This article will show you how to add the AI Charting Assistant add-on within Practice Better, allowing you to automatically record, transcribe, and summarize your Practice Better telehealth and Zoom 1:1 sessions.
The pricing for this add-on is based on usage, and you will be billed based on the number of AI credits consumed. 2 AI credits = 1 minute of AI Summary usage. Your first 600 minutes are free; after that, each AI credit costs $0.005, which translates into $0.01/min.
- Adding the AI Charting Assistant Add-on
- Enabling Session Recording and Summarization
- Updating the Summary Format
- Using Summaries and Action Items With Note Templates
- Automatically Create Notes From Recorded Telehealth Sessions
- Accessing the Recording & Summary
- Viewing Recordings While Working With Notes
- Editing Transcriptions
Adding the AI Charting Assistant Add-on
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Open the My Profile menu in the top-right corner of your portal and select My Subscription
- Click View add-ons at the bottom of the My Subscription page:
- Select AI Charting Assistant from the list of available add-ons then click Enable in the popup.
You can disable the AI Charting Assistant add-on at any time by clicking the 3 dots next to Manage and selecting Disable from the options provided.
Enabling Session Recording and Summarization
Auto-enable Session Recording For Practice Better Telehealth
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Go to the Gear icon at the top right and click Telehealth & Messaging.
- Under Telehealth Video Chat, select Use Practice Better for the default video chat application.
- Check Enable recording of Practice Better telehealth sessions on start under the AI Charting Assistant section:
You can select Auto-detect language if you and your client will be speaking in a language other than English. Your recorded Practice Better telehealth sessions can be transcribed in one of the following supported languages: Chinese, Dutch, English, French, German, Hindi, Indonesian, Italian, Japanese, Korean, Portuguese, Russian, Spanish, Swedish, Turkish, Ukrainian
Summaries and action items will still be provided in English.
Recording will automatically start after clicking the Start session button in the top-right corner of the telehealth screen. You'll see a Recording in progress indicator once the recording has started:
Your clients will also receive a prompt indicating the recording is in progress immediately after they join the session.
Enabling Recording During the Session
You can manually enable (and disable) recording during your sessions by clicking the Start recording button at the bottom of your telehealth screen:
Enabling Session Recording For Zoom Meetings
For the transcript and summary to display in Practice Better, please make sure your Zoom plan can accommodate enabling the following settings in Zoom.
- Record audio-only files. Follow the steps here to enable this in Zoom.
- Create audio transcript. You can enable this in Zoom by following these steps.
We also recommend disabling the Personal Meeting ID (PMI) for scheduled meetings setting in your Zoom dashboard to ensure each recording is associated with a unique Zoom meeting room:
Auto-enable Session Recording For Practice Better Telehealth
You can auto-enable recording of your Zoom meetings by following these steps and choosing Record in the cloud.
Enabling Recording During Your Zoom Meeting
You can manually enable recording during your Zoom meeting by clicking the Record button at the bottom of your screen. Next, select Record to the Cloud from the options provided:
Last Session Recap
If you are conducting a Practice Better telehealth session with a client who has a previously recorded session, you will see a recap of the last session in the bottom-left corner of your screen. Clicking on this button will display the session summary and action items:
Updating the Summary Format
Your session summary can be generated in one of three formats. You can adjust the default format for all sessions from your Telehealth & Messaging Settings page.
1) Navigate to your Settings & Preferences > Telehealth & Messaging page.
2) Under the AI Charting Assistant section, adjust and save your preferred option under Recording summary format:
The first option is Narrative notes, which will present the summary in paragraph format:
The second option is Outline notes, presenting the summary with key points and bullet points:
The third option is SOAP notes, which extracts subjective, objective, assessment, and plan information from your session:
Customizing the Format For Individual Services
The summary format can also be adjusted for specific services, e.g., you may wish to receive a narrative summary for a discovery call and a more detailed SOAP note summary for an initial or follow-up consultation with an existing client.
