AI Charting Assistant - AI Summary (Beta)

This article will show you how to add the AI Charting Assistant add-on within Practice Better, allowing you to automatically record and transcribe Practice Better telehealth and Zoom 1:1 sessions. The recording will then generate a summary of the session as well as action items.

The AI Charting Assistant add-on is currently in closed beta and available by invite only.

Currently, there is no charge for the AI Charting Assistant add-on as it is available to customers in the closed beta. However, pricing for this add-on will be introduced and applicable to all customers in the near future once the beta period has concluded.

• Adding the AI Charting Assistant Add-on
• Enabling Session Recording and Summarization
• Using Summaries and Action Items With Note Templates
• Accessing the Recording and Summary
• Using Recordings and Summaries in Notes
• Editing Recordings

Adding the AI Charting Assistant Add-on

1) Open the My Profile menu in the top-right corner of your portal and select My Subscription:

2) Click View add-ons at the bottom of the My Subscription page:

3) Select AI Charting Assistant (Beta) from the list of available add-ons:

Enabling Session Recording and Summarization

Enable Session Recording by Default

1) Go to the Gear icon at the top right and click Telehealth & Messaging.

2) Ensure Use Practice Better or Use Zoom is selected under Default video chat application and check Enable recording of Practice Better telehealth sessions on start:

3) When you begin a session with your client, they will be notified that the session is being recorded.

If you use Zoom for your telehealth sessions and wish to have your sessions automatically recorded then you can enable automatic recording by following these steps.

Enable Session Recording During the Session

If you have not enabled session recording by default, then you can still turn it on manually during any Practice Better telehealth session by clicking the Start Recording button at the bottom.

When you enable session recording, your client will be notified the session is being recorded.

If you are conducting a telehealth session with a client that has a previously recorded session then you will see a recap of the last session which includes the date of service, summary and action items.

Default Summarization Format

The default recording summary format can be set by clicking Settings & Preferences at the top right, click Telehealth & Messaging and set your default under Recording summary format.

The first option is Narrative notes which will present the summary in paragraph format.

The second option is Outline notes which will present the summary with key points and bullet points.

The third option is SOAP notes which will present the summary in the SOAP style listing subjective, objective, assessment and plan.

Using Summaries and Action Items With Note Templates

When creating a note template you can add placeholders for the session summary and session action items. This will allow you to automatically pull the session summary and session actions items into new notes that have an associated recording.

Learn more about using placeholders in note templates.

If you are using the SOAP style summary as your default then you will have have a few additional placeholder options for the SOAP's subject, objective, assessment and plan.

Automatically Create Notes From Recorded Telehealth Sessions

If you have enabled the AI Charting Assistant add-on you can create an automation to automatically create a session note once a session has been completed that was recorded.

To set this up go to My Practice > Automations, and click Create notes for a recorded telehealth session.

This automation can be customized to be used only for specific services and you can select which note template you want to be used for the generated note. You have the option to Add session summary to existing in-progress notes.  Enabling this option will append the session summary to an existing note if you started one before or during your session.

Accessing the Recording and Summary

The Session Details page for the session will display the completed recording. If you click View, you will be able to play back the audio recording, view the written transcription, see the session summary and session action items.

If you click the 3 dots (more options) next to the recording or at the bottom right of the recording, you will be able to download the audio recording and written transcription.

Session recordings can also be found on the client record under Notes and Recordings.

Using Recordings and Summaries in Notes

Session recordings are accessible while you are working with notes so you can easily access what was discussed during the session.

If you link a booking that has been recorded to your note, then it will be accessible directly above the note while you are editing.

Alternatively, you can access all of your client’s session recordings by using the Client Hub within the note or the client record.

A Summary will be generated of the recording which will allow you to quickly identify important themes and context without needing to take detailed notes or going through the entire recording. Clicking on a point in the summary will take you to that point in the full transcription so you can see the full context.

Action Items will also be generated which will allow you to quickly see what actions were discussed in the session. Clicking on an action item will allow you to quickly create tasks for yourself or your client. If you click an action item related to a booking then you will be given the option to schedule the next session. Alternatively you can click the Send invite to book icon next to the action item which will invite your client to book the session themselves.

If you didn’t include session summary and session action items within a note template then you can still quickly pull this information into a note as a text snippet.

To use a snippet in a text editor, type two consecutive curly braces ({):

Once you've selected your snippet, it will automatically replace the curly braces with your contextual snippet text.

Please note this option is only available for notes that have an associated recording.

Each recording will automatically capture bookmarks that it believes are important points in the session. If you click Bookmarks, you will see a list of all the captured points. Clicking on an individual bookmark will take you directly to that point in the transcription.

You can add additional bookmarks by hovering over a chat bubble and clicking the Add bookmark icon.

Editing Recordings

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 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-cancelling microphone to improve audio quality and reduce background noise.