details.

Accounts are created for you — there is no self-service sign-up. Whadata sets your practice up, and from then on an enterprise admin at your practice creates staff accounts from the Enterprise Portal and sets each person’s licence type. You receive an email with your sign-in address and a temporary password. If it never arrives, ask your admin to resend it; that issues a new password, because the one already sent cannot be looked up.

Three: Provider (physicians, NPs and PAs — full clinical access, and the only tier that can e-prescribe), Non-Provider (nurses, MAs, clinical staff and coders — everything clinical except prescribing), and Office (front desk and administrative staff — runs the schedule, routes faxes and works billing, without opening clinical content). Separately, up to two people per practice can carry the enterprise admin label, which grants the Enterprise Portal for user management and practice settings.

Modules are licensed per practice and gated per licence type, so a missing sidebar entry is usually one of the two. An enterprise admin can check Enterprise Portal → Module Access to see what the practice is licensed for. If the module is licensed and you still cannot see it, your licence type does not include it — ask your admin.

Check your email address for typos and that Caps Lock is off, then use the forgot-password link. One case the reset link cannot fix: if your account was set up with Google or Apple sign-in and never had a password, there is nothing to reset and the email will not arrive — ask your enterprise admin to resend your credentials instead.

This is almost always your browser or an ad blocker. Allow-list the Whadata app in your ad blocker or privacy extension, then clear your browser data, cookies and cache and reload. If it persists, try a different browser before reporting it.

Check your connection first. Reload the page, or restart the app and your device. On mobile, reinstalling clears a stuck local cache. If one specific page is consistently slow, tell us which one — that is far more actionable than a general report.

Transcription is real time — text appears as you speak, with no upload-and-wait step. Turning that transcript into a drafted note against your chosen template takes roughly 10 to 30 seconds once you request it.

Close to it. The mobile app covers your day, the patient chart, recording and signing notes, clinical insights, claims and coding, billing and payments, telehealth, fax and messaging. Seven things are deliberately web-only: e-prescribing, the Enterprise Portal, appointment types and provider availability, fax number provisioning, creating and editing note templates, editing a note that was already formatted on the web, and patient self-scheduling configuration. The Mobile App Guide above lists them in one place.

Your practice activates the Patient Portal on the patient’s chart, which generates their credentials and emails them. From the portal a patient can complete intake, see the visit summaries you release to them, read their clinical chart, export their records as a PDF, and — where your practice enables it — book their own appointments, message the care team, and pay a balance. The Patient Portal Guide above is written for patients and can be shared with them directly.

Claims are coded in the app — with code search, an NCCI scrub, an E/M level check and a denial-risk estimate — then submitted electronically to our clearinghouse partner. Clearinghouse and payer responses come back onto the claim as a submission timeline, so a rejection tells you why and, where the clearinghouse identified it, which code it objected to. You fix it and resubmit in the app. Electronic remittances post back automatically and advance the claim to paid, partially paid or denied. CMS-1500 and superbill PDFs are available on any claim.

Yes. Staff can take a card or bank (ACH) payment at the counter, and where your practice enables it patients can pay open balances from the Patient Portal. A practice can also pass card and bank processing costs on to the patient as a visible line item where that is permitted. Card processing is handled by Stripe; Whadata never stores card details.

Not currently. Electronic prescribing covers legend (non-controlled) medications and is available to Provider-tier users. EPCS is not available today.

No. Your sign-in email is fixed once the account is created, for both staff and patients. Everything else on a profile can be edited.

An enterprise admin can change a user’s licence type or set their status to expired from the Enterprise Portal, which is the normal way to remove someone’s access. Deleting an account outright is not a self-service action — contact support@whadata.com. Note that removing a user does not remove clinical records they created: those are your practice’s medical records and are retained accordingly.

Whadata is built for HIPAA. Data is encrypted in transit and at rest, sessions log out automatically after inactivity, and every access to patient data — including exports and a patient reading their own record — is written to an audit trail. Within a practice, access is scoped: a patient chart is visible to the staff it has been shared with, individually or through an access group an enterprise admin defines.

Current versions of Chrome, Edge, Safari and Firefox; Chrome is the best tested. Recording a visit needs microphone permission on the Whadata app, and telehealth needs camera and microphone. Ad blockers and privacy extensions are the most common cause of a control appearing to do nothing.