“It keeps in things that [the doctors] wouldn’t have thought of documenting. Our SOAP notes are so much more detailed than they used to be.”

— Kate Lynn, Sparta Road VC

What is AI Scribe?

Otto’s AI Scribe tool streamlines appointment documentation by allowing you to record visits, access full transcriptions, generate SOAP-formatted summaries, and build your own custom templates!

🎥 Demo Videos:

• How to use AI Scribe in Flow 
• AI Scribe Settings 
• How to use AI Scribe mobile app 
• See AI Scribe in a live appointment with Dr. Quammen!

This article will cover the following topics:

• How to use AI Scribe in Flow
  • Custom Templates
  • Test Microphone
  • Recording
  • Managing SOAP notes 
• See where AI Scribes can save in your PIMS
• How to use the AI Scribe mobile app
• FAQ
• Recommend AI Scribe to your friends & colleagues not using Flow!

You’ve got two easy ways to use AI Scribe - right from your Flow browser or on the go with the AI Scribe mobile app, available on both app stores:

• Apple Store 

• Google Play Store

How to use AI Scribe in Flow

Navigate into the Appointments page of Flow. Within every appointment card you'll see the 'AI Scribe' option:

Selecting 'AI Scribe' from the appointment card will open a pop up. This pop up will give you the option to either begin recording with one of our built in templates or create a new custom template. 

Custom Templates

If you'd like to create your own custom template, select the drop down template options and select 'Create new template':

This will open a second pop up that will allow you to copy/paste a template of your choosing or simply type in the areas you need captured:

There is an optional 'Instructions' section where you can add specific instructions to your custom template. Some examples of instructions can be:

• Ensure your practice name is always spelled correctly (no more typos or re-writes).
• Standardize measurements - like recording weight in kilograms instead of pounds, or temperatures in Celsius instead of Fahrenheit.
• Choose the right writing style - whether that’s full sentences for detailed medical records or concise bulleted lists for quick reviews.

Once you're happy with your custom template, go ahead and save it. Saving it will mean that all team members of your practice will now have the option to choose that template for their AI Scribe. 

Note: At this time, all practice team members will have access to custom templates and all will have the ability to edit or delete it. 

Test Microphone

Be sure to use the 'Test Mic' option to test your computer's microphone. This is important if using AI Scribe for the first time or using a computer you're not sure how the audio works. 

You will see a green message appear if audio is working as expected:

Recording

Once you're happy with your template selection and have ensured your audio is working as expected, it's time to 'Start' recording! You'll know AI Scribe is recording when you see the timer start:

Note: While utilizing AI Scribe in Flow, you are no longer able to change the template once you've begun the recording. Continue to the "How to use the AI Scribe mobile app?" section below to see how you can change the template while recording. 

Pausing

You have the ability to Pause the recording if you need, but note that if the recording remains paused more than 2 minutes it will automatically stop the recording and begin processing. Don't worry! You can always start a second recording for the same appointment when you're ready to continue. 

All recordings on a single appointment will consolidate into one main AI Scribe of your chosen template. While it will consolidate the AI Scribe template, it's expected that it will show all recording's transcripts separately.

'Stop' the recording when you're finished and select 'Done':

Processing

Flow will automatically begin processing your AI Scribe into the template of your choosing. You can all of your AI Scribe processing in the top right hand checkmark icon of the Flow Appointments page in 'AI Scribe Uploading & Processing'. 

Note: Selecting any AI Scribe from this list will open it's appointment.

Reviewing your SOAP

To review, edit and access recordings for any particular appointment, select the 'View full Scribe & Transcript' option on the appointment pop up:

This will take you to a post-AI Scribe management page, giving you the option to easily review and edit the completed Scribe or Transcript, playback any recordings from that appointment, and optionally copy/paste it into your PIMS.

“My notes are more detailed now with AI than they were before. And I’m done before the next client walks in.”

— Dr. Jeffrey Sachar, Milford AH

How to use the AI Scribe app

We have an AI Scribe mobile app as well! Once you've downloaded it onto your mobile phone or transcript, login using your normal Flow email and password:

Note: The 'Start your free trial' option at the bottom is for non Flow clinics wanting to try out AI Scribe. See "Recommend AI Scribe to your friends & colleagues not using Otto Flow!" below for more info!

Once you're logged in, on the Appointments tab, you will be able to see all of your existing appointments either synced in from your PIMS or those you created directly in your Flow:

Note: There is not a way to create appointments directly in the app.

In your Settings tab, you'll be able to create a Custom Template:

Note: Creating a custom template within the AI Scribe mobile app will show the template in your Flow for future recordings. 

Select the '+ Create new Template' when to begin creating your template of choice:

There is an optional 'Instructions' section where you can add specific instructions to your custom template. Some examples of instructions can be:

• Ensure your practice name is always spelled correctly (no more typos or re-writes).
• Standardize measurements - like recording weight in kilograms instead of pounds, or temperatures in Celsius instead of Fahrenheit.
• Choose the right writing style - whether that’s full sentences for detailed medical records or concise bulleted lists for quick reviews.

