Manage AI-powered Notes Assistant

Manage AI-powered Notes Assistant

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Manage AI Notes Assistant 

AI Notes Assistant feature
What is the AI Notes Assistant tool?

Auditdata’s AI Notes Assistant tool is an AI-powered tool that transcribes and drafts notes from consultation audio to save time. . It identifies relevant clinical information and automatically inserts it into journal note templates or standardized reports or letters within the Auditdata Manage platform.

What is the intended use of AI Notes Assistant?
Intended use: AI Notes Assistant is a documentation aid. It transcribes and drafts notes from consultation audio to save time. 
AI Notes Assistant does not provide medical advice and is not intended to diagnose, treat, or recommend interventions. The clinician remains responsible for review and approval of AI-generated content and the final record. 
Who is the AI Notes Assistant tool designed for?

AI Notes Assistant is for hearing care professionals/clinicians. It’s designed to give hearing care professionals back 30–60 minutes each day by reducing repetitive documentation tasks, so they can focus on what matters most: Delivering excellent care.

How much time can Hearing Care Professional save by using the AI Notes Assistant?

The total time saving per day really depends on how much it is used and how it is used - anything from 30-120 minutes per Hearing Care Professional per day can be achieved at optimal usage.

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Transcription Workflow and Permissions (Users)

Start Transcription
Who can start transcribing sessions?

Users with the Manage AI Notes Assistant enabled can:

  • See the “Start Transcribing” button across all patient tabs.

  • Initiate the recording and transcription process.

What happens when I start the transcription?

Before the transcription begins, the tool prompts you to obtain patient consent, this is done to ensure GDPR and HIPAA compliance.

  • A consent pop-up appears, you must select Accept Consent to start transcription

  • You must select an audio input device and select Continue.

  • A live transcription panel appears with: Pause, Stop, and Save buttons.

  • Max transcription time is 120 minutes. After that the transcription stops.

What happens if my recording reaches 120 minutes?

When your recording reaches the maximum duration of 120 minutes, it will stop automatically.
Will I lose my recording if it stops automatically?

No. As soon as the recording stops, a pop-up window will appear asking you to select and save the document output you want to generate. The pop-up windows will say: "The maximum recording duration (120 min) has been reached. Please select and save the document you want to generate."
Can I record longer than 120 minutes?

Currently, the tool does not allow recordings longer than 120 minutes. You’ll need to start a new recording if you want to continue.
How does computer idle-time-out work while transcribing?
You shouldn’t be timed out while active transcription is running. As long as Auditdata Manage is active and there’s ongoing audio activity, the session continues. We recommend:
  1. Power settings: On Windows 11, set Sleep/Idle to Never during long recordings.
  2. Audio input: Use good-quality headphones/microphone and keep the sound source close in a quiet room (during a hearing test for instance).


What happens if there’s silence during the transcription?
If Auditdata Manage doesn’t detect sound for several minutes, it pauses automatically and asks if you want to continue.
  1. Click Continue to resume transcribing.
  2. If you ignore the notification, the session may be treated as idle.

Why isn’t my microphone working in AI Notes Assistant?

Even if you select a microphone in Auditdata Manage, your Windows and browser settings can still block it. All three must be set correctly.
How do I check my Windows microphone settings?

  • Go to Microsoft Settings → System → Sound → Input.

  • Make sure your microphone is listed and working (you don’t need to set it as the default).

  • Test the volume and input levels.

How do I check my browser (Chrome) permissions for my microphone?

  • Chrome doesn’t always use your PC’s microphone automatically.

  • Click the microphone icon in the Chrome address bar or go to:
    chrome://settings/content/microphone

  • Make sure Chrome has permission and the correct microphone is selected.

How do I check my microphone permissions inside Auditdata Manage?

  • In the AI Notes Assistant interface, select your microphone.

  • If Chrome is set correctly, the right microphone will show as the first option.

  • Selecting it in Auditdata Manage only works if Chrome and Windows already allow it.

What should IT or support staff check before transcribing patient sessions using AI Notes Assistant?

  • Confirm microphone access in Windows, Chrome, and Manage.

  • Walk users through granting permission at each level.

  • Test before the session to avoid interruptions.

What happens if I try to close the browser or tab during an active transcription?

You will see a notification warning that the transcription is still in progress and unsaved. You can choose to:

  • Continue transcribing

  • Exit and lose any unsaved progress

Can I start a new transcription for another patient while one is already in progress?

No. If a transcription is active for one patient, the Start Transcribing button will be disabled on other patient tabs to prevent multiple concurrent transcriptions.
What happens if I switch tabs or open another application during transcription?

The transcription will continue running in the background until you pause, stop or cancel it, even if you:

  • Open new tabs

  • Review patient history

  • Run audiograms

  • Adjust fittings

  • Create invoices

  • Complete forms

This allows you to stay focused on the patient and your work while Notes Assistant captures the conversation.

