How-to guides

1. Install the PracProof app on your phone and sign in with your free account (create one at pracproof.co.za or in the app).

2. Open Scripts → Prescriber details, and fill in your name, qualification, HPCSA and practice numbers — they print on every document.

3. Optional: add your practice logo and letterhead details so documents carry your branding.

4. Connect your own NHLS Labtrak username and password under Account → NHLS Labtrak login — lab results then sign in automatically.

5. Prefer a dark screen on night shift? The app follows your phone’s light/dark setting automatically, or pick one under Account → Appearance — included free.

1. From Home, open My patients and tap the patient. First time? Tap “Add a patient” — photographing their hospital sticker fills in the details for you.

2. Tap the big “Record consult with AI” button, confirm you have the patient’s consent, then tap “● Start recording”.

3. Put the phone down where it can hear you both and consult exactly as you normally would — no need to hold it or speak differently.

4. When you finish, tap “Stop & draft note”. The AI writes a structured draft; anything it was unsure of is marked with [?].

5. Read the draft, fix anything, then save — nothing becomes a record until you have reviewed and signed it as your own note.

6. No signal in the ward? The recording waits encrypted on your phone and drafts as soon as you have signal again.

7. Seeing a lock instead of the record button? Tap it to start your free 2-week trial — 20 recorded consults plus camera scans, no card needed. After that, see Account → Your plan & add-ons.

1. From Home, open My patients, tap the patient, then tap “AI Research”.

2. Choose which documents the AI may read — nothing is selected for you. Names, ID numbers and contact details are removed on your phone before anything is sent.

3. Tap a suggested question — “Differential”, “Investigations”, “Management”, “Pathophysiology”, “Red flags” or “Medicines” — or type your own, then tap “Ask”.

4. The answer shows what medical sources say, South African guidelines first, with numbered references underneath. Tap any reference to open the actual document and read it yourself.

5. Ask follow-up questions in the same chat. The counter under the ask box shows how many questions you have left.

6. Tap “Save summary to timeline” to keep a short summary of what the sources said, with the references, as a consult note you can edit like any other.

7. It shows you source material, never a diagnosis or a prescription — you make every clinical decision, as always.

8. Seeing a lock? AI Research is part of the AI add-on — the free 2-week trial includes 20 questions, no card needed. After that, see Account → Your plan & add-ons.

1. From Home, open Lab results.

2. Scan the specimen barcode with your camera — or search by patient name or number.

3. Results appear with clear normal / abnormal / critical flags and trends over time.

4. Tap “Calculate from these results” on any result to auto-fill eGFR, CrCl and other calculators from the actual values.

1. After a scan, tap “Open PDF report” on the episode to see the signed NHLS report exactly as the lab issued it.

2. On Android it opens in your phone’s own PDF app (Google Drive, Adobe, Files…). Prefer it inside PracProof, like on iPhone? Go to Account and turn ON “Open the PDF report inside the app” — the PDF then shows inside PracProof with pinch-zoom, and Share / Print buttons underneath.

3. That switch changes the PDF only. Your readable results screen — the flagged values, trends and calculators — is the same for everyone and is not affected by it.

4. On iPhone the report always opens inside the app, with Share and Print below it.

5. If the report can’t be shown (for example, no PDF app on the phone), you get a screen with the three ways out: “Share or save the PDF”, “Try opening in a PDF app”, and Print. No printer? In the print screen, tap the printer name at the top and choose “Save as PDF”.

6. The report stays on your phone — it is never uploaded anywhere.

1. From Home, open Scripts & documents → Prescription.

2. Tap the patient banner to choose or add the patient (you can photograph their hospital sticker to auto-fill details — it reads SA ID documents too).

3. Search a medicine and tap it to add it — then write the dose for this patient. The dosing reference is one tap away (ⓘ), and interaction, allergy and contraindication checks run as you build the script.

4. Tap Preview, then share or print — the print button sends it straight to your printer, no share sheet. Every script carries a tamper-evident QR code that any pharmacy can scan to confirm it is genuine.

1. From Home, open Scripts & documents and pick the document — sick note, referral, pathology request, consultation note and more.

2. Choose the patient and fill in the few fields the document needs; your prescriber details and letterhead are added automatically.

3. Preview, then share or print. Each document carries the QR code so employers and pharmacies can verify it free.

4. Everything you issue is recorded in your issuance ledger — your proof of exactly what you signed, protection against forged notes “from” your practice.

1. Open a patient (My patients → tap the patient) and tap “+ Consult note”. The consult date and time are stamped automatically; tap “✎ change” for late charting.

2. Start from a template if you like: “Vitals / side-room”, “Admission clerking”, “Ward round”, “Follow-up / OPD” or “Procedure note”. Templates and inserts always ADD below what you have typed — they never overwrite it.

3. Make your own with “☆ Save this as a template…” (for example an antenatal visit or wound-care check). Long-press your template chip to delete it. Never put patient details inside a template.

