Your recording, transcript, and AI summary appear in your portal once processing finishes. This article shows you where to find them, how to review, edit, download, and share them, and what to check when a recording or summary is missing.
Before You Begin
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AI Charting Assistant add-on: The add-on must be enabled on your account. See Getting Started With the AI Charting Assistant →
- A recorded session: Recordings come from Practice Better telehealth, Zoom, or in-person sessions.
- Team plans: A practitioner needs an assigned AI Charting seat to record. See Assigning AI Charting Assistant Seats on a Team Plan →
📍 Note: Your recording and summary are separate from your session note. A notes automation creates the note from the summary. See Automatically Create Notes From Recorded Sessions with the AI Charting Assistant →
Accessing Your Recording and Summary
Recordings are available shortly after your session ends; however, processing times may vary. You'll receive a notification in your portal, and an Instant Alert on your desktop or mobile device if enabled.
For Zoom meetings, the recording will appear in your portal shortly after you receive a notification from Zoom that the audio transcript of your cloud recording is ready.
For in-person sessions, click Submit to attach the recording to the session. It is available once processing finishes.
You can access a recording from these places:
- The Session Details page for the relevant session.
- The client's Notes & Recordings section in their client record, under the Recordings tab.
- The Recordings section of a Client Hub. See Using Client Hubs →
Clicking View from the recording opens a floating recording hub in your page, which you can drag, minimize, and expand while working on notes, protocols, and other resources.
Learn more about Reviewing Your Session Recording →
Reviewing Your Session Recording
Once you have your session recording open, this modal will stay open as you navigate around your Practice Better portal, like a Client Hub. This enables you to reference your recording while you work. You can have more than one session recording open at once, collapse them into the top bar, and click and drag the top bar to move the session recording hub around your screen.
📍 Note: The recording itself must meet a minimum of 100 words for the AI Summary to generate.
Viewing Recordings While Working With Notes
If a recording is linked to a note, click View recording at the top of the note page to open it. You can also access all recordings for a client through the Client Hub within the note or the client record.
Summary
The summary gives you a quick overview of the session's key themes without reviewing the full transcription. With outline-style notes, clicking a bullet point jumps to the moment in the transcription when that topic was discussed.
📍 Note: Summaries are a one-time generation and cannot be regenerated after processing.
Action Items
Action items are the to-dos you and your client discussed during the session. Click an action item to create a task for yourself or your client. For booking-related action items, you'll have the option to schedule the next session directly, or click the Send invite to book icon to invite your client to book themselves.
Bookmarks
Each recording includes auto-generated bookmarks for key moments in the session. Click a bookmark to jump to that point in the transcription.
To add your own bookmark, hover over any chat bubble in the transcription and click the Add bookmark icon in the top-right corner. Click this icon again to remove a bookmark.
Downloading a Recording
To download the audio or transcription from the Session Details page, click the More Options menu (3 dots) next to the recording and select your preferred download option.
To download from within the recording hub, click the More Options menu (3 dots) in the bottom-right corner of the hub.
Editing a Transcription
Background noise or crosstalk can occasionally affect transcription accuracy. You can edit the transcription at any time to correct names, terms, or other details.
- Open the recording and click the Edit transcription icon in the top-right corner.
- Click the portion of text you want to edit and make your changes inline.
- Click the checkmark to Save your corrections.
- Switch between the edited and the original transcript by using the toggle to the right of the search bar within the recording hub.
Tips for Better Transcriptions
For telehealth sessions:
- Conduct your session in a quiet environment to minimize background noise.
- Avoid talking over your client, as overlapping voices make it harder to distinguish speakers.
- Use a headset or noise-canceling microphone where possible.
For in-person sessions:
- Place your device between you and your client so both voices are captured clearly.
- Conduct your session in a quiet environment to minimize background noise.
- Avoid talking over your client, as overlapping voices make it harder to distinguish speakers.
- Use a device with a quality microphone, or an external microphone where possible.
Sharing a Recording With Your Client
Session recordings are only accessible in the practitioner portal. To share a recording with your client, download the audio file and upload it to the client's Notes or Documents section.
📍 Note: Clients do not have direct access to session recordings.
Sharing Your Recordings With Team Members
By default, only the practitioner who recorded a session can see the recording. A team member does not need their own AI Charting seat to view it.
They can open it from the Session Details page when all three of these are in place:
- The practitioner who recorded the session checked Allow team members to access my session recordings under Settings & Preferences > Telehealth & Messaging.
- The team member’s role has View access for Clients: Recordings.
- The team member’s Team Member Access includes other team members, not just themselves.
See Giving Team Members Access to Your Session Recordings →
Frequently Asked Questions
Q: Why isn’t my recording showing up?
A: Recordings appear after processing, and processing times vary. For Zoom, the recording appears after Zoom notifies Practice Better that the audio transcript of your cloud recording is ready. Check that Cloud Recording, audio-only files, and audio transcripts are enabled, and that any cloud recording passcode is embedded in the shareable link. See Using the AI Charting Assistant with Zoom Telehealth →
On Team plans, automatic recording only starts when a seat is assigned to you. See Assigning AI Charting Assistant Seats on a Team Plan →
Q: Why doesn’t my recording have an AI summary?
A: The recording must contain at least 100 words for a summary to generate. For Zoom one-on-one sessions, no summary generates if Disable summaries for my Zoom one-on-one sessions is checked. See Disable Summaries for My Zoom One-on-One Sessions → Summaries generate once and cannot be regenerated.
Q: My recording shows “Processing failed.” What can I do?
A: Contact Practice Better Support → with a link to the session, and we’ll look into it.
Q: Why can’t my team member see my recording?
A: All three sharing settings must be active. See Sharing Your Recordings With Team Members above, or Giving Team Members Access to Your Session Recordings →