HIPAA-Conscious · Built for Clinicians

Workflow optimization for busy clinicians

Rounding that's faster
than paper.

Replace printed lists and index cards with a secure digital rounding workflow. AI-assisted clinical notes, CPT & ICD associations, biller queue, and follow-up coordination - all in one place.

Security-first architecture
End-to-end encryption
Built by clinicians
iOS & Web
3.5 hrs
Clinician hours saved / week on sign-out*
0%
Hospital encounters tracked*
0PHI
In analytics or logs
0%
Role-isolated access
* From pilot baseline data (urology, hospital rounding) - not projections.
The Rounding Workflow

From bedside to billed.
Without the paperwork.

Notafid replaces the printed list, the index card stack, and the handoff lag - with a secure, fast, collaborative digital workflow your entire practice team can rely on.

1

Every patient, accounted for.

Your Rounding List is who you're actively seeing today. Records is your complete history - every patient, every visit, searchable instantly. Add patients by scanning a facesheet, photographing a printed patient list or label, or entering the four required fields manually.

Required fields: first name, last name, date of birth, hospital
Scan a facesheet, patient label, or printed patient list to auto-fill
Name, DOB, and hospital auto-extracted from your dictation too
New consult vs. follow-up vs. progress note tagging
Today's Patients - St. Joseph's
Johnson, David · Rm 412
New Consult · Obstructing ureteral stone
Pending Note
Chen, Marcus · Rm 308
Follow-up · Post-TURP
Billed
Adams, Mike · 4 West
Records · Stent · Long-term follow-up
Monitoring
St. Joseph's · 3 patients Updated just now
2

Dictate naturally. AI structures the note.

Tap record and speak the way you always have. Notafid's AI drafts a structured SOAP note, identifies supporting text for CPT and ICD-10 codes, and flags potential age or diagnostic discrepancies - all before you review.

Voice dictation to structured SOAP note in seconds
AI-suggested CPT and ICD-10 with supporting text highlights
Optional AI-assisted differential and management suggestions
Physician remains in full control - AI never overwrites silently
AI Note Preview
SOAP Note · Draft

S: 54yo M, acute onset left flank pain radiating to groin, nausea, gross hematuria...

O: CT KUB: 6 mm obstructing L mid-ureteral stone, moderate hydronephrosis. Cr 2.1 (AKI).

A: Obstructing left ureteral calculus (N20.1) w/ hydronephrosis & AKI → plan ureteral stent.

99223 - High Complexity 52332 N20.1
AI suggestion - physician review required before finalization
3

Finalize, and the biller is notified instantly

When you approve the note, it's finalized and your billing team is automatically notified. They can see the full note, the code associations, and the supporting evidence - all without you lifting another finger.

Biller receives note and code associations immediately
Supporting note text highlighted next to each code
Billing status visible to physician: Coded → Submitted → Paid
Downloadable PDF with audit metadata for records
Biller Queue
Johnson, David
99223 · N20.1 · N13.2
New
Chen, Marcus
99232 · N13.30
Submitted
Patel, Raj - Billing marked complete. Follow-up scheduled.
4

Follow-up tasks created automatically

Say "follow up in two weeks" in your dictation and Notafid creates the follow-up task. Your staff can log outreach attempts, mark it scheduled, and you can verify it happened - without a single separate form.

Follow-up tasks auto-created from dictation context
Staff can log outreach attempts and update status
Physician sees follow-up completion status in real time
No PHI in push notifications
Follow-Up Tracker
Johnson, David Due Apr 26
Follow up in 2 weeks - stone clinic
Outreach attempted
Appt pending
Chen, Marcus Completed
Appointment confirmed · Apr 18 · 10:30 AM
5

One dictation. Four outputs. Nothing falls through.

Every time a physician dictates a note, Notafid fans the output to every team member who needs it - simultaneously. No handoffs, no re-entry, no one asking "did you put that in the system?"

