AI Scribe: Using AI Scribe to create notes

About AI Scribe

AI Scribe is a feature that records and summarizes client conversations. It takes a recording of a conversation, transcribes it, then sends the transcript to an AI tool to create a summary. This summary then appears as a draft note in the client chart.

You can use AI Scribe both for recording client conversations and for dictating notes. If you use it to dictate a note, then the transcript of your dictation can be used to create the note. 

Consent for recording

Since AI Scribe involves recording your client's voice, you must have your client's consent to record your conversation before jumping in. For tips on how to ask your client for consent please check out the FAQs for AI Scribe.

Accessing AI Scribe and starting the recording

Once you're ready to go, access AI Scribe by signing into the IMPaCT app on your smartphone. Here's how to do it:

1. Log into the IMPaCT app on your smartphone
   • Using your smartphone, go to your preferred browser and navigate to the IMPaCT app website at https://app.impactchw.com
   • Log in with your username, password, and 6-digit passcode
2. Find your client on the Client list
   • After logging in, you will land on the Client list. Use the search bar or filters to find the client you're looking for.
   • You can also create a new client by using the "Add New Client" button that appears when you search for a client, just like in the desktop version of the app.
     • Pro-tip: Please note that, while the client list is optimized for mobile, client charts are not yet optimized for mobile and you may need to turn your phone to landscape to better navigate individual client charts.
3. Click on the microphone icon and follow the steps to start recording
   • Each client has a microphone icon, click on the microphone icon next to the client you want to record a note for.
     • Pro-tip: The microphone icon only shows up if your organization has turned on the AI Scribe feature.
   • You'll see a new screen pop up. Select the note type you want and confirm that your client has agreed to being recorded.
   • Then, hit the "Record" button to start. You'll see a recording timer start and a waveform which lets you know you're recording!

Managing and submitting your recording

1. Use the Pause/Resume buttons to manage your recording
   • While you're recording, you will see a Pause button on the screen. When you're paused, this turns into a Resume button that resumes your recording.

   • You can minimize the recording screen and navigate to other screens in the app -- when you do that you'll see a recording quick access bar at the bottom of the screen so you can easily pause or resume your recording.

     

     • Pro-tip: If you get logged out while recording, the app will pause your recording. When you log back in on mobile, you can resume your recording and continue from where you left off. 

2. Submit your recording when you're done
   • When you're done with your recording, hit the Submit button in the recording window.
   • You'll see a confirmation screen that lets you know your recording is processing.

Reviewing the draft note

1. Find your note
   • After you submit your recording, you'll see a draft note appear in the client chart Notes History. This note will have status indicating its progress. Below you'll see an example of what each status looks like.

   • 

   • Ready means your draft note is ready to review! You'll see a summary in the Notes field that you can edit and a read-only transcript for reference.
   • Processing means your note isn't yet ready; if you open this note you'll see the Notes field is blank.
   • Error means the system wasn't able to fully process your note. When you open a note with an error you'll see the results of what the system could process which will either be only the transcript or the audio recording if the transcript could not be generated. There may also be times when there was an issue with the recording and not even an audio recording is available. In these instances you will need to write your note.
2. Review, edit, and finalize
   • Once you see your draft note, update the Note details fields, make your edits and save as Final when you're ready!

Additional tips

1. The recording functionality of AI Scribe needs a reliable, fast internet connection and clear audio to work well. If you're not sure whether you'll have these for the whole conversation, take back-up notes just in case.
2. If using AI Scribe to record a video call, we recommend making the video call on a separate device such as a laptop, then using your smartphone to record the conversation. Use the laptop's built-in speaker and microphone rather than headphones -- if you’re on headphones it won’t be able to “hear” both sides of the conversation.
3. AI Scribe currently cannot record phone calls that are on your smartphone. If you need to record a phone call, we recommend using a separate speaker phone for the call and using your smartphone to record the conversation.
4. If a call comes in while you are recording, your in-progress recording will automatically be submitted. To continue, you will need to start a new recording for the client you were working with. This means you'll have 2 draft notes for your client encounter -- one from the recording before the call and the other that you started after the call came in. Then when you edit your notes, paste the summaries into one note and delete the draft note that you no longer need.
5. If you would like to record in another language or a mix of English and another language, we have not yet optimized for this. We did however do some testing around this and found the transcript to be a little off but the summarized draft note was fine.

Now you're oriented to AI Scribe! If you have any additional questions please reach out to us at support@impactcarehq.com.