FAQ


What is Smilenotes?

Smilenotes is a practice management software system designed for clinics and allied healthcare professionals. Our time saving software helps you write-up notes quickly and keep patient records organised and in one place.

Why Should I Use Smilenotes?

Smilenotes is designed and tested by clinicians that work in busy clinics (rather than computer programmers) - this helps us understand how to build software that works the way you work. Smilenotes has a clear, simple design and our software is fast and reliable, helping you work quickly and efficiently. Our pricing plans are transparent - so you can see exactly what you're paying for. We treat our customers how we'd like to be treated and as clinicians ourselves you can be assured we will handle your data with care.

Do I have to download software onto the computer to use Smilenotes?

Smilenotes runs in the Cloud using your web browser, so there is nothing to download. This means you will always be using the latest version of our software and can access Smilenotes using different devices.

Can I download my data?

We hope you like using Smilenotes however if you decide to leave us we've made it easy for you to export your data any time you need to. Your data can be exported in .txt and .csv format.

What browsers are supported?

Smilenotes will work on most modern web browsers including the latest version of Chrome, Safari, Firefox, Internet Explorer and Edge.

How safe is my data?

All transmitted data is encrypted during transfer using SSL technology. Our data storage facilities (based in the UK and Amsterdam) maintain extremely high standards of security, and include safeguards such as biometric readers for access, 24/7/365 on site security and security cameras. All patient/client data (including uploads) is encrypted at rest using industry standard encryption. All of your client/patient data stays within the UK/EU and strictly meets the requirements set out by the ICO.

SEE OUR PRIVACY POLICY >

Do I need an internet connection?

Yes. Smilenotes runs in the Cloud so the computer or device you are using will need to be connected to the internet using WiFi or mobile data. Being in the Cloud allows us to keep your data secure making sure everything stays in-sync and updated.

Does Smilenotes have an App?

No. However we've designed Smilenotes to work nicely in a web browser on any device. Smilenotes will automatically adjust to the device you are using. We recommend using a desktop computer or tablet device for the most comfortable experience due to the larger screen size.

How much does Smilenotes cost?

Plans start from just Ā£5 per month. See our pricing plans. Smilenotes is free for 30 days when you sign up and we don't take card details unless you decide to keep using our service after your trial. We provide online tutorials and email support (rather than expensive call centres). Keeping things simple helps keeps our subscriptions prices low.

Demo Template Collections

When you sign up to Smilenotes you have access to our pre prepared templates. Demo Collections have not been approved by a professional body. They have been formulated only as a guide and to give you some ideas for creating your own templates. We take no responsibility for the accuracy of the information given, and we encourage you to personally customise these templates before using them.

Feel free to delete our Demo Collections completely and start from scratch - alternatively delete or edit individual templates and customise them to suit your needs.

Backups

A full backup snapshot of the primary database is taken once every 24 hours. Uploaded files are backed up once every 24 hours. All backups are saved to a separate data centre for security. A full system backup is performed on a weekly basis.

GDPR/UK GDPR - Our Commitment to Data Privacy

Smilenotes is committed to compliance with the General Data Protection Regulation (GDPR), which came into effect on May 25, 2018 and UK GDPR which came into effect on January 1, 2021. Our customers can trust that we have made GDPR and UK GDPR a priority and have taken steps to ensure our compliance with the new data protection regulations. Our data protection registration number is ZA109116

What file types can I upload?

Video files: .mp4 .wmv .mov

Image files: .jpeg .png

Word files: .docx .doc

Document files: .pdf

Excel files: .xls .xlsx

Audio files: .mp3

The maximum file size that you can upload/attach is 8MB.

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