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🙋‍♀️FAQ

Product Team
Updated

Table of contents

Recording Setup & Hardware

  • What device should I be using?
  • Do I need to speak a certain way for the recording?
  • Do I need to buy special equipment?

How to use AI Scribe

  • How do I record an appointment?
  • How do I create personalized templates?
  • How do I invite my colleagues?
  • What Best Practices do you recommend? 

Access, Pricing & Trial

  • How much is it to subscribe to AI Scribe?
  • How does the free 21 day trial work?
  • Does AI Scribe integrate with PIMS?

Privacy, Compliance & Trust

  • Are clinics allowed to record clients?
  • How can clinics trust AI Scribe with their client and patient data?

Integrations

  • Can we sync in appointments and client/patient data from PIMS?
  • Can we write back appointment summaries to your PIMS?

Support

  • Need help?

Recording Setup & Hardware

What device should I be using?

  • Choose the Right Device for the Best Experience
    Using the right device can significantly enhance your AI Scribe results. For recording appointments, we recommend using the AI Scribe mobile app on a smartphone or tablet. For reviewing and managing your Scribe, the AI Scribe website is best accessed on a desktop or laptop.

  • Why record on mobile?
    The mobile app offers a more reliable recording experience than a standard web browser. It can keep recording even if your device goes to sleep or you switch to another app. Plus, mobile devices are easy to position closer to you and your client—capturing every important detail of your conversation. Most smartphones and tablets also feature high-quality built-in microphones, making them ideal for accurate, clear recordings.

  • Try to Avoid Built-in Computer Mics. Microphones in laptops or desktops often struggle to pick up voices clearly, especially if they're far from the speakers. 

Do I need to speak a certain way for the recording?

  • Not at all - just speak naturally. AI Scribe is designed to work with your regular speaking style, so there’s no need to slow down, over-enunciate, or change how you talk. Just focus on your conversation, and AI Scribe will do the rest.

Do I need to buy special equipment?

  • Not at all. You can use your device’s built-in microphone to record appointments—no extra gear needed. For the best experience, we recommend using the AI Scribe mobile app, which delivers stronger and more reliable recordings than a desktop or laptop browser.

    Some clinics choose to add external microphones in their exam rooms for an extra boost in audio quality, but that’s totally optional.

How to use AI Scribe

How to record an appointment?

On the App

  • Select New Recording
  • Select your template (See "How do I create personalized templates" next!)
  • Start your recording!

 

 

On the Website

  • Select "+ New Appointment"
  • Optionally add appointment details
  • Select the "AI Scribe" option on the appointment
  • Choose a template or create a custom one (See "How do I create personalized templates" next!)
  • Start your recording!

 

 

 

How do I create personalized templates?

On the App

  • Select into the Custom Templates section of your Settings
  • Name and fill out your preferred template
  • You'll have the option to use it for your next appointment

On the Website

  • Select "+ New Appointment"
  • Optionally add appointment details
  • Select the "AI Scribe" option on the appointment
  • Select "Create new template"
  • Name and fill out your preferred template 

  • You'll have the option to use it for your next recordings 

     

 

 

 

Can I invite my colleagues to use AI Scribe too?

Absolutely! Whether you're on AI Scribe website or mobile app, navigate to Settings, then the Team page to invite your colleagues via email.

 

What best practices do you recommend? 

  • Choose the Right Device for the Best Experience
    Using the right device can significantly enhance your AI Scribe results. For recording appointments, we recommend using the AI Scribe mobile app on a smartphone or tablet. For reviewing and managing your Scribe, the AI Scribe website is best accessed on a desktop or laptop.

  • Why record on mobile?
    The mobile app offers a more reliable recording experience than a standard web browser. It can keep recording even if your device goes to sleep or you switch to another app. Plus, mobile devices are easy to position closer to you and your client—capturing every important detail of your conversation. Most smartphones and tablets also feature high-quality built-in microphones, making them ideal for accurate, clear recordings.

  • Let the client know you’re recording: Ideally, capture their consent on the recording itself.
  • Stay compliant: Always follow your local regulations on audio recording and data privacy.

  • Start with a Clear Case Summary: Example “This is Penny, an 8-year-old spayed Terrier Mix presenting for frequent ear infections. He’s currently on a course of Apoquel to help manage inflammation.”

    This helps AI Scribe understand the context and improve accuracy.

  • Mention Which Pet (If There’s More Than One): If multiple pets are in the room, clarify who you're referring to:“Tibby is the one with vomiting, not Jag. Is that right?”

    This helps both AI Scribe and the client stay aligned.

  • Wrap Up with a Summary: End with a quick recap: “We’re starting Rocky on antibiotics for his skin infection. We’ll check back in 10 days to monitor his progress.”

    This ensures clarity in the record and reinforces the plan for the client.

Access, Pricing & Trial

How much is it to subscribe to AI Scribe?

How does the free 21 day trial work?

  • Once you or a team member signs your clinic up for AI Scribe, you’ll get 21 days to try it out completely free! When your 21-day trial ends, just head to the Subscription page in your Settings to choose a plan. We offer three options: Pro, Team, and Bundle with Flow. See [linked URL] for details!

Does AI Scribe integrate with PIMS?

  • Yes if you're using AI Scribe within Flow, Otto’s veterinary communication platform, we can automatically send your completed Scribe to your PIMS using your preferred template.

  • If you're using AI Scribe as a standalone solution and your clinic isn’t connected to Flow, we don’t currently integrate directly with any PIMS. However, our AI Scribe desktop experience is designed to make it easy to copy and paste your notes into your PIMS whenever it’s convenient for you.

Privacy, Compliance & Trust

Are clinics allowed to record clients?

  • Yes, but we recommend getting consent and authorization to record a clinical conversation before the appointment. Many clinics say something like:
    “Just a quick heads-up, I use an audio recording tool to help document visits more efficiently. Is it okay if I record our conversation for medical record purposes?”

    We also recommend checking your state’s consent laws, as some require permission from both parties before recording, while others only require one-party consent.

    Pro tip đź’ˇDownload our Recording Notice to hang them in your exam rooms!

How can clinics trust AI Scribe with their client and patient data?

  • AI Scribe is built on cutting-edge language technology that is SOC 2 compliant, ensuring that client and patient data is handled with the highest level of care.

Integrations

Using AI Scribe on its own won’t unlock integration capabilities — but pairing it with Otto Flow will!

Flow is Otto’s all-in-one communication and workflow platform that connects directly with your PIMS. 

With Flow, you can:

  • Sync appointment, client, and patient data

  • Automatically write your appointment summaries back to the PIMS

  • Streamline your entire clinic workflow from one place

Learn more about Flow here

Support

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