ScribePT Support & Training Resource Library

Congratulations! You’ve taken an amazing step in choosing to implement an AI documentation scribe into your practice. But what are you getting yourself into? What exactly is ScribePT, and how does it work?

ScribePT is a rehab therapy focused AI documentation scribe tool designed to dramatically reduce the amount of time you spend on documentation. ScribePT leverages AI technology to generate comprehensive documentation for a patient encounter in seconds and import it directly into your EMR. The therapist provides the AI with relevant information about the encounter via several different kinds of “context”. Some examples of “context” include:

• An audio recording of the patient encounter (ambient or dictated)
• Written comments or “scratch notes” from the therapist
• Past documentation relevant to the encounter
• Information from patient intake forms
• Information from a referral

ScribePT is not an EMR. It works side-by-side with your existing EMR to generate notes in a fraction of the time it takes you to do them manually, allowing you to fully focus on patient care and finish all of your notes before leaving work.

When integrating an AI scribe into your documentation process, it’s important to understand what your expectations should be. First, while AI can significantly streamline your workflow, it should not be viewed as infallible. It relies heavily on high quality “inputs” (i.e. the information and instructions you give it) to create a high quality “output” (the end result of the AI following your instructions). If you’ve ever written a query into ChatGPT or similar AI chat bot, this query was your “input”. The “output” was ChatGPT’s response. 

ScribePT allows you to provide input in the form of “context” as mentioned above. Its performance largely depends on the quality of your context. Clear, comprehensive context will help the AI produce stunningly accurate and useful documentation. Even so, it still requires your oversight to ensure accuracy. AI will never replace your clinical reasoning, and you should ALWAYS review its output for accuracy. 

At ScribePT, our goal is to reduce the time you spend on documentation by 80-90%. A 100% reduction is not achievable due to the need for final reviews and edits, but providing clear context will maximize your efficiency gains, allowing you to focus more on patients and less on notes.

ScribePT can produce amazing results as long as your context is inclusive of what you want in your documentation. For example, if you want a specific data point included in your note, it needs to be present somewhere in your context, so you’ll need to specifically call it out somewhere.

Here are some examples:

• You are measuring right shoulder flexion on a patient. It is limited to 120 degrees. Normally, you might just make a mental note or tell the patient that it looks a bit limited compared to normal. To ensure this exact measurement makes it into your note, it’s best to specifically call out this detail in your context. If you are using an audio recording, say something like  “Ok, it looks like your right shoulder flexion is limited to 120 degrees.”. You could also write this specific measurement in the written comments context. 
• You are treating a post surgical patient. The referral includes a strict protocol and you want this documented in your evaluation. Copying / pasting the protocol into the referral information context will let the AI know you want this in your note somewhere. 
• You want ScribePT to write you a Progress Note, and you want to make sure it mentions progress towards the goals identified at eval. Uploading your evaluation note as a context will ensure the AI knows what those goals are so it can accurately comment on the patient’s progress so far. 

When it comes to documentation, we’ve intentionally instructed ScribePT to limit “filling-in-the-blanks”. If it doesn’t see something in your context, it likely won’t show up in your note.

To meet the unique needs of each practice, ScribePT was designed with a high degree of configurability and customization in mind. We encourage you to communicate with us early and often about the results you are seeing to help us understand how the note output aligns with your expectations. We can fine-tune your system to better match your documentation style. We have many customization options to choose from, so whether it's adjusting the note format or ensuring specific details / terms are captured accurately, our team is here to help.

Before using ScribePT , please ensure your device and network connection meets the following recommended specifications. If you do not meet these specifications you may encounter unexpected errors:

• Device
  • 11th Gen Intel i5 Processor (2.4GHz) or better
  • 8 GB or more of RAM
  • At least 5 GB of free hard drive space
  • Device microphone (either internal or external)
  • Latest version of Google Chrome web browser
• Network
  • WiFi 6 or Ethernet port
  • Reliable internet connection of at least 25Mbps download, 5Mbps upload

There are two ways to access ScribePT.

1. Google Chrome Browser Extension (recommended)
2. Web Application

Which should you use?

The Chrome browser extension is the primary way to access ScribePT, and most users should use this instead of the web app.

The web app is only used if your organization and/or network settings prohibit the use of Chrome extensions, or if you document using mobile devices like tablets or phones since Chrome extensions are only accessible on desktop or laptop computers.

