AI Scribe
Introduction
AI Scribe in zHealth is an AI-powered documentation assistant designed to help chiropractic providers create efficient clinical notes. By securely listening to the conversation between the patient and the provider during a visit, AI Scribe automatically generates a structured SOAP Note (Subjective, Objective, Assessment, and Plan).
The feature is designed to support practice by reducing manual documentation time and enabling providers to focus more on patient care. AI Scribe processes conversations in a secure environment, ensuring that protected health information (PHI) is handled appropriately. Providers can review, edit, and finalize the generated SOAP note before saving it to the patient's record, maintaining full control over the final documentation.
Step-by-Step Instructions for Using the AI Scribe Feature
 1. If the practice has the AI Scribe feature enabled, a new subsection called "AI Note" will appear within the SOAP Note section. |
2. Since the AI Scribe works by securely listening to the conversation between the provider and the patient, the user must ensure that microphone permission is granted to the browser for https://www.zhealthehr.com/ If the zHealth system requests microphone access, a pop-up will appear in the top-left corner of the Chrome browser. Click "Allow While Visiting This Site" to grant the microphone permission.  To view instructions for the Chrome browser. How to grant microphone permission: [Click here] |
 3. Once the patient is checked in and in the clinical room, the provider should click the "Start Recording Session" button in the SOAP Note section of the patient's file. The Start Recording button is located in the top-right corner of the SOAP Note, next to the "Comment" field. This allows the AI to listen to the conversation so it can analyze the conversation and generate the SOAP note i.e., Subjective, Objective, Assessment, and Plan. |
4. Once the provider starts the recording, the button will change to "End Recording Session". Click this button to stop the recording and mark the session as completed. Note: It is important to complete the session recording. Once the recording is finished, the AI will begin analyzing the conversation and generate the AI SOAP Note, which will then be displayed in the "AI NOTE" section. |
5. There may be instances when you do not want to end the recording, such as when you need to take an urgent phone call. In such cases, you can click the "Pause" button and resume the recording later. To do this, go to the AI Note section within the SOAP Note and click the Pause icon located in the top-right corner next to the Equalizer to pause the recording (as shown in the image here). Once paused, the button will change to "Resume". Click it again to continue the recording. Note: If you are logged into your zHealth account on multiple devices, you can pause the recording session on one device and resume the recording session on another device. |
6. Once the provider stops the recording session, the AI begins analyzing the conversation and securely processes it on the backend. While the processing is in progress, a message will be displayed indicating that the AI Note is being generated. To view the generated note, refresh the page. You can click the "Refresh" button shown in the image here. Note: The processing time may vary depending on the length of the recording. |
7. Once the recording is saved and processed by the system, the S.O.A.P. note will be automatically generated in the AI Note section. Note: The provider can modify, edit, add additional sections, or reorder content and more in the AI Note section. |
8. The Review and Sign section of the SOAP Note displays findings from the AI Note, Intake findings, and Outcome Assessment (if available), allowing the provider to review, finalize, and sign the S.O.A.P. Note. Note: If the AI Note is not generated, the Review and Sign section of the SOAP Note will instead populate findings from the configured S.O.A.P. template, along with the Intake and Outcome Assessment findings (if available). |
The AI NOTE Section
When the AI Note is generated, the system allows the provider to modify and edit the AI findings. It also offers additional options to use a combination of the AI-generated note and findings from the configured S.O.A.P. template. For example, a practice may choose to use the Subjective findings from the configured template along with the AI-generated Objective, Plan, and other sections.
