USING AI NOTES FOR EFFORTLESS DOCUMENTATION

First-Time Use: Microphone Permission and Feature Tour

Microphone Access: The first time you open a visit note with the AI Notes feature enabled, your browser will display a pop-up asking for permission to use your microphone. To proceed, select either "Allow this time" or "Allow when visiting this site". Granting permission is necessary to use the recording function.

Feature Tour: Once microphone access is allowed, the microphone icon will appear in the bottom right corner of your note area. Clicking this microphone icon opens the Audio Record pop-up.

 You may be prompted with an offer for a quick tour of the feature. We highly recommend clicking "Okay" to take the tour if this is your first time, as it provides a helpful overview. Otherwise, you can close the prompt.

Recording Your Audio Note

Creating an audio recording is straightforward:

1. Start Recording:

• Click the microphone icon within the Audio Record pop-up.

• Alternatively, use the voice command "Start Recording".

2. Add Context (Optional): While recording (or before starting), you can type relevant details or context about the recording into the description box. This can help organize your notes later.

Managing Your Recordings

• After Stopping: When you Stop a recording, the system will indicate you have an unsaved recording. An audio player will appear, allowing you to:

  • • Listen to the recording you just made.

    • Choose an action:

      • Save Record: Saves the recording to the list for this visit note.

      • Start New Record: Discards the current unsaved recording and begins a new one.

      • Keep Recording: May allow you to resume or continue the current session

• Audio Recording List Section: This area displays all audio recordings associated with the current visit note. It typically includes columns such as:

  • • Action: Provides icons to listen (play icon), delete (trashcan icon), or preview transcribed details. An eye icon with a slash indicates the recording was not successfully transcribed.

    • Description: Shows the description you entered for the recording.

    • Duration: Displays the length of the recording.

    • Date Recorded: Shows when the recording was made.

    • Recorded By: Indicates the user who created the recording.

    • Status: Shows the current state (e.g., Recording, Transcribed, Pending, Failed Transcription).

    • Device: Indicates how the recording was made (e.g., Web Browser, Mobile App).

Understanding and Using the Transcription

The system automatically transcribes your saved recordings, turning speech into text.

• The Guide Section:

  • • Purpose: This helpful section lists recommended keywords and sample sentences optimized for the transcription engine.

    • Benefit: Familiarizing yourself with these keywords and phrasing patterns before recording can significantly improve transcription accuracy and reduce the need for manual mapping later.

• The Transcribe Result(s) Section:

  • • Purpose: This section displays the detailed transcription results for a selected audio recording from the Audio Recording List.

    • Actions: Here you can typically:

      • • Listen to the specific segment of the recording corresponding to the transcribed text.

        • Export the transcription results as a PDF file.

    • Understanding the Results: The system attempts to match transcribed phrases to specific fields or sections within your visit note. For each identified item, you'll see details like:

      • Transcribed label: The keyword or phrase identified in the audio (e.g., "Blood Pressure," "Patient stated").

      • Existing value: Any data already present in the corresponding field of the visit note before this transcription. (Blank if the field was empty).

      • Recording value: The specific value extracted from the audio recording for that label (e.g., "120 over 80," "feeling better today").

      • Transcribed Status: Indicates if the system successfully mapped the Transcribed label to a known keyword/field in the note template (Success or Failed/Needs Mapping).

• Mapping Keywords: If the Transcribed Status shows a failure (often indicated by an 'x' mark or similar), you need to map it manually:

  1. • Click the 'x' mark (or the indicated mapping control) next to the item needing correction.

     • The Map to Keyword Popup will appear.

     • Select the correct keyword or field from the list that corresponds to the transcribed text.

     • Click the "OK" button to confirm the mapping. The system will save this correction and use it to populate the note.

     • Alternatively, click "Close" to cancel the mapping action without making changes.

Populating the Visit Note

Once you have reviewed the transcription results and completed any necessary mapping:

1. Select the checkboxes next to the transcribed items you want to insert into your visit note. Only selected items will be added.

2. Click one of the following buttons:

• Populate To Note and Save: Adds the selected data to the corresponding fields in your visit note and saves the entire note.

• Populate to Note: Adds the selected data to the note but does not automatically save the entire visit note (allowing further edits before saving).

• Cancel: Closes the transcription review section without adding the selected data to the note at this time.