A Google Chrome browser extension adds functionality to your Google Chrome internet browser. Google has a whole library of extensions in the Chrome Store (like the app store on your phone), so you’ll need to download and install the ScribePT extension. Below are the steps to do this:

Steps to Download and Manage the Chrome Extension

Step 1: Download the Google Chrome browser

To use the ScribePT Extension, we highly recommend using Google Chrome as your internet browser. If you don’t have Chrome, you will need to download it.

You can download Google Chrome for free by visiting https://www.google.com/chrome/. Click “download here” and follow the prompts to complete the download. 

Step 2: Keep Chrome Up to Date

Open Google Chrome and ensure you are running the latest version. Click the 3 vertical dots in the top right corner of the browser window (right next to the profile image).

Click “Settings”. This should open a new browser tab.

In the new tab, look to the left side panel where it lists various settings. At the bottom of the list select “About Chrome”. On the next screen, if it says “Chrome is up to date.”, then you have the latest version and you are good to move on to the next step. If not, it should begin downloading the latest version automatically, in which case it will prompt you to restart Chrome, saying something like “Nearly up to date! Relaunch Chrome to Finish Updating”.

Step 3: Download the ScribePT Extension from the Chrome Store

Download the extension by visiting the link below and clicking the blue “Add to Chrome” button in the top right:

Chrome extension link:  https://chromewebstore.google.com/detail/scribept-extension/liphpcbjpjlijiijibkadekkcpembkfm?authuser=0&hl=en

Once downloaded, our extension will be visible when clicking your extensions menu in Chrome, which is accessible by clicking the puzzle piece icon at the top right of your Chrome browser window (see screenshot below).

Step 4: Pin the ScribePT Extension

Click the puzzle piece icon to open the extensions menu, then click the pin icon next to ScribePT Extension to pin it to your navigation bar. This allows for easy access to the extension in the future. You should now see our logo displayed next to the puzzle piece. 

Step 5: Open ScribePT

To use the ScribePT extension during a patient visit, click the ScribePT logo within the extensions menu (puzzle piece icon) or in your navigation bar if you pinned it in step 5. The extension should open on the right hand side and look something like this.

Signing In

Sign in with your ScribePT username and password. You should have received your username and temporary password at the email we have on file for you. If you don’t have credentials yet, or need them sent again, please email support@scribept.com. Below is an example of what the credentials email looks like.

When logging in for the first time with your temporary password, you will be prompted to create a new password . 

One-Time Passwords (OTPs):

Every 24 hours, you will be prompted to enter a one-time password when logging in as an added security measure.  The one-time password will be emailed to the email address we have on file for you. 

Manually signing out of the web app or Chrome extension will reset the OTP, meaning you will need to enter a new one next time you sign in. Simply closing the web app or Chrome extension should not reset it.

OTPs can be sent to your email address, or texted to a mobile device. You can adjust where OTPs are sent in ScribePT Settings , Advanced Settings. 

Keeping the ScribePT Extension Up to Date

To make sure you are benefiting from the latest enhancements, and to ensure you don’t encounter unexpected errors, it is very important to keep your ScribePT Chrome extension up to date. This should happen automatically, but there are some device and network settings that may prevent this. We recommend checking your ScribePT settings periodically to ensure you are running the latest version. 

To check the version of ScribePT you are running, open your settings by clicking the vertical 3 dots in the top right corner of the extension. Your version number will be displayed in the top right. If you see “You are on the latest version” below your name and email, then you are up to date. If not, there will be an “Update available” message with a button that links to the Chrome store listing, where you can uninstall / reinstall the extension. Reinstalling will give you the latest version automatically.

Using a Chrome extension on Microsoft Edge

Sometimes, organizations require the use of a different internet browser than Chrome. If this is the case for you, below are the steps to download our Chrome extension on Microsoft Edge. Note: Chrome is our recommended browser. We do not recommend the use of any other browser unless it is absolutely required by your organization. 

Step 1: 

Download and Open Microsoft Edge

Step 2: 

Click this link, which takes you to our Edge add-on listing.

Step 3:

You should see the following page with a blue “Get” button in the top right. If you do, continue to step 4. If you see “This item is not available”, ensure you are clicking the correct link from step 2, and using Microsoft Edge. 

