Troubleshooting & Privacy

Article Contents:

Is Doximity Scribe HIPAA-compliant?

Yes. Key security highlights:

  • Doximity Scribe is HIPAA-compliant.
  • Our platforms and data are always protected by being SOC 2 Type 2 and HIPAA/HITECH certified.
    All data is encrypted both in transit and at rest.
  • Doximity has a BAA in place with OpenAI (which provides the transcription and summarization technologies that power Scribe).

For more details on Doximity’s commitment to security, please visit: doximity.com/about/security

Does Doximity store audio recordings?

No. Scribe audio is encrypted and immediately destroyed as soon as it's transcribed. It is never stored on Doximity's servers, even temporarily. The generated text note and transcript are fully encrypted and automatically deleted after 29 days, after which they are permanently deleted. Be sure to copy your notes to your EHR before then.

No patient data from Scribe notes is accessible to Doximity employees or technology partners. All content remains fully encrypted.

How should I inform my patient before using Scribe?

Before starting a session, let your patient know you'll be using an AI documentation tool. You can introduce Doximity Scribe with language like:

 

"Before we get started, I want to let you know I'll be using a HIPAA-compliant tool called Doximity Scribe that helps me take notes during our visit so I can focus on you. Everything stays private and I review all notes for accuracy. Do I have your permission to use the recording tool today?"

 

For Dialer calls, patients are automatically notified that the call is being transcribed.

Requirements for consent may vary depending on your organization's policies and applicable state regulations. Consult your institution's compliance team if you have questions.

My note didn’t generate after my session

Try the following:

1. Check your internet connection; note generation requires an active connection.

2. Wait 1-2 minutes and refresh the app or page; generation can occasionally take a bit longer than usual.

3. Check your Scribe notes list. The note may have generated but not loaded on your current screen.

4. If the note still hasn't appeared after 5 minutes, reach out to support@doximity.com. Include the date and approximate time of your session so we can investigate.

Scribe isn’t capturing audio

On iOS: Go to Settings > Privacy & Security > Microphone, find Doximity, and make sure it's toggled on. Reopen the app and try again.

On Android: Go to Settings > Apps > Doximity > Permissions > Microphone > Allow.

On web: Click the lock or microphone icon in your browser's address bar and make sure microphone access is set to "Allow" for doximity.com. Then refresh the page.

If the issue continues, close other apps that may be using your microphone (e.g., Zoom, Teams) and try again.

My note is incomplete or inaccurate

Note quality depends on recording conditions. Common causes:

- Device too far from speakers: Place your device on a flat surface within arm's reach of both speakers.

- Background noise: Reduce ambient noise sources (fans, TVs, hallway noise) where possible.

- Non-English session: Confirm Non-English mode was selected before recording. This setting cannot be changed after the session ends.

If a clinical detail was clearly spoken but is missing from the note, use Ask Evidence to add or correct it, or edit the note manually before copying to your EHR. Always review your Scribe note before use.

The app crashed mid-session

Scribe has an auto-recovery flow that typically restores your session after a crash or connection drop. Reopen the Doximity app and check your Scribe notes, your note may already be there. In some cases where recovery is incomplete, contact support@doximity.com with the date and time of your session.

My phone battery died during a session

We do our best to recover your note, but cannot guarantee one will be generated if your device loses power mid-session. Once your phone is charged, reopen the Doximity app and check your Scribe notes list, a note may have been saved from the audio captured before the interruption. If nothing appears, please reach out to support@doximity.com.

An incoming call interrupted my recording

Calls do not automatically pause Scribe. On mobile, you can enable a setting to allow calls to ring through/pause scribe if you are on call or expecting to pick up calls. 

My note is taking a long time to generate

Note generation requires an active internet connection. Try the following:

  • Make sure you're on a strong, stable network.
  • Refresh the app or page and check your Scribe notes list. The note may have generated but not yet loaded on your screen.
  • Close other apps that may be competing for bandwidth.

If your note still hasn't appeared, contact support@doximity.com with the date and approximate time of your session.

I don’t see the Scribe option in my Dialer call

A few things to check:

1. Confirm you are logged into your verified Doximity account.

2. Make sure you're on the latest version of the Doximity app.

3. Scribe is not available on 3-way or conference Dialer calls.

4. If you're on a standard call, have the latest app version, and still don't see the Scribe option, email support@doximity.com with your account details and a description of the issue.