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Automatically Create Notes From Recorded Sessions with the AI Charting Assistant

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With the AI Charting Assistant enabled, you can set up an automation to create session notes automatically after a recorded telehealth or in-person session is completed. This article walks you through setting up a note template with AI summary placeholders and configuring the automation to use it.

Before You Begin

Setting Up Your Notes Automation

Once you've selected your AI Charting Assistant Summary Format, set up an automation to generate session notes automatically after a recorded session is completed. This works for Practice Better telehealth, Zoom, 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 AI Summary Format and 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 →

Which Placeholder(s) to Use

Begin by either creating a new Note Template or editing an existing one. Learn more about Building and Using Note Templates →

Insert a placeholder in your Note Template by clicking the </> button in the text editing toolbar. 

Narrative notes (built-in), Outline notes (built-in), and Custom AI Summary Formats use the following placeholders in your Note Template:

  • Session Summary: Inserts the full AI-generated summary produced by your custom format.
  • Session Action Items: Inserts the list of action items discussed during the session.

Choosing the SOAP notes (built-in) format necessitates using the four separate SOAP placeholders in your Note Template. Refer to the table below.

AI Charting Placeholders Custom format Narrative notes Outline notes SOAP notes (built-in)
%SESSION_SUMMARY% ✅ ✅ ✅ ✗ Not compatible
%SESSION_ACTION_ITEMS% ✅ ✅ ✅ ✗ Not compatible
%SESSION_SUMMARY_SOAP_SUBJECTIVE% ✗ Not compatible ✗ Not compatible ✗ Not compatible ✅
%SESSION_SUMMARY_SOAP_OBJECTIVE% ✗ Not compatible ✗ Not compatible ✗ Not compatible ✅
%SESSION_SUMMARY_SOAP_ASSESSMENT% ✗ Not compatible ✗ Not compatible ✗ Not compatible ✅
%SESSION_SUMMARY_SOAP_PLAN% ✗ Not compatible ✗ Not compatible ✗ Not compatible ✅

📍 Note: Using a placeholder that is not compatible with your selected AI Summary Format will result in the placeholder not populating in your generated note. Make sure the placeholders in your note template match the format assigned to that service.

Set Up Your Note Template

  1. Go to My 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 Service, or match your default format. 

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.

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