Step 4:

Click “Get”, then click Add Extension on the pop up shown below.

Step 5:

Next, you may see the below message to “Sign in to sync data”. This is not relevant for ScribePT, and can be ignored.

Step 6: 

Open ScribePT by clicking the puzzle piece icon in the top right of your browser, then the ScribePT Extension. The extension will open on the right side of your browser.

Sign in with your username and password. 

If you need assistance signing in for the first time, please refer to the instructions earlier in section 2.3 (this section) titled “Signing In”.

As always, you can reach out to support@scribept.com for assistance.

(For use with any device - Laptop, Desktop, Mobile, or Tablet, etc)

ScribePT can also be accessed via a standard web page (aka web application) - http://app.scribept.com/. It is a web page, not an ‘app’ like you download on your phone. It is accessible via any internet connected device (desktop, laptop, mobile) and browser although we recommend using Google Chrome.

The web app does not have the full breadth of functionality the Chrome extension does, so using the web app is only recommended for organizations that cannot use Chrome extensions due to restrictions on their network or devices. At this time, the web app does not support Paste to EMR.

After signing in, you will be taken to the Home screen.

The home screen will include:

• 1. ScribePT logo - clicking this returns you to the Home screen wherever you are in the tool. 
• 2. Encounter Name - An “encounter” refers to an instance of therapy that you want ScribePT to generate a note for. Give your encounter a name for easy reference later. If no name is given, it will default to “Untitled Encounter”, but will still have the date + time stamp of when it was created. 
• 3. My Encounters - View the list of encounters processed / notes created under your account.
• 4. Settings Menu

• • Username
  • Update / Version Notification 
    • This will read “Your are on the latest version” if no update is needed. Otherwise it will have an “Update available” message with a button directing you to our Chrome Store listing. IMPORTANT: To avoid unnecessary errors, be sure to check this periodically to ensure you are running the latest version of ScribePT.
  • Account
    • View My Encounters - View the list of encounters processed / notes created under your account.
    • Customize Note Workshop (*Add-On*) - View, edit, and share custom note types you’ve created. (*Custom notes types is an add-on and requires activation. See Module 5: Add-ons for more information on how to activate and use this feature.*)
    • Advanced Settings
      • Primary Discipline - select your clinical discipline here (PT, OT, SLP, Chiro, MD, Other). This will give the AI more context on what kinds of notes you might want to see. 
      • State(s) Credentialized in - add the state(s) you are credentialed in.
      • Default Note Type
        • Select the type of note ScribePT will select for a newly opened Encounter. You can edit this at any time. 
      • Primary Language - Select the primary language you will be using with ScribePT. A full list of supported languages can be found in our FAQ on our quick start guide. 
      • Encounter Data Retention Period - Select the number of days that you would like ScribePT to retain patient encounter data. This includes context such as audio recordings, and notes generated. 
      • OTP Preference - Select your desired one-time password method. An OTP refers to the code that must be entered when logging into ScribePT. OTPs can be sent to your email address, or texted to a mobile device.
      • Notify Re: Research Opportunities - ScribePT’s goal is leveraging AI technology to improve the rehab therapy industry. Select ‘Yes’ here if you would like to be involved in research opportunities. 
  • Add Ons
    • Here you will see a list of launchable add-ons, or add ons that you can subscribe to. For more information on add-ons, see Module 5: Add-Ons.
  • Contact ScribePT Support
    • Guided Product Tutorial - launches our short in-app product tutorial. First time users (first time you log in), should see this tutorial automatically, but clicking this will re-launch if if you would like to review. 
    • Report An Issue - redirects to our support ticket submission page https://www.scribept.com/ticket/
    • Email Support - email support@scribept.com
    • Schedule A Meeting - schedule a support call directly with our team any time
    • Support Center- redirects to this page, the Support and Training Resource Library
  • Documents
    • Quick Start Guide - redirects to our quick start guide, where you can find a short review of how to get started, along with FAQs and best practices when using ScribePT.
    • Privacy Policy and Terms - redirects to ScribePT’s privacy policy

• 5. Note Type - Specify the note type you want ScribePT to create based on your provided context.
  • Multi Session (*Add-On*) - allows you to capture multiple patient encounters in a single recording. Separate notes will be parsed out and generated via speaker recognition upon submitting. Can be used when seeing multiple patients at the same time, or several patients back to back. (*Multi Session  is an add-on, and requires activation. See Module 5: Add-ons for more information on how to activate and use this feature.*)
  • Primary Visit Types - standard note types with formatting instructions that correspond to your EMR 
    • Initial Examination
    • Daily Note
    • Progress Note
    • Discharge Note