4. If your nurse charted vitals on the flow board today, they are already in the note when it opens — edit them like any text. (Deleted them? A “✓ Insert today’s vitals” card brings them back with one tap.)

5. Add an ICD-10 code with “＋ Pick ICD-10 from the list” — the code carries through to the prescription automatically. You can also add billing codes to the same note.

6. Saved notes are never edited — anything you add later becomes a dated addendum. That is your medico-legal protection.

1. Open My patients from Home — it is on for everyone.

2. Add patients by photographing the hospital sticker — the details fill themselves in. You can also give each patient your practice’s file number, and search by name, ID, file number, member number or ward.

3. Keep dated consult notes per patient (time-stamped, never editable, with dated addendums), plus SBAR handovers and theatre lists.

4. At discharge, generate the discharge summary and the take-home script from the same record.

1. Open Scripts & documents → Chronic authorisation.

2. Pick the patient, condition and medicine — the app recognises Chronic Disease List (PMB) conditions from the ICD-10 code and prompts for the test values schemes ask for.

3. It builds a motivation letter that cites the scheme’s own obligations, plus a call card with every detail the chronic line asks for.

4. Share or print the letter; the scheme’s clinical team makes the funding decision.

1. Open Scripts & documents → Invoice, choose the patient, and add your charge lines with ICD-10 and tariff codes.

2. Share the itemised invoice with the patient.

3. When the patient pays, mark it paid — the invoice becomes a combined invoice-plus-receipt they can submit to their medical aid for a claim-back (within 4 months of the service date).

1. Open Account and scroll to “Your practice” — tap the Practice row.

2. Tap “Create a practice”, give it a name, and tap “Create practice”.

3. Write down the recovery code the app shows you and keep it like a password — PracProof cannot recover it for you, because we never receive it. That is the same reason nobody else can read your patients. (You can view it again any time: Practice screen → “Show recovery code”.)

4. If you ever lose that code AND the phone: every member of your practice — doctors, locums and front-desk staff — has the SAME code on their phone, under Practice → “Show recovery code”. Ask one of them to read it to you. Your encrypted backup carries the practice key too. Those are the only copies; if none of them exist, the practice’s shared records cannot be opened by anyone, including us.

5. Coming back on a new phone: Account → Practice → “Get back into my practice”. Owners restore with the recovery code; everyone else clears the old membership and asks to join again, and the owner taps Add.

6. To invite someone who is with you: tap “Show invite code” and let them scan the QR with their phone (PracProof app → Account → Practice → “Join a practice”). The code works for 30 minutes.

7. To invite someone remotely: tap “Send an invite (WhatsApp / email)” — the message contains the code and the exact steps. It stays valid for 24 hours.

8. When they scan or paste the code, a “…wants to join” card appears on YOUR phone. Nobody gets in until you tap “Add” — that tap is the security gate.

9. Choose their role when you add them: “Add as doctor” (then “Member” or “Locum”) or “Add as staff”. Doctors see everything the practice shares; staff see patients and the day’s flow, never consult notes or scripts.

10. Sharing a patient with the practice is a one-way door: colleagues’ phones keep what they have already seen even if you remove the patient or a member later. Removing a member re-keys the practice automatically for everything new.

1. Your staff install PracProof and create their own free account. No HPCSA number is needed: on the first screen after sign-up they tap “I’m practice staff (front desk / nurse / dispensary)” instead of Continue.

2. They then tap “Join a practice” and scan or paste your invite code (previous guide). You approve them with “Add as staff”.

3. Staff get a simple two-tab app: the day’s flow board, the appointments diary, the practice patient register and their account. They can register and edit patients, book appointments and move patients through the day.

4. Staff can NEVER open consult notes, and they cannot see prescriptions or documents — unless you, the owner, switch on “Dispensary staff can see scripts & documents” under Account → Practice. Even then it is strictly read-and-print for today’s paperwork; staff can never create or change a document.

5. When staff print a colleague’s script or sick note, it prints WITHOUT the drawn signature — the doctor signs the page by hand. Your stored signature never leaves your own phone.

1. The flow board is on for your practice from the start. (Don’t want it? The owner can switch it off at the bottom of Account → Practice.)

2. Open it from Account → Practice → “Open today’s flow board”, from My patients → “Today’s flow →”, or from the staff home screen.

3. When a patient arrives, front desk taps “＋ Add patient to today’s list” and picks them (or registers a new patient right there with “Add patient”).

4. The patient moves through five stations: Front desk → Clerking / vitals → Waiting for consult → Consult room → Dispensary → Done. Each card shows the next step as a button, for example “Send to clerking / vitals →”.

5. At clerking, the nurse taps “Open clerking form” and charts BP, pulse, temperature, SpO2, glucose, weight and more — anything left blank simply doesn’t appear. “Save & send to waiting →” moves the patient on.

6. In the consult room, the doctor taps “Open patient file” — the charted vitals appear in the consult note automatically.

