Frequently Asked Questions

You receive a complete set of Heidi-ready clinical templates tailored to your practice. This includes:

• Template files (.txt) — ready to paste directly into Heidi Health. Unified packages include both a single master template covering all procedure types and individual split templates as fallbacks
• Voice guide (.pdf) — a practitioner workflow guide with quick reference cards, appointment-type walkthroughs, speech trigger phrases, and a local anaesthetic & materials cheat sheet
• Flowchart (.png) — high-resolution visual diagram showing your template structure with speech cues on every branch, suitable for printing and keeping at the desk

We accept Word documents (.docx, .doc), PDFs (.pdf), Rich Text Format (.rtf), text files (.txt), and Markdown (.md). If your templates are in a different format or only exist within your practice management software, just let us know and we'll work it out.

Most projects are delivered within a few business days of receiving your templates and onboarding preferences. Comprehensive packages (D Unified) or projects with extensive customisation may take slightly longer. We'll keep you updated on progress throughout.

No. We test your templates using our own Heidi Health environment. You never need to share your login credentials. Once your templates are delivered, you simply copy and paste them into your own Heidi account.

Our templates work with any Heidi Health plan that supports custom templates. If you're not sure whether your plan includes this, check your Heidi settings or contact Heidi Health support.

Our dentist packages cover all procedure categories found in the templates you send us. Hygienist/OHT packages cover the categories relevant to your scope of practice.

Absolutely. After payment, you'll complete an onboarding form where you specify your preferences — including next visit line placement, AI consent statements, dental assistant documentation, local anaesthetic colour codes, default composite shade, default crown material, and post-operative instruction style. Your templates are built to match the way you work.

Yes. Payments are processed securely through Stripe - we never see or store your card details. The website is SSL encrypted, and your uploaded templates are processed securely and not shared with third parties.

Split packages give you a separate template file for each procedure category (e.g. restorative, endodontic, surgical). You choose which template to load in Heidi based on the appointment type.

Unified packages give you a single master template that covers all your procedure categories in one file. Heidi detects what you're talking about and activates the right sections automatically — no template switching needed. You also receive the individual split templates as fallbacks. Both packages include a voice guide and flowchart.

We offer two add-ons that can be included at checkout or purchased later:

• Hygiene Exam (A1) — a combined hygienist + dentist exam template for appointments where the hygienist does the clean and the dentist does the exam, recording both portions in a single structured note
• Extended Support (A2) — extends your complimentary support window from 30 days to 3 months, giving you more time to fine-tune your templates with fix requests

Yes. You can purchase either add-on at any time from your account dashboard. If you add the Hygiene Exam after delivery, the template will be included with your next update. If you add Extended Support, your support window is extended from the date of purchase.

It's straightforward:

1. Open Heidi and go to Settings
2. Select Templates from the menu
3. Click New Template and give it a name
4. Open the .txt file, copy the entire contents, and paste into the template editor
5. Click Save

Repeat for each template file. You can also copy templates directly from your account dashboard.

You can submit a Template Fix Request through your account dashboard at any time. During your 30-day complimentary support window, adjustments are made at no extra charge. Simply describe what you'd like changed and we'll update your templates.

You receive 30 days of complimentary support from the date of delivery, or 3 months if you've purchased the Extended Support add-on. During this time, you can submit fix requests and we'll make adjustments at no extra charge. Your support expiry date is shown in your delivery email and on your account dashboard.

Yes. Our Extended Support add-on extends your support window from 30 days to 3 months and can be purchased at any time from your account dashboard. If you need assistance beyond that, contact us to discuss what works best for your practice.

Here's a quick troubleshooting flow:

1. Regenerate the note — click the three dots on the note in Heidi and select Regenerate. Heidi's note generation may occasionally need a second pass, and this often resolves the issue
2. Check your voice guide and flowchart — these list the exact speech triggers for each section. Keep the flowchart nearby during consultations as a quick visual reference
3. Submit a Template Fix Request — if a keyword consistently doesn't trigger correctly, submit a fix request through your account dashboard. It may just need a small adjustment to match how you naturally phrase things

Some degree of professional review is expected with any AI-assisted documentation tool. Templates are designed to get you most of the way there — quick edits are normal.

Everything is available in two places: attached to your delivery email, and on your account dashboard at chairsidelogic.com/account. Your dashboard also lets you copy template contents directly to your clipboard, view version history, and submit fix requests.

Go to chairsidelogic.com/login and sign in with either Google or a magic link sent to the email address you used at checkout. No password is required — just click the link in your email and you'll be logged in automatically.

Your dashboard shows:

• Your current stage in the process (paid, onboarding, processing, delivered)
• Support expiry date and remaining time
• Template files with copy-to-clipboard for easy pasting into Heidi
• Links to submit a Template Fix Request or purchase add-ons

Once you submit your onboarding form, your templates go through a multi-stage transformation pipeline. Your existing templates are analysed, converted into Heidi Health syntax using your specified preferences, quality-checked, and then your deliverables (voice guide and flowchart) are generated. You'll receive an email when everything is ready.

You can delete your account from your dashboard or by emailing tom@chairsidelogic.com. Account deletion is permanent — your templates and processing files are removed. We retain copies of your Client Service Agreement and payment records as required by Australian tax law. See our Privacy Policy for full details.

No. Chairside Logic is an administrative documentation tool - it transforms your existing clinical note templates into a format optimised for Heidi Health. It is not regulated as a medical device under the Therapeutic Goods Administration (TGA) or any equivalent regulatory body, and does not diagnose, treat, or monitor patients.

Yes. You must review, edit, and approve all AI-generated content before use. Template output is not a substitute for your own professional clinical judgement, training, or expertise. You are solely responsible for the clinical accuracy of any documentation used in your practice.

No. We use Anthropic's Claude API for template processing, which does not train on API inputs. Your data is processed and not retained by the AI provider beyond the immediate processing window.

Yes. Your templates are processed using Anthropic's Claude API, which is US-based. Our payment processor (Stripe) and client record system (Notion) are also US-based services. This is disclosed during checkout, where you acknowledge overseas data processing as required under the Australian Privacy Act. No patient-identifiable information should ever be included in your templates.

We retain your submitted templates and generated output in our system for the purpose of delivering and supporting the service. No patient-identifiable information should ever be submitted (per the Client Service Agreement). See our Privacy Policy for full retention details.

Our templates themselves don't process patient data. However, if you use an AI scribe (such as Heidi) alongside our templates during patient encounters, you should follow your jurisdiction's consent requirements for AI-assisted recording. We recommend informing patients whenever AI tools are involved in their care documentation.