Finalized note → biller queue with codes & supporting text
Follow-up instructions → MA task queue, structured and actionable
Patient added to billing worklist with wRVU capture
Sign-out list updated across all facilities automatically
One Note → Four Outputs
Biller Queue
99223 · N20.1 · 3.50 wRVU
New
MA Task Queue
Follow up in 2 wks - stone clinic
Assigned
Billing Worklist
Today · Mercy West · +1.92 wRVU
Sign-Out List
Mercy West · Johnson, D - updated
Live
Platform Capabilities

Every tool your practice team needs.
Nothing it doesn't.

Designed around the real workflow problems physicians, billers, and admins face every day - not around what looks impressive in a demo.

Active Patient Lists

Two views, one place. Your Rounding List shows every patient you're actively seeing. Records is your complete history - every patient you've ever seen, searchable by name, date, or diagnosis. Capture a printed census sheet or rounding list and AI batch-imports the entire list in seconds - duplicates are automatically detected and skipped.

List-to-Census Import

Capture a printed census sheet, rounding list, or index card. AI extracts every patient row - name, DOB, room, diagnosis - and presents a one-tap review before adding them. Built-in dedup means no duplicate entries, ever. Three seconds to a complete inpatient census.

Voice Dictation to Structured Note

Speak naturally into your iPhone or web browser. AI generates a structured SOAP note within seconds - the physician reviews, edits, and finalizes. No silent overwrites.

CPT & ICD-10 Code Association

Diagnoses and procedures in the note are visually highlighted and associated with suggested billing codes. Billers see exactly which text supports each code - fewer denials, faster cycle.

Biller & Coder Workflow

A dedicated biller view with filtering, status management, and an actionable queue. Coders see notes, code associations, and supporting evidence - not just a raw PDF.

Follow-Up Task Automation

Dictate "follow up in 2 weeks" and a task is created and assigned automatically. Staff can log outreach, mark scheduled or unable-to-reach, and physicians see real-time completion status.

Faster Prior Authorizations

The moment a note is finalized, the documentation and codes reach your front-office team instantly - no waiting on a dictation service or end-of-day batch. Staff can start prior authorizations the same hour the decision is made, closing the auth window before it costs you. Fewer delayed or written-off visits, far less scrambling to confirm an auth is in before the patient arrives.

Billing Worklist & wRVU Rollup

Every patient seen is captured in a billing worklist grouped by day and facility - with per-encounter wRVU, CPT/ICD codes, and one-tap CSV export for your billing team. No charge falls through the cracks.

Cross-Facility Live Sign-Out

Round across multiple hospitals and generate a structured sign-out PDF grouped by facility. Unresolved patients are flagged in amber so nothing is handed off incomplete. Designed for urologists covering multiple hospitals.

MA Task Queue

Follow-up instructions from dictation are automatically routed to your medical assistants as structured tasks - patient name, DOB, primary diagnosis, timeline, and notes. Staff work from a clean queue, not sticky notes.

Optional AI Clinical Assistance

Ask AI to suggest a broader differential, revise note phrasing, or add management considerations - with citations surfaced in a clearly labeled separate AI panel. Physician accepts or rejects.

Secure PDF Export

Finalized notes generate server-side PDFs with audit metadata. Access-controlled retrieval only - no public URLs, no unauthorized downloads, and full download logging.

Role-Based Access Control

Physicians, billers, staff coordinators, and admins each see exactly what their role permits - and nothing more. Strict tenant isolation across practices, no cross-organization data leakage.

Native Mobile App · Coming Soon

Your entire rounding workflow,
in your pocket — coming soon

Dictate notes at bedside, view your full patient list, track follow-ups, and monitor billing status - all without touching the hospital EMR.

