Voice Transcription & AI Charting

Overview

The voice transcription and AI charting feature allows clinicians to create clinical notes hands-free using voice input. The system guides clinicians through required documentation using AI-generated prompts and real-time transcription.

Key Features

• Voice-Driven Data Entry: Speak responses instead of typing
• AI-Generated Prompts: System generates prompts from form schemas
• Real-Time Transcription: See your words transcribed as you speak
• Structured Data Mapping: Responses automatically mapped to form fields
• Guided Workflow: Step-by-step prompts ensure complete documentation

Getting Started

Prerequisites

• Microphone access enabled in browser
• Patient selected with active visits
• Tasks available for documentation
• Form schema configured for tasks

Accessing Voice Note Creation

1. From Patient Chart

   • Navigate to patient chart
   • Click "Create Note" button
   • Modal dialog opens with visit selection

2. From Task View

   • Open task that needs documentation
   • Click "Record Note" or similar button
   • Voice recording interface opens

Voice Note Creation Workflow

Step 1: Select Visit

1. View Upcoming Visits

   • Modal shows all upcoming visits for selected patient
   • Visits are filtered by patient automatically
   • Select the visit you want to document

2. Visit Information

   • See visit date and time
   • View visit type and status
   • Check associated tasks

Step 2: Select Task

1. View Available Tasks

   • All tasks for selected visit are displayed
   • Tasks show type and requirements
   • Select the task to document

2. Task Details

   • Review task type and description
   • Check form schema requirements
   • See any existing documentation

Step 3: Guided Prompt Mode

1. AI Generates Prompts

   • System analyzes form schema for selected task
   • Generates conversational prompts using AI
   • Creates checklist of required documentation

2. Prompt Display

   • UI enters focused "Prompt Mode"
   • Shows current prompt prominently
   • Displays voice recording controls
   • Shows progress through prompts

Step 4: Voice Recording

1. Start Recording

   • Click "Start Recording" button
   • Grant microphone permission if prompted
   • Begin speaking your response

2. Real-Time Transcription

   • See your words transcribed as you speak
   • Transcription appears in real-time
   • Can pause and resume recording

3. Complete Response

   • Click "Stop Recording" when finished
   • System processes transcription
   • Response is mapped to form field
   • Prompt is checked off as complete

4. Next Prompt

   • System automatically advances to next prompt
   • Continue recording responses
   • Repeat until all prompts are complete

Step 5: Review and Save

1. Review Responses

   • Review all transcribed responses
   • Edit if needed (can type corrections)
   • Verify data is correctly mapped

2. Save Documentation

   • Click "Save Note" or "Complete"
   • Structured data is saved to patient chart
   • Note is associated with task and visit

Voice Recording Controls

Recording States

• Idle: Ready to start recording
• Recording: Actively capturing audio
• Paused: Recording paused (can resume)
• Processing: Transcribing and processing audio
• Complete: Response saved and mapped

Control Buttons

• Start Recording: Begin voice capture
• Stop Recording: End current recording
• Pause: Temporarily pause recording
• Resume: Continue paused recording
• Cancel: Discard current recording

AI Prompt Generation

How Prompts Are Created

1. Form Schema Analysis

   • System reads form schema for selected task
   • Identifies required fields
   • Understands field types and validation rules

2. LLM Generation

   • AI generates conversational prompts
   • Prompts are clear and easy to answer verbally
   • Each prompt corresponds to a form field

3. Prompt Checklist

   • All prompts displayed as checklist
   • Shows which prompts are complete
   • Indicates current prompt being answered

Prompt Types

• Open-Ended Questions: "Describe the patient's condition..."
• Specific Information: "What was the patient's blood pressure?"
• Assessment Questions: "How would you assess the patient's progress?"
• Action Items: "What interventions were performed?"

Data Mapping

Automatic Field Mapping

1. Response Processing

   • Transcription is analyzed
   • System identifies relevant information
   • Data is extracted and structured

2. Field Assignment

   • Responses mapped to corresponding form fields
   • Data types are validated
   • Formatting applied as needed

3. Validation

   • System checks data completeness
   • Validates against form schema
   • Flags any missing required fields

Manual Correction

• Edit Transcript: Can manually edit transcribed text
• Adjust Mapping: Can reassign responses to different fields
• Add Information: Can type additional information
• Remove Data: Can delete incorrect responses

Best Practices

Recording Quality

• Quiet Environment: Record in quiet space when possible
• Clear Speech: Speak clearly and at moderate pace
• Complete Thoughts: Finish complete thoughts before pausing
• Microphone Position: Keep microphone at consistent distance

Documentation Completeness

• Answer All Prompts: Complete all prompts for thorough documentation
• Be Specific: Provide specific details rather than vague descriptions
• Include Context: Add context that helps understand the situation
• Review Before Saving: Always review before finalizing

Workflow Efficiency

• Prepare Before Recording: Think about responses before starting
• Use Consistent Terminology: Use standard medical terminology
• Complete in One Session: Try to complete all prompts in one session
• Save Frequently: Save progress if taking breaks

Troubleshooting

Common Issues

Microphone Not Working

• Check browser permissions for microphone access
• Verify microphone is connected and working
• Try refreshing the page
• Check system audio settings

Transcription Not Appearing

• Check internet connection
• Verify OpenAI API is configured
• Wait a few seconds for processing
• Try stopping and restarting recording

Prompts Not Generating

• Verify form schema is configured for task
• Check that task has associated form
• Ensure AI service is available
• Try selecting different task

Data Not Mapping Correctly

• Review transcribed text for accuracy
• Manually correct mapping if needed
• Edit responses to match expected format
• Contact support if mapping consistently incorrect

Recording Quality Issues

• Check microphone quality
• Reduce background noise
• Speak closer to microphone
• Use headset microphone if available

Technical Details

Audio Processing

• Sample Rate: Audio is downsampled to 16kHz
• Format: Converted to 16-bit PCM
• Streaming: Audio streamed to transcription service
• Real-Time: Transcription appears as you speak

Integration Points

• Form Schema: Reads from task form configuration
• Patient Chart: Saves documentation to patient record
• Task System: Associates note with specific task
• Visit Tracking: Links documentation to visit

Related Documentation

• Chart Creator
• AI Assistance
• Visit Documentation