7. At dispensary: “Print” fetches today’s scripts and documents, “Dispensed ✓…” records what was issued (with an optional note), “Cash / medical aid…” captures how the patient paid and the cash amount, and “Done ✓” finishes the visit.

8. Long-press any patient row to set the payer, or to remove the visit from the board (the record of it stays in the practice log).

9. No signal? Keep working. Every move is saved on the phone and syncs when the connection returns — the line at the top tells you honestly: “Practice synced 5 min ago” or “Offline — 3 practice updates waiting to sync”.

1. Open the diary from Account → Practice → “Appointments”, from the flow board’s “Appointments today” link, or from the staff home screen. The whole practice sees the same diary.

2. Tap “＋ Book an appointment”: patient (or just a name and phone for someone new), date, time and an optional reason such as “BP review” or “results”.

3. Book follow-ups without opening the diary at all: at the bottom of any saved consult note, tap “Book a follow-up” and choose 2 weeks, 1, 3 or 6 months — it lands in the diary pre-filled.

4. On the day, front desk taps “Arrived →” next to the appointment — the patient goes straight onto the flow board at Front desk.

5. Long-press an appointment to cancel it or mark a no-show.

1. Open Account → Practice → “Day list & stats” (also linked from the top of the flow board).

2. Pick a range: Today, Yesterday, 7 days or 35 days. You’ll see patients seen and finished, the cash / medical-aid split with the cash total, the average wait to consult and the busiest hour.

3. Export the list with “Export CSV” (opens in Excel), “Share PDF” or “Print” — one row per visit with arrival time, file number, payer, cash amount and waiting time.

4. If your practice dispenses under a Section 22C licence: whenever medicines were dispensed in the range, a “Dispensing register” card appears — one line per medicine with prescriber and dispenser, exportable as CSV or PDF. The printed register carries the s22C citation, and the law expects you to keep it for 5 years.

1. Everything clinical stays ON YOUR PHONE, encrypted: patients, consult notes, prescriptions, sick notes, referrals, invoices, your CPD logbook, the dispensing register and your proof log. None of it is uploaded to us. We hold only your account (email, HPCSA number) and your subscription — so we cannot read your records, and we cannot restore them for you if the phone is lost. Your backup is the only copy that can.

2. The one thing that leaves the phone is a patient you deliberately share with a practice team — and that copy is end-to-end encrypted, readable by your practice and by nobody else, including us.

3. Open Account → “Backup, export & restore”. One tap creates four files: an encrypted .ppbackup (the only one the app can restore from), a patients spreadsheet (.csv), a consultation-notes spreadsheet (.csv) and a full records PDF you can read with no app at all. Each file is offered in its own share sheet — if one does not appear, tap Share next to that file on the backup screen.

4. Choose a strong passphrase — only it can open the backup, and nobody can recover a forgotten one. Save the files in more than one safe place (cloud drive AND an email to yourself).

5. YES, your proof log is in the backup. The whole tamper-evident issuance ledger travels with it, hash chain intact.

6. On a new phone: install PracProof, sign in with your usual email, open Account → Backup, type the passphrase and tap “Choose file & restore”. Do this BEFORE you issue any document on the new phone — the proof log only restores onto a phone that has no ledger of its own yet, because two hash chains cannot be merged without destroying the tamper-evidence.

7. Two things do not come across, by design: your NHLS Labtrak login (reconnect it under Account → NHLS Labtrak login) and your document signing key (the new phone makes a fresh one; every document you already issued still verifies from its own QR code). Restoring only ADDS records — it never overwrites or deletes anything already on the phone.

8. If you run a practice, the backup also carries your practice keys, so a solo practice can be recovered onto a replacement phone. Keep your practice recovery code as well — it is the other way back in (Practice screen → “Show recovery code”).

9. The HPCSA expects records kept for at least six years — back up regularly (e.g. every Friday) so your phone is never the only copy.

1. Scan the QR code on the document with any phone camera — no app or account needed.

2. Or paste the verification link at pracproof.co.za/verify.

3. Genuine documents verify in seconds; anything altered after issue fails the check. Only what is printed on the document is shown — never a diagnosis or ID number.

1. AI Scribe (R299/month, available now): record a consultation with the patient’s consent and get a structured draft note, referral or discharge summary — you review and sign every word. Includes up to 400 recorded consultations a month (the app shows a live counter); camera scans and document drafts don’t count toward that allowance. High-volume practices can take AI Scribe Pro (R599/month) for 800.

2. AI Research is included in the same subscription: ask a clinical question about a patient and see what medical sources say — South African guidelines first — with references you can open. 500 questions a month on AI Scribe, 1,500 on Pro.

3. AES e-scripts (R249/month, launching at accreditation): fully paperless prescriptions signed with an accredited Advanced Electronic Signature.

4. Both are optional extras — everything above stays free for founding users. Subscribe at pracproof.co.za/subscribe.