Voice Notes

Voice Notes turns what you say during an appointment into text in the clinical note. Your words go into the note exactly as they were transcribed, and the original transcript is kept with the appointment.

Voice Notes does not give clinical advice, suggest treatments or add anything you did not say.

Record a note in an appointment

Open the appointment from the calendar.
Press Record note in the appointment header. It is there on every tab, and it takes you to the clinical note.
If this is the first recording for this patient, you are asked to confirm the patient has agreed to being recorded (see Recording consent below).
Speak naturally. The button shows the time, for example 0:42 / 4:30.
Press Finish. The words are added to the note box once.
Read the note, correct anything, then press Save as usual.

You can also start from the Start recording button above the note box on the clinical note tab. Press Record again to add another recording to the same note.

Recordings are limited to 4 minutes 30 seconds for now. From 4:00 you'll see a reminder to finish. Longer recordings are coming. For a longer consultation, finish and press Record again.

Note and Transcript

Above the note box there are two tabs:

Note is the text you edit and save.
Transcript lists each recording from this visit with its audio player and the raw transcript. This text is exactly what was transcribed and is never changed, even if you edit the note.

Saved notes built from a recording have a View raw transcript link, so you can always check the note against what was said.

Fill a template

Under the note you can lay your own words out in one of your clinic's note templates.

Choose a template from the list. Templates are made in advance by your clinic in Settings → Voice Notes & Templates. You can't write a new one from inside an appointment.
Press Fill template (or Letter for a letter). Only your own words are used. Nothing is summarised or added.
Read the preview against what you said.
Tick "I have reviewed this against what I said and take clinical responsibility for its content."
Press Add to note, then Save. Your sign-off is saved with the note, with your name and the time.

The raw transcript is not changed by filling a template. The filled version is a separate copy for you to check.

Turn Voice Notes on or off

Voice Notes is on for every clinic unless an owner or admin turns it off.

Settings → Voice Notes & Templates → Voice Notes is on for this clinic

When it is off:

the record buttons disappear from appointments and from client profiles
the Voice Notes library page says it is turned off
new voice-note recordings are refused

Recordings and notes you already have are not deleted when you turn it off.

Recording consent

Before the first appointment recording for a patient, Voice Notes asks: "Has the patient agreed to this consultation being recorded and transcribed into their notes?"

Press Yes, start recording to begin. Tick Remember for this patient so you are not asked again for them at this clinic.
Press Not now to cancel. Nothing is recorded.

An owner or admin can choose to be asked every time instead: switch off Ask for recording consent once per patient in Settings → Voice Notes & Templates.

Where recordings live

In the appointment: the Transcript tab during the visit, and the View raw transcript link on each saved note afterwards.
On the client profile: short voice memos about the client sit under Voice Memos on the Overview tab. Press the play button to listen.
In the Library: every recording for your clinic. Open it by clicking your name at the bottom of the sidebar, then Voice Notes. You can search transcripts, replay the audio and copy text.

The raw transcript is never changed by editing a note or filling a template. It stays until someone deletes the recording from the Library. Deleting asks you to confirm first. Notes already saved from that recording keep their text, and their link then says the recording is no longer available.

Getting a good transcript

Speak clearly at a normal pace.
Record in a quiet room where you can.
Use the device's own microphone rather than a speakerphone.

If a word comes out wrong, correct it in the note before you save.

Related Guides

Need help? support@aestheti.cc