Coming soon to the
App Store
Coming soon to
Google Play
Get notified
at launch
Not yet on the App Store
  • Biometric sign-in & encrypted Keychain storage
  • AI-assisted SOAP & H&P note generation
  • Multi-hospital patient list, works across facilities
  • Optimised for iPhone - iPad supported
Notafid - Patient list with search and filters
Notafid - Dashboard with patient stats and quick actions
Notafid - Clinical notes list with billing status
Built for physicians, customized for you

Never leave a stent in.

Every cystoscopy with a stent (CPT 52332 / 52352 / 52356) auto-creates a Stent Log entry with a 90-day clock. Notafid tracks indwelling time, flags stents within 14 days of the limit, and surfaces overdue stents as medico-legal risk - so a forgotten stent never becomes a complication or a claim.

  • Auto-created from your op note - no manual entry
  • 90-day removal clock with overdue + 14-day-warning alerts
  • Overdue stents routed to your MA for patient outreach
  • One tap to mark removed when the stent comes out
Notafid - Stent Log tracking indwelling ureteral stents with a 90-day removal clock and overdue alerts Notafid - Procedure tracker logging same-day surgeries and OR cases with CPT codes and wRVUs
Built for Your Whole Team

Every role gets a purpose-built experience.

A physician's workflow and a biller's workflow are completely different. Notafid treats them that way.

Faster than paper, actually

Your full patient list in under 3 seconds. Dictate a note in 2 minutes. No reprinting, no misplaced cards, no handoff lag to the office.

See what happened to your charges

Track whether your note was coded, submitted, and paid - from the same place you created it. End the guesswork about billing status.

AI that assists, never overrides

Optional AI suggestions for differential, management, and note phrasing - clearly labeled, always reviewable, never automatically applied.

Native iOS built for bedside

Swipe actions, large tap targets, biometric login, offline-aware patient list access. Designed for high-pressure clinical environments, not office desks.

Physician Dashboard
8
Active Patients
5
Notes Finalized
2
Follow-Ups Due
$4.2k
Est. Charges Today
1 note has a draft coding suggestion awaiting your review

Code context, not just the note

See exactly which text in the clinical note supports each CPT or ICD-10 suggestion - highlighted inline. No more reading the entire note to find the justification.

Filterable, actionable queue

Filter by physician, hospital, date range, billing status, or provider. Mark items reviewed, needs clarification, coded, or submitted - with a full audit trail.

Internal clarification thread

Need more info? Leave a comment on the encounter that the physician sees in their next login. No email chains, no phone tags, no sticky notes on a printed list.

Billing analytics and queue aging

See the billing pipeline at a glance - how much is pending, how long items have been sitting, and turnaround time trends by physician or facility.

Billing Queue
Johnson, D. - Dr. Rivera
99223 · N20.1 · N13.2 · St. Joseph's
Ready to Code
Chen, M. - Dr. Rivera
99232 · N13.30 · St. Joseph's
Needs Clarification
Patel, R. - Dr. Rivera
52356 · N20.0 · St. Joseph's
Submitted

Tasks land already routed

Follow-ups dictated at the bedside arrive in the MA queue formatted, attached to the patient, and searchable by DOB - no paper handoffs, no transcribing from a printout.

One-tap reassign to the right MA

If the patient actually belongs to another doctor, the MA reroutes the task to the correct MA in a single tap. No bouncing it back through the physician - the most common time-sink in office practice.

The note is always one tap away

Read-only access to the physician's note (draft or finalized) on every task row, so the MA always has the context they need - no chasing the doctor down for clarification.

Outreach + call-back capture

Days-later patient call-backs become a one-off MA task attached to the original encounter - no rebuilding context, no falling through the cracks.

MA Task Queue
Schedule stone-clinic f/u - 2 wk
Chen, Marcus · DOB 11/05/1963 · St. Joseph's
Routine
Assigned to Maya Patel · Dr. Johnson
Prior auth - TAVR
Okafor, Emeka · DOB 02/14/1945 · BayCare
High Priority
Reassigned → Jordan Lee · Dr. Smith
Postop wound check call
Adams, John · DOB 09/03/1979 · BayCare
Reached
Assigned to Priya Shah · Dr. Smith

Invite and manage your team

Invite physicians, billers, and staff by email. Assign roles, control access per user, set hospital affiliations, and revoke access instantly if needed.

