The AI Charting Assistant is a paid add-on that records, transcribes, and summarizes your client sessions. This article walks you through choosing a plan, enabling the add-on, and setting up your session note automation.
In this article:
- Before You Begin
- We'll Cover Your First Month
- Enabling the AI Charting Assistant
- Configuring Your AI Charting Assistant Settings
- Choosing a Recording Summary Format
- Setting Up Your Notes Automation
- Pricing and Usage
- Managing Your AI Charting Assistant Seats (Team Plans)
- Disabling and Re-enabling the AI Charting Assistant
- Frequently Asked Questions
- Next Steps
Before You Begin
Before enabling and configuring the AI Charting Assistant, make sure the following are in place:
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Paid plan: The AI Charting Assistant is available on all paid Practice Better plans (Starter and above). It is not included in the Sprout plan.
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Account permissions: You must be the account owner, or a team member with Manage Subscription & Add-ons permissions to enable the add-on.
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At least one service: The Notes automation requires at least one service to trigger on. If you haven't set up any services yet, go to My Practice > My Services and click the Fast Action Button to create one. See Working With Services in Practice Better →
- A note template with AI summary placeholders: The Notes automation requires a note template that includes AI summary placeholders. Without placeholders, the automation will not populate the summary or action items into the generated note. See Setting Up Your Notes Automation below.
📍 Note: The recording itself must meet a minimum of 100 words for the AI Summary to generate.
We'll Cover Your First Month
For a limited time, we'll cover the add-on tier fee for your first month of using the AI Charting Assistant. When you add the AI Charting Assistant to your account for the first time, the credit is applied automatically. There's no code to enter and nothing else to activate. Your first invoice will show $0 for your AI Charting Assistant tier, and regular billing begins on your next billing date.
📍 Note: The offer is available once per account. This offer is for practices adding the AI Charting Assistant for the first time. If you used the AI Charting Assistant before the new tiers launched in Sept. 2026, the free first month doesn't apply and you can upgrade your add-on to the new pricing tiers before Oct. 31, 2026.
What's covered
We cover the base tier fee itself. Your tier's monthly minute allowance applies as normal, and any minutes used beyond that allowance are billed at the standard overage rate on your following invoice.
Which Tiers Are Covered
Coverage is set by your first purchase. Whatever tier (or tiers, in Team plans) you select the first time you add the AI Charting Assistant is covered for the rest of that first month, and stays covered if you add more seats to those same tier(s) later in the month.
A tier you didn't select in your first purchase is never covered, even if you add it a short while later. It's charged immediately, prorated for the days remaining in your current billing cycle.
⚠️ Important: If you change a seat's tier at any point, the credit doesn't carry over. That seat is billed at its new tier's full price from the date of the change, prorated for the remainder of your billing cycle.
Example: Solo Plan
You add AI Charting for the first time on October 1 and select Tier 2. Tier 2 is covered through November 1.
On October 15, you switch to Tier 3 because your session volume picked up. That switch isn't covered. You're billed for Tier 3 at full price from October 15 onward, prorated for the remainder of your billing cycle. The credit doesn't transfer.
Example: Team Plan
You purchase 2 Tier 1 seats and 1 Tier 2 seat in your first purchase on October 1. Both tiers are covered through November 1.
On October 5, you add 3 more Tier 1 seats. Also covered, since Tier 1 was part of your first purchase.
That same day, you add 1 Tier 3 seat. Tier 3 wasn't part of your first purchase, so it's charged immediately, prorated for the 26 days remaining in your billing cycle.
If instead you switch one of your Tier 1 seats to Tier 2 on October 5, that seat is billed at Tier 2's full price from October 5 onward, prorated for the remainder of the cycle. The credit doesn't transfer.
Enabling the AI Charting Assistant
AI Charting Assistant is limited to one seat per practitioner your subscription allows. If you need seats for more practitioners, add practitioner seats to your plan first.
- Go to your My Subscription page.
- Click View add-ons at the bottom of the My Subscription page.
- Select AI Charting Assistant from the list of available add-ons.
- On the tier picker, select a tier and set the quantity (number of practitioner seats) for each tier you want. You can purchase seats across multiple tiers if practitioners on your team have different session volumes. Check the box to accept the Terms of Service and click Continue.
- Review the Add-on summary and click Confirm. Your first charge is prorated for the rest of your current billing period.
🪄 Once enabled, the AI Charting Assistant is available for telehealth sessions, in-person sessions, and dictation within Notes, Protocols, and Programs. See the links at the end of this article to get started with each feature.
On Team plans, purchasing seats doesn't automatically make them usable. You'll need to assign each seat to a specific practitioner before that team member can record or dictate.