• • Custom Note Types (*Add-On*) - Lists all the custom note types you’ve created, or the ScribePT support team has created on your behalf. (*Custom notes and Custom Paste are add-ons, and require activation. See Module 5: Add-ons for more information on how to activate and use this feature.*)

• 6. Context - A “context” is any piece of relevant information you want the AI to utilize when generating your note. Selected context will show in this area (Recording and Comments are selected by default, but are not required). Click “+ Add Context” to view and add more context options. Click the context chip to view and modify the context details. All context is OPTIONAL, but at least 1 context must be present to submit the encounter. Context options include:
  • Recording - An audio recording of the patient encounter (ambient or dictated) - “Ambient” refers to recording the entire patient encounter in the background, and “dictated” refers to directly calling out the relevant details of the encounter to the AI. 
  • Comments - Written comments or “scratch notes” from the therapist - Add any written (typed) notes you want to give the AI that is not present in other contexts.
  • Intake Form Information - Information from patient intake forms 
  • Past Follow Up Note - Any past follow up note that contains information relevant to this encounter
  • Past Evaluation Note - Any past evaluation note that contains information relevant to this encounter
  • Information from a referral - Information from the patient’s referral

• 7. Reminders - This is an optional and fully customizable feature that allows you to select a ‘Focus Area’ ( the region(s) being treated in this encounter), which pulls up a helpful list of things to remember when treating a patient of this type. This feature is meant to be customized. There are reminders for each focus area by default, but if you would like them to be customized to better fit your needs, please reach out to support@scribept.com. Just remember, it is the therapist's responsibility to gather all pertinent information during patients visits. The default reminders do not represent an exhaustive list.
  
  
• 8. Record button - If a Recording context is added to this encounter, you’ll see this button. Click it to begin recording. Audio is being recorded if you are seeing the audio waveform indicator bounce up and down, as shown in the left hand screenshot below. If you are seeing a flatline instead, or an error message that says “We are not picking up any audio”, your audio is not being captured for some reason.

• 9. Upload a Recording -  If a Recording context is added to this encounter, you’ll see this button. Instead of recording via our tool, you could upload an audio file here and it will work the same way. ScribePT accepts all common audio file formats. 
  
  
• 10. Submit - Once you’ve finished adding context, click this to save and progress to the next step; viewing your completed note! Once submitted, you will be given 2 options; Submit Another Encounter (takes you back to the Home screen), or View Encounter (takes you forward to the Encounter screen). If you see the below screenshot, your encounter has been saved and submitted successfully.

• 11. Microphone Selector - This dropdown will display all the available microphones on your device that you can use for recording audio. The microphone icon to the right will be green if this microphone is available to use. It will be red if it is unavailable, or has been disconnected from your device. If you don’t see your preferred microphone in this list, click the refresh button (curly arrow).
  
  
• 12. Wifi Symbol - This symbol will display green (three or four bars), when your internet connection speed meets or exceeds our minimum requirements (see section 2.1). If your symbol displays yellow (two bars), red (one bar), or empty (no bars), you will likely have issues using ScribePT successfully, have unforeseen errors, or lose encounters and/or context entirely.

After submitting your encounter, you will be taken to the Encounter screen where you can view your completed note.

The encounter screen will include:

• 1. Context - Review, edit, or add new context to this encounter. 
  • When adding or editing context, you must click Update Encounter at the bottom  to save and add this information to your note. This will trigger your note to be regenerated since new inputs have been added, meaning new information for the AI to process. After the new note is generated, it will take the place of the old one in the Notes tab.
  • If you made an audio recording context, you should see that ScribePT automatically entered the number of people speaking in the encounter. It is important to check this for accuracy. If Number of Speakers is incorrect, you may see errors or omissions in your note. For example, if the patient, therapist, and a caregiver are present and speaking during a recording, the number of speakers would be 3. Always be sure to include yourself in the total number of speakers.

