Home AI Scribe

AI Scribe

Record a visit, review the note, build templates, and push it into your chart.

By Swades Admin

• 8 articles

Record a visit

Record in the sidebar. One visit is one session: it holds the audio, the transcript, the note and anything else you generate from it. 1. Choose the patient. Type in Search or add patient name and pick an existing patient, or choose Add "…" (New patient). With an EHR connected you also get a From EHR group so you can pick the real chart. You cannot start recording without a patient — that is what lets HealOS pull prior-visit context and push the note back. 2. Confirm consent. Tell the patient the visit is being recorded and click I Confirm Patient Consent. You can turn the prompt off in Account Settings → Show Consent Prompt if consent is captured elsewhere. 3. Pick the template and note quality. Start with New Patient Visit or Follow-Up Patient Visit; your own templates appear here once you make them. Note quality is Balanced, Fast or Detailed — Detailed takes longer and produces the fullest note. 4. Add context, if it helps. Patient context is a free-text box for anything the AI should know (it locks once recording starts). Patient Documents takes prior notes, reports or intake forms, and the note can draw on them. 5. Record. Click Start recording and allow microphone access. Pause and Resume freely. Click End Session when the visit is over. Record for at least a minute — below that you get a Recording Too Short warning, because thin audio makes a thin note. Recording modes Use the small arrow next to Start recording to choose the microphone and the mode. - Batch (recommended): audio uploads in 30-second pieces while you talk; the transcript appears when you end the session. Fine on ordinary office Wi-Fi. - Live: the transcript appears as you speak. Needs a stable connection. - Offline: saves locally and uploads when you are back online. Use this on unreliable Wi-Fi or between sites. Other ways to create a note Under or use a different input: Upload audio (an existing recording up to 50 MB) or Type the note and click Generate Note. What happens after End Session HealOS finalises the transcript and writes the note; the session then shows Note, Transcript and a summary. If it takes more than a minute you will see "Taking too long? Try again". If it fails you get Note generation failed and a Regenerate Note button, which rebuilds from the saved audio. The single most common cause of an empty or near-empty note is audio: the laptop across the room, a muted input, or another app holding the microphone. Keep the device within a few feet of the conversation. Next: Review and use the note.

Last updated on Sep 29, 2026

Review and use the note

Open a session from Record or from View Past Sessions on the patient. The screen has a Note tab and a Transcript tab. | Action | What it does | |---|---| | Edit → Save | Manual edits, section by section. | | AI Editor | A chat sidebar: describe a change and review the proposed diff before accepting it. | | ⋯ More Options | Copy All, Regenerate Note, Export as TXT / PDF / DOCX, Send to Email. | | Generate Note / Generate Document | Build something else from the same visit — a referral letter, a patient summary — with a different template. | | Push to EHR | Sends the note to a connected EHR. See Chrome extension and EHR push. | | ICD-10 / CPT | The suggested codes panel. See Suggested ICD-10 and CPT codes. | The AI Editor Ask for one change at a time — "tighten the HPI", "add that the patient denies chest pain", "use the patient's name". One-click skills sit alongside: Tighten language, Simplify, Use patient name, Align ICD-10, Align CPT, Differential prompts, Red flags, Patient handout. After accepting an edit that touched the Plan or medications, glance at that section to confirm it landed. Occasionally an accepted edit applies partially; re-request that single change, or edit it by hand. If the editor stops answering, reload the page and start a fresh conversation. "Review this note carefully" That banner means HealOS spotted a possible mismatch between the note and the transcript. It is a prompt to read the note, not an error, and it does not block anything. Signing There is no separate sign step in HealOS. The note is ready when you have reviewed it. To put your signature on PDF and DOCX exports, upload it under Account Settings → Signature and turn on Include in exports. Deleting and restoring Deleted sessions go to Deleted Notes (the recycle bin), where you can restore them or remove them permanently. If auto-delete is on for your account, sessions leave on your schedule — see Audio, notes and retention.

