OrthoScribe Practice Admin Training Guide
This guide is for Practice Admins who manage their organization’s OrthoScribe account, monitor provider activity, customize coding settings, and support onboarding.
1. Role of a Practice Admin
Enhanced Permissions
Practice Admins have enhanced permissions to:
- • View and monitor provider activity and notes via the web portal
- • Edit and reprocess notes and codes
- • Customize EM and ICD coding rules
- • Manage account and integration settings
- • Support onboarding of new providers
2. Access & Navigation
Logging In
Go to app.orthoscribe.ai and sign in with your admin credentials.
Main Navigation
3. Monitoring Providers
Provider Oversight Process
- Use the Appointments tab to select a provider from the sidebar
- View their daily schedule and note statuses
- Open any patient note to review sections, ICD/E&M/procedure codes, and any edits made
- Use Reprocess if you need to rerun the note or coding based on updated data
4. Editing Notes & Codes
Note Editing Process
- Select a patient encounter → Edit to adjust note content
- Scroll to the coding section to view automatically generated ICD, E&M, procedure, and order codes
- Modify, add, or remove codes as needed
- Save changes to update the record
Code Editing Process
- On the webapp, navigate to Settings → Coding Instructions to be taken to the Coding Instructions page
- From there, you can edit the coding instructions both E&M and ICD Codes.
- Changes save automatically.
5. Settings Overview
Practice Admins should be familiar with the Settings page:
Transcript Find & Replace
Configure automatic replacements for common transcription errors or abbreviations.
Audio Keywords
Add keywords that trigger special processing or recognition.
AI Disclaimer
Toggle on/off an automatic disclaimer appended to notes.
Athena EMR Upload Settings
Map each OrthoScribe note section (HPI, PE, A/P, etc.) to the corresponding Athena EMR fields.
Billing AI & Sync Settings
Enable or disable automatic generation for:
- • ICD Codes — diagnosis codes based on note content
- • E&M Codes — visit level based on note content
- • Procedure Codes — from documented procedures, with modifiers
- • Order Codes — imaging/DME CPT codes from existing orders
6. Customizing Coding Rules
Coding Customization
• We provide default coding guides built by our advisory board.
• You can customize for your practice (e.g., comorbidity rules, preferred ICD mappings, specialty-specific E&M levels).
Location: Adjust these in the Settings page under the relevant coding section.
7. Onboarding New Doctors
Onboarding Process
• We send each new provider an Onboarding Guide
• Offer live setup and training upon request
• Typical onboarding time: under 30 minutes to get a provider recording and generating notes
Your Role in Onboarding
- • Ensure the provider account is created and linked to your practice
- • Provide integration codes if they are an integrated user
- • Verify their settings (macros, EMR mappings, coding preferences)
- • Monitor their first day's use and assist with any adjustments
8. Support & Troubleshooting
Troubleshooting Tools
- • Use System Logs to investigate failed uploads, missing notes, or coding issues
- • Contact OrthoScribe Support at support@lotusscientific.com for escalations
- • Maintain regular reviews of provider usage to ensure compliance with documentation and coding preferences
Contact Information
support@lotusscientific.com