Once you're finished, select 'Create Template' to save.

Navigate back to your Appointments tab and select the microphone option with the sparkle ✨ icon on the appointment you'd like to record:

Here you can select a custom template or use one of our built in templates and Start Recording:

When you've stopped the recording, AI Scribe will automatically begin processing and you'll be taken back to the Appointments tab:

You can see your AI Scribe processing in the top right hand 'Uploading & Processing' section:

Click back into the appointment you've recorded and select the 'View Notes & Transcript' option to review and edit your Scribe or Share Notes & Transcript:

Note: Completed AI Scribe from the mobile app will appear in your Flow Appointments page when they're finished processing!

Otto's Tips & Tricks

AI Scribe in Flow vs AI Scribe app: We recommend using Flow to create appointments and custom templates, and to review, edit and manage your completed Scribes, but use the AI Scribe mobile app to record. 

A Technician and Doctor recording: It's common practice to have a Technician begin an AI Scribe to kick off an appointment and then the doctor records during their portion. In this case, you have the option to continue recording through the Technician and doctor portions, pause and resume or stop the recording after the Technician and ask your doctor to record again when they're ready.

Record with Clear Audio: The mobile app is the best option to record! While we do support AI Scribe in Flow, recording on the app will provide a stronger recording experience. Also, remember to keep the phone close to you and the client during the visit.

Try to avoid built-in computer mics: Laptops and desktops often pick up distant or muffled sound. If you have to record on a computer and not on the app, try to avoid navigating to other browsers as the recording is in session.

Remember to Stop your recording! We know it's easy to forget during your busy day, but selecting Stop on the recording will ensure it's uploaded and processed into your template of choice.

Get Consent & Respect Privacy: Let the client know you’re recording ideally on the recording itself. Always follow your local regulations on audio recording and data privacy.

Download Otto's recording notice!

Save your completed AI Scribe in your practice management system

If you'd like to have your AI Scribe save automatically in your PIMS, navigate into your Appointment Flow settings and select the AI Scribe tab:

Toggling on this option means that any completed AI Scribes going forward will sync back into your PIMS at 12:00AM CT nightly. 

Note: Transcripts will not automatically save back into your PIMS, only your completed AI Scribe templates.

AI Scribes will save exactly where your conversation and completed forms save to in your PIMS. 

The following PIMS are supported for this feature:

• Avimark
• CornerStone
• ImproMed
• Neo
• Pulse (eVetPratice)
• ezyVet
• Auto Exports
• Instinct

See AI Scribe Exports to PIMS to see exactly where in your practice management system they save to!

“It’s picking up what matters - and leaving out the noise. I don’t even have to think about formatting.”

— Dr. Angel Martin, GVA Russell Ridgev

FAQ

Where can I find the AI Scribe app & how do we recommend using it?

• The AI Scribe mobile app can be downloaded on any mobile device or tablet and is available in both app stores!
  • Apple Store 
  • Google Play Store
• We recommend recording your appointment through the mobile app and managing your completed SOAP note in your Flow, for the best experience!

Can I record multiple AI Scribe in a single appointment?

• Yes! We definitely recommend doing this if it's common practice to have a Technician kick off the appointment before the doctor joins. All recordings under one appointment will generate one consolidated AI Scribe. It's expected that transcripts will remain separated e.g. Transcript 1, Transcript 2, ect. 

What happens if two (or multiple) Flow users separately record AI Scribe in the same appointment simultaneously in different rooms?

• As long as all recordings are done from the same appointment, AI Scribe will take them all and consolidate into one main AI Scribe summary of the template of your choosing. 

Is it possible to have multiple recordings on a single appointment generate multiple AI Scribe SOAP notes?

• At this time, this is not possible. Today, AI Scribe will consolidate all recordings from an appointment and create one single SOAP note in your preferred template. 

How does AI Scribe work with multi-pet appointments?

• At this time it's not recommended to record a single AI Scribe for a multi-pet appointment. While AI Scribe may be able to to distinguish each pet by the Technician or Doctor saying the pet's name out loud, it may not be 100% accurate, depending on the template used. We recommend creating separate appointments for each pet, so AI Scribe can generate a separate summary. 

   

How can I ensure that AI Scribe notes end up in paragraph form instead of bullet points? 

• Any preference of how AI Scribe generates your appointment summaries can be supported by creating a Custom Template. In the Custom Template builder, you can specify instructions to help tell the AI model exactly how you want your summary to come out. Watch AI Scribe Settings to see how to create a Custom Template.

Is it possible to remove the built in templates for AI Scribe (Soap Notes and Appointment Summary)? 

• At this time, it is not possible to remove/delete the built in templates we offer for AI Scribe. 

   

Recommend AI Scribe to your friends & colleagues not using Flow

Did you know we offer AI Scribe as a standalone product to anyone not already using Otto Flow? 

We offer:

• 21 day Free Trial 
• Pro Plan - Allows up to 2 users to record AI Scribe 
• Team Plan - Allows unlimited users to record AI Scribe

See how standalone AI Scribe works here!