Before you start...
AI + Voice is not available on all accounts. Contact support@nookal.com for more information.
Enabling AI + Voice
AI + Voice uses advanced AI to instantly convert speech into accurate clinical notes and letters - whether you're dictating on the go or transcribing a recorded appointment. Spend less time on documentation and more time with your patients.
1. Navigate to Setup.
2. Click Billing under Account.
3. Open Add-Ons and Toggle AI + Voice to enabled. Please note this will be billed at an additional cost per license per month.
4. Click Manage Staff.
5. Toggle to enable which Practitioners have access and click Done.
6. Click Edit AI + Voice Settings.
7. Toggle on the options you'd like enabled. AI-Scribe, Realtime Transcription or both.
8. Select the Language & Accent for each Staff Member and whether to Automatically Finalise Clinical Notes.
9. Save changes when done.
Setting Permissions
1. Navigate to Setup.
2. Click Permissions under Users.
3. Toggle the Voice to Text permission on for each required Permission Group. A user can Save a voice note if they have View permissions set, but can only Approve a voice note if they have Edit permissions. A recording needs to be approved before the audio can be converted to text.
4. Click Save Changes.
Using Voice to Text in Clinical Notes
After Voice to Text has been enabled via the above steps you will see a microphone icon in text fields when writing Clinical Notes.
1. Click the Microphone icon in the text field.
2. Click Start Recording and start speaking. Please note, there is a minimum duration of 5 seconds.
3. When done click Save. You can optionally Pause or Redo the Recording at any stage.
4. After clicking Save the recording will be Queued for Approval. You can listen to it by clicking the Play button.
5. You can also choose to Approve or Delete the recording at this stage.
6. If you choose to Approve the voice recording will be converted to Text. A loading bar will appear until complete.
7. When complete you will see the below pop-up and the text will appear in the note field which you can then choose to Finalise or Save as Draft.
Using Voice to Text in Letters
After Voice to Text has been enabled via the above steps you will see a microphone icon in text fields when writing Letters.
1. Click the Microphone icon in the Letter content field.
2. Click Start Recording and start speaking. Please note, there is a minimum duration of 5 seconds.
3. When done click Save. You can optionally Pause or Redo the Recording at any stage.
4. After clicking Save the recording will be Queued for Approval. You can listen to it by clicking the Play button.
Important!
As there isn’t an option to save a clinical letter as draft, if there is audio converting then the page will have to stay open until it converts.
5. You can also choose to Approve or Delete the recording at this stage.
6. If you choose to Approve the voice recording will be converted to Text. A loading bar will appear until complete.
7. When complete you will see the below pop-up and the text will appear in the letter content for you to Save.
Recording with AI Scribe
After Enable AI-Scribe has been enabled in the steps above you can use AI to assist with writing Clinical Notes, this feature can be used to record an appointment and is able to distinguish between multiple voices.
1. Go to Clients > Clinical Notes and click Record in the footer beneath the list of templates.
2. Record the appointment.
3. Click Save when done. You can optionally Pause or Redo the Recording at any stage.
4. After clicking Save the recording will be Queued for Approval. You can listen to it by clicking the Play button.
5. You can also choose to Approve or Delete the recording at this stage.
6. If you choose to Approve the recording will be enqueued for processing.
7. When complete, the below pop up will appear to notify you your AI clinical notes have been compiled. If in the Settings the user has Automatically Finalise Clinical Notes turned off then the clinical note will become available as a draft. However, if this option is toggled on then the clinical note will be automatically finalised and added to the history.
8. Click on the AI Template that will appear as a Draft in the Clients > Clinical Notes section.
9. Review the notes, and Finalise or Save as Draft.
Managing Voice To Text and AI Scribe Entries
A user can View a table containing Voice to Text and AI Scribe Entries if they have View permissions set, but only used with Edit permissions can Approve the Voice to Text and AI Scribe entries before the audio can be converted to text.
1. Navigate to Setup.
2. Click Voice to Text under Account.
3. The table will show all Voice to Text and AI Scribe Entries including their status, and action buttons for users with Edit permissions to Approve. You can also use the filters to update the table.
4. Optionally, click Auto Approve to approve all existing voice notes in the table. Clicking this will also mean any future voice notes that are created will also automatically be approved once they have been saved.
5. For users with Edit permissions, use the action buttons next to each pending entry to Play, Approve or Delete it.