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Getting Started With the AI Charting Assistant

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The AI Charting Assistant is a paid add-on that records, transcribes, and summarizes your client sessions. This article walks you through enabling the add-on, understanding pricing, and setting up your session note automation.

In this article:

Before You Begin

Before enabling and configuring the AI Charting Assistant, make sure the following are in place:

  • 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.
     
  • Account permissions: You must be the account owner, or a team member with Manage Subscription & Add-ons permissions to enable the add-on.
     
  • 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.

Pricing

The AI Charting Assistant is billed based on usage across all three features: AI Summary for telehealth sessions, AI Charting for in-person sessions, and AI Dictation.

Pricing works as follows:

  • 2 AI credits = 1 minute of usage
  • Your first 600 minutes are free
  • After that, each AI credit costs $0.005, which translates to $0.01 per minute, or $0.60 per hour

To monitor your usage, 

  1. Go to your My Subscription page.
     
  2. Locate the AI Charting Assistant add-on.
     
  3. Click the More Options menu (3 dots) and select Download usage report. 

     
  4. From the pop-up, click either Current billing cycle or Full usage history.

     
  5. A .CSV file will download to your computer.

Enabling the AI Charting Assistant

  1. Go to your My Subscription page.
     
  2. Click View add-ons at the bottom of the My Subscription page.

     
  3. Select AI Charting Assistant from the list of available add-ons.

     
  4. Click the checkbox in the pop-up to accept the terms.

🪄 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.

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.

Recording Summary Format

Select your preferred default format for AI-generated session summaries. This setting applies to all recorded sessions unless overridden at the individual service level.

The three formats are:

  • 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.

📍 Note: Your summary format determines which placeholders are available in your note templates. Choose your format here before setting up your note template in the next step.

To override the AI Summary Format in individual services:

  1. Go to your Practice > My Services.
     
  2. Click Edit on a Service and go to the Booking Options heading. 
     
  3. Click the drop-down under the Recording Summary Format. 

     
  4. Select your desired summary format from the options listed. 
  5. Click Save Changes near the top-right. 

💡 Tip: If you customize your AI Summary format at the service level, it’s recommended to create a new Note Template and a new AI Notes Automation to pair with the service.

Setting Up Your Notes Automation

With the AI Charting Assistant enabled, you can set up an automation to create session notes automatically after a recorded session is completed. This works for both telehealth and in-person recorded sessions.

You can create multiple automations to use different combinations of services and note templates. For example, you may want one automation for initial consultations and another for follow-up sessions, each using a different note template.

💡 Customize your note templates with placeholders to automatically pull in the AI-generated session summary and action items. Learn more about using placeholders and note templates →

Set Up Your Note Template

Your note template must include AI summary placeholders for the automation to populate your session summary and action items automatically. To add placeholders to a new or existing template:

  1. Go to your Practice > Note Templates.
     
  2. Click the Fast Action Button to create a new template, or click Edit on an existing one.
     
  3. In the text editor, click the placeholder button [</>] in the toolbar to open the placeholder menu.
     
  4. Insert the placeholders relevant to your summary format:
    • For Narrative and Outline formats:
      1. Session Summary: inserts the full session summary.
      2. Session Action Items: inserts the list of action items discussed during the session.

         
    • For SOAP format, the following additional placeholders are available. These are useful if your note template separates SOAP components into individual text boxes or sections:
      1. Session Summary: Subjective (SOAP Only)
      2. Session Summary: Objective (SOAP Only)
      3. Session Summary: Assessment (SOAP Only)
      4. Session Summary: Plan (SOAP Only)
  1. Save your Note Template.

💡 You can use both Session Summary and Session Action Items in the same template, or use only the SOAP-specific placeholders if your note is structured that way. Choose the placeholders that match the summary format you've selected in your AI Charting Assistant settings. 

Set Up the Automation

  1. Go to your Practice > Automations.
     
  2. Click the Fast Action Button in the bottom-right corner.
     
  3. Select Create notes for recorded sessions from the options provided.

     
  4. Give your Automation a descriptive name.
     
  5. Select the service(s) that should trigger the Automation.

     
  6. Select the Note Template to use for the generated note.

     
  7. To append the session summary to a note you started before or during the session, check Add session summary to existing in-progress notes.

     
  8. Click Create to save your Automation.

📍 Note: The automation triggers after a recording has been processed, not immediately when the session ends. Processing time varies.

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.

  1. Go to My Subscription and scroll to My Add-ons.
     
  2. Click the More Options menu (3 dots) next to the AI Charting Assistant.
     
  3. Select Disable from the options provided.

     
  4. To re-enable the AI Charting Assistant, return to your My Subscription page and click Enable next to the AI Charting Assistant add-on. 

Next Steps

Once the AI Charting Assistant is enabled, use the guides below to start using each feature:

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