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 on desktop and mobile devices
One way is through the client list when you update a client’s status. For more information on how to add a note from the Client List check out How to Create a Note from the Client List
Mobile
Desktop
On desktop,another way to access the AI Scribe ‘Record’ button from your client’s chart in the Notes section.
For Mobile you can also click on the Microphone icon next to the client’s status button to open up the AI Scribe recording window.
Start Recording
To start, click on the blue ‘Record’ button.This will open up a window for you to collect your client’s consent to record.
After you click on continue you might be prompted by your browser to allow IMPaCT to use your microphone. For the feature to work, you must click on ‘Allow’.
Once you have updated your browser settings,your recording will begin. You'll see a recording timer start and a waveform which lets you know you're recording! While you're recording, a Pause button will be displayed on the screen.
When you're paused, this turns into a Resume button that resumes your recording or you can click on the submit button that appears to complete the recording.
While recording you can minimize the recording screen and navigate to other areas 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. Once you click on the bar, the regular AI Scribe window will open back up. If you are on mobile, in the client list you will have a red dot as a reminder of which client you are recording for.
When you are ready to submit and you click on the submit button, you will see a screen confirming the recording is being processed. You can close out of this window and find your draft note in the client’s chart.
Reviewing the draft note
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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.
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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!
Appending notes
If you start to manually type in a note but want to use AI Scribe instead, you can! Anything that you type into the note body along with the fields you have filled in will be automatically moved to a draft state after you click on the blue Record button. Once you complete your recording, and your note has been processed, you will be able to see what you manually typed in along with your AI Scribe summary and transcript.
Additional tips
- 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.
- 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.
- 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.
- 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.
- 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.