2. Notes - View the note(s) that you elected to generate from the context of this encounter.

• 3. Note dropdown menu

• • Generated - displays notes that have been or are currently being generated for this encounter. Click Regenerate if you want the AI to re-try and give you a new version of the note. 
  • Not Generated - displays additional notes that you can generate for this encounter. These notes will utilize the same context present in the context tab. Click the Generate button to generate additional notes for this encounter.

• 4. EMR Sync / Merge - Feature discontinued as of version 12.1.0.5
• 5. Compliance Considerations (*Add-On*) - opens the Compliance Considerations popup and activates the compliance context workflow. (Compliance Considerations is an add-on, and requires activation. See Module 5: Add-ons for more information on how to activate and use this feature.*)
• 6. Undo / Redo - this allows you to undo / redo any modifications you may to the note in the Note viewer. 
• 7. Expand all / Collapse all - Expands or collapses all note sections for easier viewing. 
• 8. Copy Text - copies all note text for easy manual copy / paste if you are on an EMR that is not ''Paste to EMR'' compatible.
• 9. View All - Opens a simplified, consolidated note viewer (no collapsible sections) for easy note review. 
• 10. Note Viewer + Editor - view and modify the content of your note sections here. If you are on a ''Paste to EMR'' compatible EMR, each section should correspond to a pastable field in your EMR. Edit or remove note content by clicking on the section. 
• 11. + Add Section / Information to Note - search for , and add, more note sections and content 
• 12. Save & Paste to EMR (*Add-On*) - For users who are on a ''Paste to EMR'' compatible EMR, use this button to initiate the pasting process. (Paste to EMR is an add-on, and requires activation. See Module 5: Add-ons for more information on how to activate and use this feature.*)

Remote desktops:

We do not recommend using remote desktops like LogMeIn to access ScribePT, as you may experience issues logging in or experience errors during note generation.

Other Chrome Extensions:

If you are using the ScribePT Chrome extension and our Paste to EMR functionality (section 5.1), please ensure you do not have any other Chrome extensions installed. Other Chrome extensions may interfere with Paste to EMR and cause unforeseen errors, incompletions, or failure to paste entirely. The safest bet is to uninstall any other extensions if you plan to use Paste to EMR.

Description

Paste to EMR is designed to inject the information from your ScribePT note directly into a note in your EMR with one click. While Paste to EMR can work with any EMR, the setup, compatibility, and extent of paste behavior varies by EMR system. This add-on is only supported on the Chrome extension. It is not available on the web app. 

List of current compatible EMRs:
WebPT 1.0
WebPT 2.0
Prompt EMR
TheraOffice NX
Net Health Therapy (TherapySource)
Clinicient
Ignite
Jane
Quick EMR

How to use Paste to EMR

To paste a ScribePT note into your EMR, you’ll want to open both your EMR and ScribePT at the same time in Google Chrome as seen in the screenshot below. First, open the note in ScribePT that you want to paste, then open the corresponding blank note in your EMR. Paste to EMR will not open the correct note for you. For example - if you want to paste a note for Joe Smith’s shoulder eval on April 1st, you must open that exact note in your EMR before you click the Paste to EMR button in ScribePT.

In ScribePT, you should see a button at the bottom of the Note tab on the Encounter screen that says “Save & Paste to EMR”. Click this to initiate the pasting process.

Other important things to know

We do not recommend hitting ''Paste to EMR'' on a note that has already been pasted on. 

Paste to EMR' does not sign notes for you. 

We do not recommend making edits in the ScribePT note prior to pasting. Best practice is to paste first, then make edits or additions directly into your EMR afterwards. Making edits to the note in ScribePT could create an unpasteable format, causing errors or failure to paste.

EMR Specific Considerations - WebPT

• WebPT 1.0

  • When pulling up the relevant note in WebPT, you do not need to have the correct “profile” selected, ScribePT will do that for you. 
  • While ''Paste to EMR'' is working, you may see some browser popups on your screen similar to the screenshot below. Please click OK on all popups like this. ''Paste to EMR'' cannot continue until you click OK.

• WebPT 2.0

  • When pulling up the relevant note in WebPT, you do not need to have the correct “profile” selected, ScribePT will do that for you.

EMR Specific Considerations - Prompt EMR

• The expected behaviour for ''Paste to EMR'' in Prompt is that all information will paste into the first 5 narrative fields (General, Subjective, Objective, Assessment, Plan)

EMR Specific Considerations - TheraOffice

• You must be using TheraOffice “NX”, the web version of TheraOffice, in order for ''Paste to EMR'' to work.

