Smart Notes transcribes and summarizes video and audio sessions with your clients to help streamline your note taking process. After obtaining consent from your client, you can use Smart Notes to create an overview of your sessions, highlight important information to help with the diagnostic process, and streamline important clinical paperwork from either the recording of your telehealth session or by uploading a media file such as a dictation of your own notes you have made after the session.
Getting Consent
Smart Notes are HIPPA, PIPEDA, and PHIPA compliant, and while your data is not used to train AI models, you should still make sure that your client consents to session transcription. You can send a consent form from within Owl. Learn more about sending forms here.
Generating Notes from an External File Upload
To generate a transcript from an audio file, select a session from the Calendar view and then select Create Note.
Next, select Upload media file from the left hand side under Actions.
Then, select the appropriate audio file from your operating system's browser.
You will be notified that the audio file will be successfully uploaded in the upper right-hand corner.
Note: The current file size limit for files is 10GBs.
Current Supported File Types
Current supported file times include: .caf, .flac, .m4a, .mid, .mp3, .oga, .ogg, .opus, .wav, .weba, .3g2, .3gp, .asx, .avi, .mj2, .mov, .mp4, .mpg, .mpeg, .ogm, .ogv, .webm, and .wmv.
Generating Notes from a Video Session
To begin, you can select Auto-enable transcription when call starts under Smart Notes when beginning a video session or by selecting Scribe any time during the telehealth session.
You will then be presented with a window detailing what to expect from Smart Notes. Once you are familiar with Smart Notes, you can select Don't show this again to permanently dismiss this notification. Select Start Session to continue.
Once the session is underway, you can select Scribe to begin the transcription.
You can select Pause Scribe at any time to pause the transcription. You can restart scribe again at any time during the call.
While Scribe is active, you will see Transcribing at the top of the screen.
Viewing the Transcript and Notes Draft
Note: While Smart Notes transcription is active, pre-loaded note templates are locked to avoid conflicts with the note that will be created after the transcript is processed. Handwritten Notes can still be used during the session.
Once the telehealth session ends and you have scribed the session or you have uploaded the media file post session, the transcript will be analyzed. A prompt will appear in the upper left noting that this can take up to 20 to 30 minutes.
Once your draft note is ready the summary of the notes will appear in the middle pane for you to edit.
The moment-to-moment transcript will be presented on the right-hand side.
You can close this by selecting the View Transcript slider off.
You can maximize the transcript by selecting the box icon above it.
Note: The session transcript will be available up to 7 days for you to confirm the accuracy of the note. It will be deleted once you sign off on the note or delete the transcript manually from the Delete Icon. Notes generated from the transcript will be saved and remain editable until it is signed.
Once you have finished editing the note, you can then sign the note by selecting the Sign Note button to lock the note in and prevent further edits.
Finally, select Save or Save and Close to finish.
Manually Deleting a Transcript
You can manually delete a transcript by selecting the trashcan icon at the top right of the Session Note window.
