AI Recap

Otto’s AI Recap tool streamlines appointment documentation by allowing you to record visits, generate SOAP-formatted summaries, and access full transcriptions.

On Flow's Appointment page, there is a new "AI Recap" option offered on each appointment card:

Selecting AI Recap will open a pop up, which offers the ability to record the appointment and select how you prefer the notes to be formatted. Options are:

• SOAP Notes - A standard Subjective, Objective, Assessment, Plan format
• Appointment Summary - A general summary 
• Custom Template - Your clinics preferred template

Selecting "Create new template" will open another pop up, allowing you to copy/paste your preferred template, name it, save it and you have the ability to edit or delete it at a later time:

Once you're happy with your preferred template, it's time to start recording!

Select the "Start" option when you're ready to begin recording the appointment and the pop up will update to reflect that the AI audio recorder is on. Here you have the option to either Pause or Stop the recording:

Once the appointment is concluded and "Stop" is selected, AI will:

• Create a full transcription of the appointment audio.

• Generate a summary based on your chosen format.

Processing may take a few minutes.

Once it updates to Complete, you have the option to download the audio recording and select "Done":

Please allow a few minutes for the transcript to show up and a few more minutes for the summary to appear in the AI Recap Notes Section:

Here is an example SOAP formatted summary generated by AI Recap. 

"Summary of appointment from Dr. Blinker:

SOAP Notes:

S (Subjective):

- Owner reports Tibby has had "really stinky" breath lately
- Owner noticed Tibby chewing on one side more than the other
- Tibby is still eating

O (Objective):
- Significant tartar buildup on back teeth

- Gums appear inflamed

A (Assessment):
- Dental disease: Likely periodontal disease due to plaque and tartar buildup
- Possible dental pain, causing unilateral chewing

P (Plan):
1. Schedule professional dental cleaning under anesthesia
2. Perform full monitoring during procedure
3. Remove plaque and tartar
4. Assess for any problem teeth during cleaning
5. Contact owner if any serious issues are found during procedure
6. Front desk to provide pre-procedure instructions
7. Follow-up after procedure to ensure resolution of bad breath and improved eating habits"

Here is an example of an "Appointment Summary" generated by AI Recap. 

"Scruppy needs annual vaccinations.

Summary of appointment from Sara Ghannam

- Reason for visit: Tibby's bad breath, possibly needing dental cleaning

 - Veterinarian's observations:
- Significant tartar on back teeth
- Inflamed gums
- Owner's observation: Tibby chewing more on one side
- Veterinarian's recommendation: Professional dental cleaning
- Procedure details:
- Requires anesthesia
- Full monitoring for safety
- Will remove plaque and check for problem teeth

- Next steps:
- Cleaning can be scheduled as early as next week
- Front desk to provide pre-procedure instructions
- Expected outcome: Improvement in Tibby's breath" 

After the summary is added to the Appointment notes, you can easily edit any parts and select "Update Appointment" to save:

AI Recap/ Soap Notes automatically writes-back to the following PIMS:

• • Avimark
  • Cornerstone
  • Impromed
  • Neo
  • eVetPractice
  • ezyvet
  • Instinct

You will find SOAP notes in the same location as the Conversation Exports. They will be saved as a PDF file.

To Turn off the automatic sync go to the Clinic’s Flow > Settings > Appointments > AI Recap

There is a Toggle to turn off the nightly sync if needed.

On this same page you can also see if an error occurred and a specific Note didn't write back.

At this time, AI Recap cannot:

• Support editing the transcript, users can only edit the summary in whichever preferred format chosen
• Write back the transcript to your PIMS
• Save past appointment recordings in a report 

All done!

Thank you for reading how AI Recap works!