Last updated on Sep 29, 2026

Templates, sections and dot phrases

The built-in templates New Patient Visit and Follow-Up Patient Visit cannot be edited. To change the structure, make a custom template and set it as your default. Create a custom template Templates → Template Library. 1. Start from a predefined template (fastest): open the Predefined tab, preview one, click Customize. It is copied into Custom as "Copy of …". Or New Template → name it → choose Note or Document. 2. Add sections from the library on the right: Chief Complaint, HPI, Physical Exam, Assessment, Plan and two hundred more. 3. Set each section's instructions. Every section has a format (Paragraph, Bullet Points or Static), a title, content instructions, optional layout notes and an example. The instructions are where you control style — this is the part that matters. 4. Choose visibility and save. Org shared gives it to the whole practice; Private keeps it yours. It then appears in Choose template on the session screen. Generate Template builds one from a PDF of an existing note or pasted text; pick a detail level and review the result. Instructions that solve the four common complaints "It rewrites what I dictate." In that section's instructions: When I dictate this section, transcribe it word-for-word exactly as spoken. Do not paraphrase, summarise, reorder or rewrite it into narrative prose. Preserve my phrasing and terminology. Only remove filler words and apply dictated punctuation such as "period", "comma" and "new line". "It suggests referring to my own specialty." In the Plan instructions: "The author is the [specialty] specialist. Do not suggest referral to [specialty]." Also make your Specialty setting exact — Other plus the sub-specialty if needed. "It lists negatives I never discussed." "Record only conditions the patient confirmed. Do not list negatives or 'denies' statements in this section." "I want one item per line." "Each item on its own line, flush left, no paragraphs." Or set the section format to Bullet Points. Support will set any of these up for you — tell us which template you use. Dot phrases Reusable text. Dot Phrases → New dot phrase: - Content — the full text to insert. - Shorthand — a short code such as nlchest. In a note, type . /nlchest and pick it. - Verbal trigger (optional) — something you say out loud, for example "normal chest exam". When the note generates, the content is added. A verbal trigger appears only when it is switched on, you actually said it, and the content fits a section of the template you used. A lung-exam line has nowhere to go in a mental-health template, and "great to see you too" has nowhere to go at all.

Last updated on Sep 29, 2026

Suggested ICD-10 and CPT codes

Every generated note carries two panels: ICD-10 Diagnostic Codes and CPT Procedure Codes. Toggle between them and copy what you need into your billing workflow. What they are Suggestions drawn from what was actually said in the visit and written in the note. They are a starting point for the person who codes the encounter — not a final code set, and not an attestation of medical necessity. You remain the coder of record. Two quick ways to improve them: - Ask the AI Editor for Align ICD-10 or Align CPT after you have edited the note, so codes match the text you ended up with. - Say the specifics out loud during the visit — laterality, acuity, time spent, and what you personally performed. Codes follow the transcript. What HealOS does not do here AI Scribe does not submit charges and does not bill. If you want claims submitted and tracked, that is the separate AI Claim Management product — see Submitting and tracking claims. When codes are missing or everything says "Needs Review" If the panels are empty or every note is flagged across the whole practice at once, that is a platform-side problem rather than something in your settings. Tell support the date, time and patient initials of one affected session; once we confirm the fix, Regenerate Note brings the codes back on existing notes.

Last updated on Sep 29, 2026

Chrome extension and EHR push

There are two ways a note reaches your chart: the Chrome extension inserts it into the page you are looking at, and Push to EHR sends it through a connected integration. The Integrations page says which path your EHR uses. Install the extension 1. Sign in on app.healos.ai first. The extension takes its session from there. If you skip this, the panel shows "Sign in on the HealOS website. The extension will unlock automatically." 2. Sidebar → Chrome Extension → Get Healos.ai Chrome Extension, and add it from the Chrome Web Store. 3. Open your EHR and click the HealOS icon in the toolbar. Use it The panel has two views. Capture Visit searches or adds the patient, picks a template, and records — Record, Pause, Resume, Stop. Sessions opens a finished session so you can Copy or Insert into EHR. You can also right-click any text field in the EHR and choose Healos → Paste Entire Note, or a single section such as Paste Subjective or Paste Assessment. Before you insert: open the patient's chart and the note editor (the encounter or SOAP screen). If the editor is not open you will see "Could not find a suitable frame with note sections". The extension also warns you when the chart on screen is not the patient on the session — read that warning rather than clicking through it. Push to EHR without the extension Some EHRs accept the note directly: open the session and click Push to EHR. Connect the integration first under Integrations. If you see "Patient link still pending", link the patient in the EHR and push again. When insertion stops working after working yesterday That is almost always the EHR changing its own page layout, and it needs an extension update from us rather than a change on your side. Check the version at chrome://extensions, then tell support which EHR and what the panel said. The extension updates itself through the Chrome Web Store, usually within half a day of a release.