Troubleshooting - Paste to EMR

My note did not paste or pasted incompletely

Cause:

There are many things that could cause an error during Paste to EMR, including but not limited to: 

• • Poor network connectivity
  • An outage in a third party service used by ScribePT
  • A mismatch between the content of the ScribePT note and the targeted field in the EMR
  • Your EMR made a change to their interface, causing it to be unrecognizable to ScribePT
  • ScribePT generated a format that is unacceptable by the EMR field
  • Etc.

How to fix:

Because there are many potential causes of a Paste to EMR issue, identifying the exact fix can be difficult. A good best practice when encountering issues with paste is to first regenerate the note, then attempt to paste again. Regenerate the note by going to the Encounter screen, Note dropdown, then clicking the Regenerate button. FYI - the newly generated note will replace the original.

Attempt to paste again, and if it does not work after a few attempts, reach out to support@scribept.com.

Description

Activating the “Compliance Considerations" add-on will display a little exclamation point symbol on the Notes tab of the Encounter screen, right above the note viewer. This feature will scan your generated note for any missing information based on the documentation and compliance rules added to your account. 

The default rule set is meant to be a placeholder only, a list of which can be found here. If you have another rule set you’d prefer to use, or would like to add to or modify the default rules, we can easily make those changes in your account. Reach out to support@scribept.com.

Please note that the items listed are suggestions only, and it is the therapist's responsibility to ensure your note is compliant with all local, state, and federal requirements. 

How to use Compliance Considerations

Click the exclamation point icon to view the list of Note Compliance Issues. The failures may be due to key information being missing from your context, thus did not make it into your note. This window will also include a suggestion on how to resolve it. By default, this window will open automatically after note generation completes if there are failed requirements, but you can toggle this off by clicking the “Always display if rules are not met.” toggle.

You can also click “Add context to remediate”. This will add the Note Compliance Issues to the Context tab for easy reference when adding context to fix them. It DOES NOT automatically fix the compliance issues for you. You must still add context manually based on the failed requirement.

Remember, you must hit Update Encounter when adding context. This will save the new information and regenerate your note.

Troubleshooting - Compliance Considerations

[coming soon]

Description

The Custom Note Workshop add-on allows you to create your own note types, personalize existing primary note types, and share note types with your colleagues. Access the Custom Note Workshop through your Settings menu.

Personalize an Existing Note Type

Personalize allows you to modify how an existing note type will be generated. It will list all of your pre-loaded primary note types (Initial Exam, Daily Note, Progress Note, and Discharge Note) , in addition to any custom note types you’ve created. Here, you can duplicate, edit, and delete note types. Note: you cannot delete the pre-loaded primary note types. 

Click a note type to personalize it. The next screen is divided into 2 sections:

• A. Template Outline - 
  • Note Type Name - Displays the name of this note type. Primary note type names are not editable. 
  • Input Type - Specifies what kind of input this note type will utilize to generate the note. There are two types of inputs:
    • Encounter - These note types will utilize the context (recording, comments, etc.) added to the encounter to generate a note. Custom note types with Encounter input type will be selectable on the home screen when creating a new encounter. 
    • SOAP Note - These note types will utilize the information from a note that has already been generated. This is meant for ‘supplemental’ notes , or notes that are based on the original SOAP note. Ex) HEP Handout, KX Justification, or letter to a referral source. Custom note types with the SOAP Note input type will be selectable on the Notes tab of the encounter screen in the note types dropdown. Click the green ‘Generate’ button to generate it. 
  • Template Outline - Click the ^ to open and view the current template outline for this note type which displays all note sections. Each note section has a description of what information will be generated here. IMPORTANT: These descriptions are what the AI uses to generate note content. Descriptions should be clear, concise, and include examples if possible. If you are unsure how to write a good description, utilize the AI Chat Editor and tell it what you want to do (see section B). Click the 3 dot icon on the right to edit descriptions manually or delete sections entirely. Click, hold, and drag the 6 dot icon to re-order sections. 

• • Generate Sample Note Preview - This allows you to test the template associated with this note type without having to generate a real note. Select a mock context (it is not critical which you chose, unless you are partial to a Disney character), or enter your own context. Click Generate Preview. This will ask the AI Chat Editor (see section B) to generate a note preview (test note) for this note type. 