See Managing Your AI Charting Assistant Seats below to finish setup.
Configuring Your AI Charting Assistant Settings
Once the add-on is enabled, take a moment to configure your settings before your first session. These settings apply globally across your account and can be updated at any time.
To access these settings, click the Settings (gear icon) in the top corner of your portal and select Telehealth & Messaging. Your AI Charting Assistant settings are listed under the AI Charting Assistant section.
Enable Recording of Practice Better Telehealth Sessions on Start
Check this box to automatically start recording every Practice Better telehealth session when you click Start session. If left unchecked, you can still start recording manually during a session. This setting applies to Practice Better telehealth sessions only, not Zoom meetings.
See Using the AI Charting Assistant for Telehealth →
Allow Team Members to Access My Session Recordings
Check this box to allow other team members to view your session recordings. This setting works in combination with role permissions and must be configured alongside team member access settings to take effect.
See Giving Team Members Access to Your Session Recordings →
Disable Summaries for My Zoom One-on-One Sessions
Check this box if you want to receive Zoom session recordings and transcripts in Practice Better without generating an AI summary. When unchecked (the default), Practice Better will generate an AI summary for every Zoom 1:1 session recording it receives.
📍 Note: This setting applies to Zoom sessions only. It does not affect AI summary generation for Practice Better telehealth or in-person sessions.
Learn more about Using Zoom for Telehealth →
Auto-Detect Language (Experimental)
Check this box if you and your client will be speaking a language other than English. When enabled, Practice Better will attempt to detect the spoken language automatically and transcribe accordingly.
Supported transcription languages: Chinese, Dutch, English, French, German, Hindi, Indonesian, Italian, Japanese, Korean, Portuguese, Russian, Spanish, Swedish, Turkish, and Ukrainian.
📍 Note: AI Summaries and action items are always generated in English, regardless of the transcription language. This setting is experimental and accuracy may vary.
Choosing a Recording Summary Format
Select your preferred default recording summary format for AI-generated session summaries. This setting applies to all recorded sessions unless overridden at the individual service level.
Your formats are managed from My Practice > Note Templates under the AI Summary Format tab. This is also where you'll create custom formats.
See Customizing the Recording Summary Format → for full instructions.
Practice Better includes three built-in formats available to all accounts:
- Narrative notes (paragraphs): a paragraph-style summary of the full session.
- Outline notes (bullet points): key topics organized with supporting bullet points.
- SOAP notes (subjective, objective, assessment, and plan): structured sections for clinical documentation.
💡 Your recording summary format determines which placeholders are available in your note templates. Choose your format before setting up your note template in the next step.
Setting Up Your Notes Automation
Once you've enabled the AI Charting Assistant, set up an automation to generate session notes automatically.
For full instructions, see Automatically Create Notes From Recorded Sessions →
Pricing and Usage
The AI Charting Assistant is billed as a flat monthly fee per practitioner seat, with three tiers based on included hours. Overages above your tier's included minutes are billed at $0.02 per minute, flat across all tiers. Your first charge when enabling or switching tiers mid-cycle is prorated for the remainder of your current billing period.
| Tier | Price | Included minutes | Overage |
| AI Charting Assistant – 20 Hours | $10/practitioner/month | 1,200 min (20 hrs) | $0.02/min |
| AI Charting Assistant – 60 Hours | $20/practitioner/month | 3,600 min (60 hrs) | $0.02/min |
| AI Charting Assistant – 120 Hours | $40/practitioner/month | 7,200 min (120 hrs) | $0.02/min |
💡 Not sure which tier to pick? Use the table below to match your typical session volume. If your usage regularly sits close to a tier boundary, staying on the lower tier and paying overage may cost less than moving up.
| Typical session length | AI Charting Assistant – 20 Hours ($10) | AI Charting Assistant – 60 Hours ($20) | AI Charting Assistant – 120 Hours ($40) |
| 30 minutes | Up to 40 sessions/mo | Up to 120 sessions/mo | Up to 240 sessions/mo |
| 45 minutes | Up to 26 sessions/mo | Up to 80 sessions/mo | Up to 160 sessions/mo |
| 60 minutes | Up to 20 sessions/mo | Up to 60 sessions/mo | Up to 120 sessions/mo |
| 90 minutes | Up to 13 sessions/mo | Up to 40 sessions/mo | Up to 80 sessions/mo |
How Proration and Tier Switching Works
Proration is based on when a tier is added or removed during the billing cycle and has no relation to how much of the quota was actually used.
- Removing a tier mid-cycle: You receive a prorated credit for the unused portion of the billing period.
- Adding a new tier mid-cycle: You are charged a prorated amount, and the full included minutes of the new tier are available immediately.