1) You can set the service summary format by going to My Practice > My Services > Edit
2) Under Booking Options, select the preferred option for the Recording summary format field and then save your changes:
Using Summaries and Action Items With Note Templates
Placeholders allow you to automatically insert the summary and action items for recorded sessions into new notes. Click the placeholder button in the text editor toolbar to insert these placeholders. Learn more about using placeholders and note templates.
If you use the SOAP summary format, you'll have additional placeholders for the subjective, objective, assessment, and plan components. This is useful if you separate these components into individual text boxes or sections within your note.
Inserting Summaries & Action Items Into Existing Notes
If you haven't added the placeholders to your note template, you can still pull the summary and action items into new and existing notes using snippets.
To use a snippet in a text editor, type two consecutive curly braces, i.e. { + {
Once you've selected your snippet, it will automatically replace the curly braces with your contextual snippet text.
Keep in mind that this option is only available for notes that have associated recordings.
Automatically Create Notes From Recorded Telehealth Sessions
With the AI Charting Assistant add-on, you can set up an automation to create session notes automatically after your recorded sessions are completed.
1) To set this up, go to My Practice > Automations
2) Click the Fast Action Button in the bottom-right corner
3) Select Create notes for a recorded telehealth session from the options provided:
4) Select the services that should trigger the automation and the template to create the generated note.
Updating Existing Notes
Enabling the Add session summary to existing in-progress notes option will append the session summary to the top of an existing note if you started one before or during your session.
Accessing the Recording & Summary
Recordings are available shortly after your sessions are completed. You'll receive a notification in your portal and an Instant Alert if enabled on your desktop or mobile device.
For a Zoom meeting, the recording will be available in your portal shortly after you receive a notification from Zoom that the audio transcript of your cloud recording is available.
You can also access the recording from the Session Details page for the session.
Session recordings can also be found in your clients' records under Notes and Recordings section.
Click on the Recordings tab in the top-left corner to view a list of recordings for your client:
Recordings are displayed in a floating hub in your browser, allowing you to drag and drop, minimize and expand it while working on notes, protocols, and other resources in your portal:
Summary
The summary allows you to quickly identify important themes and context without reviewing the entire transcription. With outline-style notes, clicking on a bullet point will take you to the time in the transcription when the topic was discussed.
Action Items
Action items are to-dos that you and your client discussed during the session. Click on an action item to quickly create a task for yourself or your client. For booking-related actions, you'll have the option to schedule the next session. Alternatively, you can click the Send invite to book icon next to the action item to invite clients to book themselves.
Bookmarks
Each recording will include bookmarks of key parts of your session. Clicking on an individual bookmark will take you directly to the point in the transcription when the topic was discussed.
You can create bookmarks to key parts of the transcription by hovering over a chat bubble and clicking the Add bookmark icon in the top-right corner.
Downloading the Recording
On the session details page, click the 3 dots (more options) next to the recording:
Within the recording hub, click the 3 dots in the bottom-right corner to download the audio recording and transcription.
Viewing Recordings While Working With Notes
Session recordings are accessible while working with notes, so you can easily access what was discussed during the session.
If you've linked a recorded session to your note, the recording will be accessible by clicking View recording at the top of the page:
Alternatively, you can access all of your client’s session recordings by using the Client Hub within the note or the client record.
Editing Transcriptions
There may be times when the recording may not capture certain words correctly, especially if there is background noise. When this occurs, you can edit the transcription to ensure names are spelled correctly and make other necessary corrections.
To edit the transcription, you can click the Edit transcription icon at the top right and click the portion of text you wish to edit.
Once you are done making your changes, you can click the Save corrections button.
Improving Transcription Accuracy
There are a couple of things you can try to improve the accuracy of your transcriptions:
- Minimize background noise by conducting your session in a quiet place.
- Avoid talking over your client, as this makes it difficult to distinguish the current speaker and generate transcription.
- Use a headset or a noise-canceling microphone to improve audio quality and reduce background noise.