• B. AI Chat Editor - the AI Chat Editor is a support chat that lives below the template outline. You may have to close the Template Outline with the ^ button in order to see it. You can ask this AI support chat to make modifications or additions to your template if you prefer or are unsure how to do it manually.

Here are some examples of things you can ask the AI chat to do to your note type:

• • Reorder note sections
  • Add new note sections
  • Modify the content of existing note sections
  • Other things like asking for ScribePT to generate more or less content in a given section, or adding sentences / sections that show up on every note regardless of context. 

The chat is not limited to the examples above. It can understand natural human language, so if you’re not sure, simply tell the chat what you want and it should be able to accommodate. If you require additional assistance, you can always reach out to support@scribept.com. 

Share an Existing Note Type

Share allows you to share a custom note type with a colleague, as long as that provider is associated with the same ScribePT account (company). Simply click the checkbox next to the note type you want to share, then select the provider(s) from the dropdown list you want to share it with. These users will receive an invite to accept or decline the addition of this note type to their user profile.

The below screenshot is what the Share Request invite looks like on the receiving end. Click the checkmark to accept (the note type will be added to your user profile). Click the x to decline.

Create a New Note Type

[coming soon]

Troubleshooting - Custom Note Workshop

[coming soon]

Description

The Multi Session add on allows you to select Multi Session in the Note Type dropdown on the Home screen when creating a new encounter. This option allows you to capture multiple patient encounters in a single recording context. Separate notes will be parsed out and generated via speaker recognition upon submitting. It can be used when seeing multiple patients at the same time, or several patients back to back.

How to use Multi Session

When creating a new encounter, select Multi Session from the Note Type dropdown list.

Next, record all of the patient visits you would like to capture in a single recording context. Click Submit.

After submission, the Multi Session workflow starts to look a bit different than usual. You will be taken to the Multi Session “scratch notes” screen (see screenshot below), where the AI will attempt to separate out each patient encounter via speaker recognition, and display a bullet point list of the important things heard in each patient encounter. These bullet points are NOT your note. 

By default, the note type will be automatically set to Daily Note, but you can modify this if needed.

Review the scratch note bullet points and, once satisfied, click Submit. If you see the below screenshot, your encounters have been saved and submitted successfully. Clicking View Encounter takes you forward to the My Encounters screen where you’ll see that each note has been generated individually like a normal encounter.

Troubleshooting - Multi Session

[coming soon]

Description

Interactive Voice Response adds the ability for a user to record their encounter audio context by calling into a ScribePT phone number instead of recording via our Chrome extension or web app. You can use any phone line (cell or landline). Our system will recognize the phone number you are calling from, then add the audio from the phone call to your ScribePT account under My Encounters.

This can be beneficial for users who have trouble recording via our Chrome Extension or web app due to slow internet connection, or because they are unable to keep their device within earshot of their patient encounter. 

How to use IVR

First, reach out to support@scribept.com to let us know you would like IVR activated for your account, and what phone number you will be calling from. 

To record a patient encounter via IVR, dial the below number. The number you call depends on the version of ScribePT you are using:

For versions 10 and 11: dial 919-275-1747

For versions 12 and later: dial 919-756-7556. 

You will hear an automated greeting - “Thank you for calling ScribePT. At the tone, begin recording. To pause the recording, press the # key.”

At the tone, record audio as you normally would if you were using the ScribePT extension or web app. For Encounter style recordings, we recommended you put your phone on speaker to ensure the patient’s voice is picked up as well.

When finished, hang up. 

Log into your ScribePT account, go to My Encounters. You should see your recording listed under a newly created encounter titled “Telephone Recording [date] [time]”

Click this encounter to view your note. It will be generated automatically.

Troubleshooting - IVR

[coming soon]

Description

The Clinical Summary add-on modifies and simplifies the note generation and Paste to EMR workflow. Instead of ScribePT generating the entire note for your review within ScribePT, it generates an easier to read bullet point clinical summary that includes the most important pieces of information found in the encounter's context. Then, once the Clinical Summary is reviewed and approved by the therapist, the final note is built directly into the EMR, instead of first in ScribePT.