- Seat reassignment (Team plans): A seat holds its own usage. If a seat is reassigned from one practitioner to another mid-cycle, the remaining quota on that seat carries over to the new practitioner. Usage resets at the start of each billing cycle, not when the seat is reassigned.
📍 Note: Proration applies to the billing cost only. If you remove a tier and add a new one, the minutes from the removed tier are no longer available once that tier is cancelled.
Viewing and Exporting Usage
For solo accounts, go to My Subscription > My Add-ons, click the More Options menu (3 dots) next to AI Charting Assistant, and select Download usage report.
For Team plan accounts, usage is managed from the My Team > AI Charting tab. See Managing Your AI Charting Assistant Seats below.
Managing Your AI Charting Assistant Seats (Team Plans)
On Team plans, the account owner purchases AI Charting Assistant seats by tier and assigns them to individual practitioners. Each seat's included minutes are used independently and reset at the start of each billing cycle.
To access seat management, go to My Team and click the AI Charting tab. Alternatively, from My Subscription > My Add-ons, click the More Options menu (3 dots) next to AI Charting Assistant and select Manage usage.
Assigning a Seat to a Practitioner
- Go to My Team > AI Charting.
- Under the relevant tier, click Assign next to an unassigned seat.
- Select the team member from the dropdown in the pop-up and click Save.
💡 To assign multiple seats at once, use the Bulk assign button for that tier.
⚠️ Important: A seat holds its usage. If a seat is reassigned from one practitioner to another mid-cycle, the remaining quota on that seat carries over to the new practitioner. Usage resets at the start of the billing cycle, not when the seat is reassigned. To give a practitioner a fresh quota, remove and re-add the seat rather than reassigning it.
Purchasing Additional Seats
Click + Purchase seats in the top-right corner of the AI Charting Usage page, or click Purchase seats next to any tier to add more seats at that tier level.
Viewing and Exporting Usage
The AI Charting Usage page shows each assigned practitioner's minutes used against their tier cap for the current billing cycle. To download a usage report, click Export usage and select Current billing cycle or Full usage history. A .CSV file will download to your computer.
Disabling and Re-enabling the AI Charting Assistant
You can disable the AI Charting Assistant at any time. Your existing recordings, transcriptions, and summaries are retained after disabling.
- Go to My Subscription and scroll to My Add-ons.
- Click the More Options menu (3 dots) next to the AI Charting Assistant.
- Select Remove from the options provided.
- Confirm your choice in the pop-up and click the Remove button.
You can purchase the add-on again by following the same steps to add it to your subscription.
Frequently Asked Questions
Q: What does it mean if I'm still being billed based on AI credits?
A: It means your account hasn't switched to the new tiered pricing yet. AI credits pricing is being phased out, and accounts still on it must select a new pricing tier for the add-on before the cutover deadline of October 31, 2026.
Update your AI Charting Assistant add-on before October 31 to have no disruption.
If you don't make the update by October 31, you will lose access on November 1, 2026, until you update your add-on.
Q: How long can I stay on my current AI credits pricing?
A: You can stay on AI credits pricing for a limited transition window before you're required to pick a tier. Update your AI Charting Assistant add-on before October 31, 2026, to avoid any disruption.
Q: What happens to my AI credits usage history after I switch to a tier?
A: Your historical AI credits usage doesn't disappear. You can still download it separately using the AI credits (legacy) options in the usage report pop-up. Your new tier starts its own usage tracking from the date you switch.
Q: Does switching from AI credits to a tier affect past invoices?
A: No. Past invoices reflect whatever pricing was active at the time. Switching to a tier only affects charges going forward, prorated for the remainder of your current billing period.
Q: Which tiers are covered by the first-month credit?
A: Whatever tier or tiers you select in your very first AI Charting purchase. If you select more than one tier in that purchase, all of them are covered for the rest of your first month. Any tier added after that first purchase, even the same day, is not covered.
Q: I added more seats after my first purchase. Are those covered too?
A: Yes, as long as the new seats are on a tier you already selected in your first purchase. Seats on a tier you didn't originally select are charged immediately, prorated for the remainder of your billing cycle.
Q: What happens if I change a seat's tier during my first month?
A: The credit doesn't transfer to the new tier. That seat is billed at full price from the date of the change, prorated for the remainder of your billing cycle.
Q: I'm on a Team plan. Does it matter if another practitioner on my team already used AI Charting?
A: Yes. The offer applies to the whole account. If any practitioner on your team has used AI Charting before, including the earlier per-minute pricing, no one on the account qualifies for the first-month credit, even for a seat purchased fresh for a different practitioner.
Next Steps
Once the AI Charting Assistant is enabled, use the guides below to start using each feature: