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The AI Note Taker listens to a session, or reads a file you upload, and drafts a structured note in the format you choose. You then read it, correct it and sign it. It drafts; you remain the author.
Choose the client first. Opening the sheet with nobody selected stops you at “No client selected — Please select a client in the ‘Quick Note’ section before using the AI Note Taker.” Pick them in the Quick Note card on the Notes dashboard, then open the sheet.

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What you’re looking at

The sheet opens on AI Note Taker — “Generate structured clinical notes from recordings or documents” — with a How it works list and a Consent reminder: “Always obtain verbal or written consent from all session participants before recording.” Select Get Started and it walks you through in order: Select a Template, Customize Output, Select Method, then Generating Notes ✨ and Notes Ready!. Back and Next move between steps.

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Generate the note

1

Select a template

“Choose the note format for your documentation.” Search by name, category or keyword. Blank Note is an option if you want the AI to write without a structure, and templates your practice built carry a Custom chip.
2

Customise the output

3

Record, or upload a file

Live Recording needs microphone permission and tells you “Speak naturally — all participants will be captured”. You can pause, resume and stop; the status pill moves through Recording, Paused and Complete.Upload File takes MP3, MP4, WAV, OGG, M4A, PDF, DOCX, TXT and MD, up to 100 MB. Use it for audio recorded elsewhere, or a referral letter you want folded into the note.
4

Wait for it to process

“This may take 15–60 seconds depending on file length.” You will see it transcribing, identifying key clinical points, formatting to your template and applying your preferences.
5

Review, then apply

Notes Ready! shows the draft. Read it against what actually happened, then select Apply to Form to drop the text into the note form, where you edit and sign as normal — see Write a clinical note. Re-record / Re-upload starts again.
Read every line before you sign. A generated note is written from audio, and audio mishears drug names, doses and negations. A clinician must review and approve it — your signature says the words are yours, not the model’s.

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Manage your AI sessions

AI Notes in the left rail opens a panel over the page — “Manage your Ambient AI recordings & generated notes”. Search by template, file or status, and filter with All, Completed, Processing, Failed and Incomplete, each showing a count. Opening a session gives you the recording, the generated note, and a Regenerate with template picker: A session still processing after five minutes gets an amber Stalled badge and a banner: “This note has been processing longer than expected and was likely interrupted. Stop it, or retry from the recording below.” An empty panel reads “No AI notes yet — Generate a note with the AI Note Taker and it’ll show up here to manage.”

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Who can do this

Role decides whether Notes opens. The add-on, not your plan, decides whether the AI Note Taker runs — and it is bought per person, so two colleagues on the same plan can differ. Two behaviours surprise people:
  • Enforcement is opt-in, per person. A colleague never saved in the permissions sheet is unrestricted; the sheet warns “Saving starts enforcing”.
  • A denied action is recorded; an allowed one is not. Hiding Notes from a sidebar is a convenience, not a security boundary.
See Staff permissions and Plans and add-ons.

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Check it worked

The session shows Completed in the AI Notes panel, the drafted text is in the note form under the template you chose, and it is attached to the right client. Nothing reaches the chart until you save or sign it — a draft left in the sheet is not documentation.

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Common issues

“You need an active AI Note Taker add-on to use this feature.” It is an add-on rather than a plan feature: Team practice owners get it bundled, every other seat buys its own. Select Manage Add-ons, or see Plans and add-ons.
Choose the client in the Quick Note card before opening the sheet. The note taker files its output against a chart, so it needs to know whose.
Look for the amber Stalled badge — it appears once a session has been running more than five minutes. Select Stop, then Retry generation from the recording. A long recording on a weak connection is the usual cause.
The cap is 100 MB — “Try splitting the session into shorter recordings.” A long lossless recording will exceed it; export it as MP3 first.
Open the session in AI Notes, choose another template under Regenerate with, and select Regenerate. The recording is reused, so you do not have to see the client again.
Set Speaker Mode to Multi-Party for a conversation. Single Speaker is for dictating on your own after the client has left.

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FAQ

No. The draft lives in the session until you Apply to Form, and it only becomes documentation when you save or sign the note.
It stays with the session so you can replay, download or regenerate from it. Delete removes the recording and the session but leaves any note you already saved.
Telehealth has its own note taker built into the call — see Run a video session.