This has a few benefits:

• Easier for the therapist to review, add, and approve key points from the encounter before the note is built and transferred to the EMR.
• Easier for the AI to build the final note and Paste to EMR since only the most pertinent information is being processed. This means fewer note generation mistakes which reduces the amount of time needed for final edits. 
• Reinforces the EMR as the primary place where the final note should live, not ScribePT.
• Reduces the likelihood of Paste to EMR errors.

How to use Clinical Summary

First, reach out to support@scribept.com and let us know you would like Clinical Summary activated for your account.

Once activated, the Encounter screen will start to look a bit different. A new tab will be added, titled “Summary” as shown below:

The Clinical Summary tab is where the clinical summary will be written for the therapist to review. You will be able to edit this summary at your discretion. 

Once you are satisfied with the summary, navigate to the Notes tab, which will also look a bit different. Here, instead of the final note, you will see options to build (or re-build) any available note types within your EMR. Information from the clinical summary will be mapped to the relevant places within your EMR, where you should do a final review and sign off. If you are familiar with the functionality of our Paste to EMR add-on (section 5.1), these buttons operate the same way.

Troubleshooting - Clinical Summary

[coming soon]

ScribePT is “stuck” or “frozen”

As is the case with all applications, sometimes things happen that may cause ScribePT to work slower than normal. Generally, ScribePT should never take more than a few seconds to respond when clicking on most things. 

Understandably, the process that takes the longest is visit audio processing and SOAP note generation. This refers to everything occurring after you click submit on an audio recording up to and including the SOAP note displaying on your screen. There are several things happening in the background here, but it still should not take more than 2 minutes total for a complete SOAP note to display. If this is taking longer than 2 minutes, please continue reading below. 

Cause:
Keep in mind – ScribePT rarely, if ever, “freezes” outright. What you consider “freezing” may just be an unusual delay potentially caused by the below. You may find that if you leave it alone it will eventually complete it’s task.

Some potential causes of slowness include:

• Your device does not meet the minimum recommended specifications. 
• Your internet connection does not meet the minimum recommended specifications / speed.
• You are using a remote desktop service (not recommended).
• Your organization or admin throttles unknown applications, or it needs to ‘whitelist’ certain applications.
• You have an antivirus software that is throttling ScribePT. Normally you can whitelist applications via your antivirus software so they are not recognized as threats. 
• Your device is offline.
• You have too many simultaneous processes running on your device, such as too many tabs or windows open. 
• You are using a VPN. 
• You submitted audio that was very scant on information. 
• One or more third party services used by ScribePT are down.
• There is an error within ScribePT.

How to fix:
First, review our recommended device and internet connectivity specifications. If you don’t meet the required specs, this is likely the cause.

Second, review the remaining bullet points above. If you have ruled out everything but the potential causes on our end, please reach out to support@scribept.com. 

I am clicking the recording button, but nothing is happening.

Cause:
If you click the recording icon on the Encounter screen (screenshot above) and nothing is happening, it is likely due to your microphone permissions being off.

How to Fix:
To ensure microphone permissions are on and ScribePT can use your microphone, refer to Module 3.

There is information in my note that was not said or performed

Cause:
Incorrect, or “hallucinated”, information appearing in your note could be caused by a few things, but the most likely cause is poor audio recording hardware. If you have an old, or low quality device, the microphone is probably not going to pick up clear audio, meaning the AI will have trouble transcribing it into text, then using that text to generate a note. This could also be caused by ScribePT picking up outside conversation, like another patient visit nearby.

How to Fix:
A few potential fixes include:

1. Ensure your device is close by while recording is in progress. The closer the device is to your conversation, the better the audio quality will be. 
2. Try to limit background noise by treating away from colleagues or using a private treatment room. We understand this may not always be possible, but erroneous conversations showing up in your transcript could cause aberrant note content. 
3. If needed, ScribePT can provide you with USB lapel mics to bypass your device mic. Reach out to support@scribept.com. 

 Zoom / Scaling Issues - I can’t see the entire Chrome extension

Cause:
On very small screens / devices, sometimes the Chrome extension will not scale to fit your screen.

How to Fix:
You must adjust the scale / zoom settings on Google Chrome. To do this go to Settings (3 dots in the top right of your browser window), then Appearance, Page Zoom. Lower the Page Zoom setting until you can see the entire extension.

Having trouble accessing the ScribePT Extension in the Google Chromestore

Please refer to module 2.3, and follow the steps to download the ScribePT extension.