How to use the HelloNote AI Scribe?

HelloNote AI Scribe helps therapists streamline clinical documentation by converting recorded patient-session conversations into structured notes. It supports documentation workflows for Physical Therapy (PT), Occupational Therapy (OT), Speech-Language Pathology (SLP), and Chiropractic care.

By generating documentation from the session, AI Scribe can help reduce time spent charting and allow clinicians to focus more on patient care.

How to Use AI Scribe

Step 1: Open the Patient Visit

1. Log in to HelloNote.

2. Navigate to the patient's notes section o in the schedule section

Goal: Prepare the patient's documentation screen before beginning the session.

Step 2: Launch AI Scribe

1. If you are in the Notes Section, click New Note and select AI Scribe. If you are in the Schedule Section, hover your mouse on the Patient's Name and click on the Green Mic Icon to start AI Scribe

2. Select the Case and the Note Type then click on start a new AI Scribe recording session.

3. Confirm that your device's microphone is working properly.

4. Position your device so the conversation can be captured clearly.

Tip: Ensure the recording environment allows clinically relevant conversations to be heard accurately.

Step 3: Conduct the Therapy Session

1. Proceed with the therapy session as usual.

2. Allow AI Scribe to capture the conversation and relevant clinical discussions.

3. Discuss or document clinically relevant information, including:

   • Patient-reported symptoms and concerns

   • Pain levels and functional limitations

   • Exercises and therapeutic interventions performed

   • Patient response to treatment

   • Progress toward established goals

   • Home exercise program updates

Best Practice: Speak clearly and include relevant clinical details throughout the session. Follow applicable patient consent, privacy, and recording requirements.

Step 4: Stop the Recording

1. Stop the AI Scribe recording when the session is complete.

2. Allow the system to process the recorded information.

AI Scribe uses the captured session information to generate structured clinical documentation.

Step 5: Generate the Note

1. Select Generate Note, if available.

2. Allow AI Scribe to create the documentation.

3. Open the generated note for review.

The generated note should be reviewed before it is finalized or signed.

Step 6: Review the SOAP Note

Review each section of the generated SOAP note to ensure it accurately reflects the session.

• Subjective (S): Patient statements, reported symptoms, pain levels, and functional concerns.

• Objective (O): Exercises performed, therapeutic activities, measurements, and clinical observations.

• Assessment (A): Clinical interpretation, response to treatment, and progress toward goals.

• Plan (P): Recommendations for future treatment, focus of the next visit, and home exercise instructions.

Important: AI-generated content may require corrections or additional information to meet clinical documentation requirements.

Step 7: Edit and Finalize the Note

1. Verify that the generated note accurately reflects the patient's session.

2. Correct any transcription errors or inaccurate information.

3. Add relevant clinical details that were not captured in the conversation.

4. Confirm that the note meets your practice's documentation standards.

Important: AI Scribe assists with documentation, but the treating provider remains responsible for reviewing the note and ensuring its clinical accuracy and completeness.

Step 8: Sign and Save the Note

1. Complete the final review of the documentation.

2. Apply your electronic signature when the note is ready.

3. Save and finalize the note according to your practice's workflow.

Ensure that all required information is complete before signing.

Benefits of Using AI Scribe

• Reduces the time spent on manual documentation.

• Generates structured clinical notes from recorded session information.

• Supports SOAP note creation and other documentation workflows.

• Helps therapists focus more on patient interaction during treatment.

• Can help clinicians complete documentation more efficiently.

Best Practices

• Confirm that the patient has provided any required consent before recording.

• Speak clearly and include relevant clinical details during the session.

• Review all AI-generated content for accuracy and completeness.

• Correct missing information before signing the note.

• Follow your organization's privacy, security, and documentation policies.

Quick Workflow Summary

1. Open the patient's visit.

2. Launch AI Scribe.

3. Conduct the therapy session.

4. Stop the recording.

5. Generate the note.

6. Review the SOAP documentation.

7. Edit and verify the content.

8. Sign and save the note.

Frequently Asked Questions

Does AI Scribe replace the therapist's review?

No. The therapist must review the generated documentation, make any necessary corrections, and ensure the note is clinically accurate before signing.

Can AI Scribe generate SOAP notes?

Yes. AI Scribe is designed to organize session information into structured clinical documentation, including SOAP note sections, as demonstrated in the tutorial.

Where can I watch the tutorial?

Watch the HelloNote AI Scribe Demo — Never Stay Late Charting Again for a visual walkthrough of the workflow.