1. In the AI Note section, once the system intelligence generates the note, three options are available in the top-right corner:
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2. To add a new section to the AI Note, click the Add New Section button. This will open a pop-up window where you can enter the section name and the details. You also have the option to dictate the details you want to include. |
3. To delete the new section that the user added manually. Click the "Stop" icon. |
4. If the user pulls the findings from the SOAP Note template configured in the system instead of using the AI-generated note in the AI Note tab, they can restore the AI-generated findings by clicking the Stop icon displayed at the top right. |
5. The user has the option to hide or unhide a section. To do this, click the "Eye" icon located in the top-right corner of the section. Note: Sections marked as hidden will not appear in the Review and Sign screen and will be excluded from the signed note. However, the user can return to the AI Note section at any time to unhide them and include them in the note. |
6. When the user is in the AI Note section and wants to view findings from the configured template for the current visit, they can do so directly from the AI Note. Example: If the provider wants to view the Subjective information filled in by the patient at the front desk, they do not need to navigate to the Subjective within the SOAP Note. Instead, the provider can click the Expand icon within the Subjective section (generated by AI) in the AI Note. This will pull the Subjective findings from the configured Subjective template for the Date of Service (DOS). Note: The Expand icon in the Subjective, Objective, Assessment, and Plan sections will display findings from the corresponding templates only if these sections are generated by the AI in the AI Note section, provided the respective templates for that visit have been filled. |
7. There may be cases where the provider wants to use the findings from a specific section. Example: the configured Objective template while keeping the remaining content from the AI-generated note. In such cases, the provider can go to the Objective section within the AI Note, expand the section, and click the Use Template icon. This will replace the AI-generated Objective with the findings from the Objective template for that visit. |
FAQ
Q. Can I edit the AI-generated note in the AI Note section within the SOAP Note?
A. Yes, the provider can edit the AI-generated note. To do this, click on the relevant section within the AI Note to modify or update the findings generated by the AI. All edits are automatically saved by the system.
Q. What happens if I click the Start Recording Session again within the same SOAP Note where the system intelligence has already generated the AI Note?
A. If an AI Note has already been generated for the DOS note, clicking the Start Recording Session button again will create a new recording session. The system will process the new recording and generate a new AI Note based on that recording.
Note: Once a new recording session is started, the previous recording session and the existing AI Note will be permanently removed.
Q. Can I pause a recording session?
A. Yes, the provider can pause a recording session and resume it later. The recording can also be resumed from a different device, provided the user logged in with the same account credentials.
Q. What happens if my recording is in progress and I get logged out, my computer turns off, or my internet connection is lost? Will my session be marked as stopped?
A. If the recording is not manually stopped, and the user session ends for any reason. Example: closing the browser tab, closing the browser, losing internet connectivity, or shutting down the device, the system will keep the recording session active for up to one hour. This allows the user time to return and continue the recording. If the user does not reconnect within this period, the system will automatically terminate the session.
Q. Can I navigate outside of the patient's file to do some other work?
A. Yes, you can navigate outside of the patient’s file while the recording session is still in progress. This will not stop or pause the recording session. However, you can return to the patient's file where the recording is active directly from the header section of the software. A recording icon will appear in the header next to the green bubble, which you can click to go to the SOAP Note where the recording session is active.
Q. What if the AI system fails to generate the AI Note?
A. Once the recording session is closed and successfully processed by the system, the AI Note is normally generated. However, in scenarios where the recording stops unexpectedly or due to other unforeseen issues, the system may fail to generate the AI Note. In such cases, we recommend that the provider refresh the page and redo the recording if possible. If re-recording is not possible, the system will populate the findings from the configured SOAP Note template in the Review and Sign screen and contact zHealth support.
Note: If the AI Note is not generated, the Review and Sign page will display the findings from the configured SOAP Note templates. If the AI Note is generated, the Review and Sign page will display the findings from the AI Note section instead.
Q. Do I need to wait for the system to generate the AI Note before leaving the patient’s file?
A. No. Once the recording is saved successfully, you can navigate away from the patient’s file and continue your work. The system will process the recording securely in the background. When the processing is complete, the AI-generated note will automatically appear in the AI Note section within the SOAP Note. You can return to the note later to view the generated S.O.A.P. note.
If you have any questions, feel free to contact us at support@zhealthehr.com