Last updated on Sep 29, 2026

The mobile app

Same login, same sessions as the web. The bottom tabs are Sessions, Select Patient, Settings and Appointments. 1. Select Patient, then open Capture Session. 2. Start the session. Recording continues if you minimise the app or lock the phone. 3. Tap End session. The note generates and appears on the phone and on the web. Worth knowing: - If the app closes mid-visit it offers Unfinished Recording Found → Continue next time you open it. - You can Regenerate a note from the session details with a different template or quality (Balanced, Detailed, Concise). - Note preferences — language, default template, how the note refers to you and the patient — are set on the web, not in the app. Sessions show on the phone but not on the web The app is on an old version. Update it from the App Store or Play Store and open it once; the sessions sync. If they still do not appear after an update, send support the patient initials and the date and time of the visit — nothing is lost, it just needs pointing at the right account.

Last updated on Sep 29, 2026

The settings that change every note

Sidebar → Account Settings. Click Save Changes when you are done. Language and template | Setting | What it controls | Default | |---|---|---| | Transcript Language | The language the speech engine listens for. One per account. | English (US) | | Default Note Language | The language the note is written in. | English | | Default Template | The template pre-selected on a new session. | New Patient Visit | | Default AI Model | Note style: Balanced, Fast or Detailed. | Detailed | For bilingual visits, choose the language most of the conversation is in; English medical terms mixed into another language are handled. If you dictate English with an accent, English (India) or English (UK) often transcribes better than English (US). Behaviour | Setting | What it controls | Default | |---|---|---| | Show Consent Prompt | The consent step before each recording. | On | | Preserve Markdown Formatting | Keeps bold, bullets and indentation when you copy. Turn off if your EHR shows stray symbols after a paste. | On | | Use Prior Context by Default | Starts each note with the patient's previous visits in context. | Off | | Default Physician Term / Default Patient Term | How the note refers to you and to the patient ("Dr.", "Provider", "Client"). | Dr. / Patient | Retention, audio and exports Automatically delete sessions plus Delete after … days (1 to 90) sets retention. Enable dictation playback stores the audio so you or staff can replay it — off by default, and you need patient consent to store audio. Signature and Include in exports put your signature on PDF and DOCX exports. PHI Filter Sidebar → PHI Filter. Add words that must never appear in a generated note — an address, a name, a nickname. Anything on the list is kept out of the output. If clicking Settings lands you on Frontdesk settings, open Account Settings from the sidebar instead: data retention and note preferences live under your account, not under AI Frontdesk.

Last updated on Sep 29, 2026

AI Scribe troubleshooting

"No speech detected", or a nearly empty note The microphone did not capture the conversation — the device was too far away, the input was muted, or another app was holding the microphone. Check the mic picker (the arrow next to Start recording), keep the device within a few feet, and re-record. Regenerate Note cannot help when there was no audible speech. Two sessions for one visit, and the note failed Start recording was clicked twice while the browser's capture dialog looked stuck. Check the sessions list before starting again, end the duplicate, and use Regenerate Note on the good one. "Recording Too Short" Under a minute of audio. Resume and keep going, or accept a thinner note. A "connection lost" banner while you are clearly online The browser is reporting the network as offline, which VPNs and corporate networks sometimes trigger. Reload the page. If it keeps coming back, switch to Offline recording mode and tell us — signing out and back in does not help. The note is in the wrong language, or says the opposite of what you said Transcript Language is wrong for that visit, or two languages were heavily mixed. Set it in Account Settings before the visit. See The settings that change every note. The note reads as narrative when you dictated it word for word The default style is polished prose. Add a word-for-word instruction to that template section — the exact wording is in Templates, sections and dot phrases. A dot phrase with a verbal trigger did not appear It appears only if the trigger is on, you said it, and its content fits a section of the template you used. A physical-exam line will not appear in a template with no physical-exam section. "Session Limit Reached" You have hit the monthly session cap on your plan. Choose Upgrade Plan, or ask your practice admin. The extension, sign-in, or a teammate's access Those have their own articles: Chrome extension and EHR push, Sign-in problems, Add your team and grant product access. When to write to us Notes slow or failing for everybody at once; codes gone; the AI Editor unresponsive; an offline banner that will not clear; insertion breaking with no change on your side; or a template rule you want us to build. Send the patient initials, the date and time of the visit, and what you saw on screen — we can trace any session from that.

Last updated on Sep 29, 2026