Full audit trail

Every create, view, edit, finalize, export, and status change is logged with timestamp and user. Ready for internal compliance review at any time.

Practice-wide configuration

Manage hospital affiliations, billing preferences, follow-up workflow settings, and export permissions - all from a clean admin panel.

Subscription and seat management

Add or remove provider seats, manage billing, upgrade plans, and download invoices - directly from the admin settings panel.

Admin Panel
DR
Dr. Rivera
Physician · Active
Active
SK
Sarah Kim
Biller · Active
Active
JM
Jane Martinez
MA · Pending invite
Pending
Security Architecture

Built security-first.
Not security-after.

PHI protection, tenant isolation, and audit logging aren't features we added later - they are the foundation the platform is built on.

On HIPAA compliance: Notafid is engineered with HIPAA-conscious technical safeguards - including encryption in transit, access controls, audit logging, and role-based data isolation. Formal HIPAA compliance requires organizational policy, BAA agreements, infrastructure review, and legal counsel - none of which a platform alone can fully deliver. We clearly document what remains for your compliance team.

Encryption in Transit

TLS 1.2+ enforced across all communications. No plaintext data transmission.

Role-Based Access

Physicians, billers, and staff see exactly what their role permits - and nothing more.

Tenant Isolation

Strict Firestore security rules enforce organization boundaries at every data access.

Audit Logging

Every create, view, edit, finalize, and export is immutably logged with user and timestamp.

Multi-Factor Auth

MFA required for admins. Available for all users. Secure session management and expiry.

Zero PHI in Logs

No patient identifiers, diagnoses, or PHI fields appear in analytics, crash reports, or URLs.

Server-Side Operations

Privileged operations (PDF generation, AI, billing transitions) run in Cloud Functions - not the client.

Secure Local Storage

iOS app uses Keychain for credentials. Sensitive cached data is encrypted at rest.

Our story

Built between cases - by a urologist
who'd had enough of the busywork.

Notafid started on a call night: a stack of unbilled charges, a rounding list scrawled on an index card, and follow-ups that lived only in my head. The enterprise AI scribes were built for big health systems with IT departments and seven-figure budgets - not for the rest of us in small private practices. So I built the tool I actually needed at the bedside, and made it accessible enough that any practice can pick it up on day one.

Charges left on the table

Real wRVUs lost to notes that never got billed and codes that got missed. Notafid surfaces the charge the moment you finish dictating.

Charting after midnight

Pajama-time documentation eating into the evening. Speak the encounter at the bedside and walk out with an EHR-ready note.

Staff playing telephone

Follow-ups and tasks bouncing between the physician, MA, and biller. Notafid routes them automatically and keeps the whole office on the same list.

Built for the 80%

For the ground-level private practices the big systems overlook - accessible pricing, no IT department required, and a workflow that fits how you already round.

About us

About Notafid

Notafid was built from the ground-level realities of private-practice medicine.

The idea grew out of years spent caring for patients across clinic, call, surgery, and hospital coverage, where physicians and staff often work across multiple hospital systems, EMRs, and care settings without a clean way for information to move between them. These challenges are familiar in private-practice urology, but they are not unique to urology. In covering patients alongside other specialists across metro, suburban, and rural facilities, we repeatedly saw the same fragmentation affecting many physicians: disconnected hospital and office systems, delayed follow-up communication, billing handoff gaps, and workflows that still depend on paper lists, screenshots, emails, and manual task tracking.

What began as a quality-improvement effort evolved into a practical way to bring modern technology and AI into private practices at an accessible entry point. Notafid was designed for physicians and care teams working at the ground level — the groups that need workflow support most, but often do not fit neatly into large enterprise solutions built for major health systems.

Notafid was founded by Dr. Jonathan Pavlinec, a practicing urologist and Co-founder/CMO; Dr. Kevin Olsen, an engineer, practicing anesthesiologist, and CEO; and Adam Pietrafesa, software engineer and lead developer of the platform. Together, the team built an EMR-agnostic workflow platform designed around how private specialty practices actually operate.

Notafid helps physicians and care teams turn clinical documentation, dictation, and workflow updates into actionable outputs such as live sign-out, office tasks, procedure logs, billing-support exports, and patient-linked reminders. By combining AI-powered tools with human oversight, the platform supports clinicians, APPs, MAs, billing teams, and administrators across the entire practice workflow.

Our mission

To make private-practice workflows easier, safer, and more efficient — helping physicians and staff adopt accessible technology that supports better care without adding another layer of administrative burden.

Built different

Physician-owned. Self-funded.
We work for you - not advertisers.

Notafid was built by a practicing urologist who got tired of "free" tools that sell physicians' attention to recruiters and monetize their data. We're the opposite end of that spectrum - and we intend to stay there.

Physician-owned

Built by a urologist who rounds, dictates, and bills - for doctors doing the same. The roadmap comes from someone who uses it on call, not a product committee.

Self-funded, on purpose

No VC clock forcing us to monetize your attention. We answer to the physicians who pay us - and no one else.

We never sell your data

Your information is never sold, shared, or fed into recruiter spam. You're the customer, not the product - the opposite of what burned us all out.

Zero audio retention

Your dictation is transcribed and immediately deleted - never stored. Compare that to ambient scribes that keep your recordings for up to 12 months.

FAQ

Common questions, answered honestly.

Notafid is engineered with HIPAA-conscious technical safeguards: end-to-end encryption, role-based access control, audit logging, tenant isolation, and zero PHI in analytics or notification payloads. However, formal HIPAA compliance also requires organizational policy, operational procedures, staff training, BAA agreements, and ongoing infrastructure review - none of which a platform alone can certify. We provide the technical foundation and clearly document what your compliance team will need to address. We strongly recommend engaging healthcare compliance counsel before any production deployment.
No, and it's not designed to. Notafid works alongside your hospital EMR (Epic, Cerner, etc.) rather than replacing it. It replaces the paper-based workflow that happens outside the EMR - the printed patient lists, index cards, handwritten annotations, and manual billing handoffs. Future versions are designed to integrate with Epic's billing and scheduling modules.
AI-generated note drafts are suggestions, not final documents. Every draft requires physician review and explicit finalization before it enters the billing workflow. Notafid's AI clearly marks all generated content, preserves your original dictation, and never silently overwrites physician text. The quality of AI suggestions is directly dependent on the quality of the dictation provided. We do not make specific accuracy guarantees - the physician is always the responsible clinician.
Yes. Notafid offers a native iOS app optimized for bedside use - with swipe actions, large tap targets, biometric login, and offline-aware patient list access. The web app provides a full-featured experience for desk workflows, billing review, admin management, and analytics. Both share the same data and design language.
Upon cancellation, your organization's data is retained for a grace period (typically 30 days) during which you can export your records. After the grace period, data is permanently deleted from our systems. Export functionality is available in both PDF and structured formats for authorized Practice Admins. We do not retain PHI after account deletion.
Billers are invited by the Practice Admin via email. They receive a role-scoped login that gives them access only to the billing queue, encounter notes, and code associations - nothing they don't need to do their job. Billers cannot see patient information beyond what is required for billing, cannot access other physicians' full records, and all their actions are logged in the audit trail.
A BAA is available for any customer handling PHI. Executing a BAA is a prerequisite for organizations handling PHI under HIPAA. Please contact our team to initiate the BAA process as part of your onboarding. Note that a BAA alone does not constitute full HIPAA compliance - your organization's policies and operations must also meet HIPAA requirements.

Ready to replace the paper list?

See Notafid in your workflow. We'll walk through a personalized demo with your team.