Is there a warning if I try to reload the browser during transcription?

Yes. The browser will show a standard notification warning that changes may not be saved. You can choose to cancel or proceed.
Is there a warning if I close the Manage tab or refresh the page during transcription?

Yes. When a recording or transcription is currently in progress (also paused), and you attempt to close the Manage tab or refresh the page. The browser will show a standard notification warning that changes may not be saved. You can choose to cancel or proceed.
What happens if my computer shut down during transcription

The transcription will be lost.
Can I cancel an active transcription session?

Yes. You can stop or cancel the transcription at any time from the transcription interface. If you cancel an ongoing transcription, it is not saved.
 Stop, Save and Edit Transcription
What happens after saving a transcription?

After stopping and saving:

  • The tool will generate:

    •  A Session/Original Transcription

    • Any user-selected generated documents or journal notes

    • AI-generated documents are saved in the Documents tab

    • AI-generated journal notes are saved in Journal tab

What is the difference between Original/Session Transcription and AI Generated Documents?
•    Original/Session Transcription: Raw text of the session
•    AI Generated Document: AI-enhanced output based on the applied prompt (e.g. summarization, keyword extraction, etc.)
How do I generate a journal note from a transcription?

When managing a patient's transcription, you will have the option to:

  • Select a Journal Notes

  • Select one of more Document(s)

  • Or select both.
    After selecting the desired documentation prompts and saving, the system will generate the documents accordingly. You will receive confirmation messages for each generated item.

Why is the Save button disabled in the "Select Documents for Generation" window?

The Save button is disabled by default. It becomes active only after you select at least one document or journal notes from the list.
Where can I view the AI generated journal notes?

AI Generated Journal Notes will be displayed under the patient’s Journal tab.
Where can I view the document (letters, reports) after it's generated?

Once generated, the document appears under the Documents tab. You can, with the proper user permissions, view, download, delete or edit it if needed.
Can the AI generated journal notes be edited?

Yes. You can review and edit the notes before finalizing them under the Journal tab. AI Notes Assistant produces a draft note. You must always review, edit (if needed) and approve AI generated content before the journal notes are finalized or used in patient documentation.


Can the AI generated documents (letters, reports) be edited?

Yes. You can review and edit the AI generated documents before finalizing them under the Documents tab. AI Notes Assistant produces a draft note. You must always review, edit (if needed), and approve AI generated content before the documents are finalized or used in patient documentation.
What types of documents can I edit?

You can edit:

  • AI-generated documents

  • Journal notes

Other document types (e.g., encrypted original transcriptions) cannot be edited.

Are there any restrictions on what I can edit?

Yes, Category and Document Type fields are disabled for AI-generated documents.
Can the formatting of journal notes and AI generated documents be configured?

Yes. The format of the AI-generated Journal Notes and Documents depends on the Prompt Configuration. There will be default templates provided for you in the tool. However, you can request customizations (such as adding new sections or summaries) by contacting our support team. Please note that customizations are treated as feature requests. 
Can I get access to the RAW transcription data?

No. You may generate documents from the Session Reference, but you cannot access the content.
Can I download the RAW transcription data?

No. You may generate documents from the Session Transcription, but you cannot download it.
What happens if I forget to generate a document during current or previous session(s)?

With the proper user permission, you can locate the Session/Original Transcription under the Documents section, click on the options (three dots), and generate any documents that were missed.
What permissions are required to generate a document from an session/original transcription?

To use the "Generate Document from Transcription" feature, you must have both of the following permissions: 

  • ManageAIStartTranscribing – Enables the user to initiate recordings by pressing the Start button.

  • ManageAIGenerateDocFromTranscription – Enables the user to regenerate an AI-generated document based on the original transcription from the Documents tab on the Patient Details page. 

Can I delete documents?

  • Session/Original Transcription: Cannot be deleted.

  • AI Generated Documents: Can be deleted.

Are there security and permission controls?

Yes:

  • Permissions control who can view or generate each document type.

  • Transcription status (e.g., recording active) is always visible in the UI, even when switching tabs.

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Review, Approval, and Accountability of AI-generated Notes

Mandatory human review of AI-generated notes
What does mandatory human review mean in practice?
It means that notes generated by using AI Notes Assistant are drafts. 

As the accountable clinician, you must:
  1. read the entire draft note,
  2. correct errors or omissions, and
  3. approve it before it becomes part of the patient record or is shared
Does mandatory human review mean AI Notes Assistant is unsafe to use?
No. Mandatory review is a standard safety control for AI drafting tools, like AI Notes Assistant, in clinical documentation. It acknowledges that AI can be wrong and ensures accountability remains with the clinician before anything is finalized.
Do I still need to review the note if the output looks good?
Yes. Every time. AI Notes Assistant produces draft notes and may be inaccurate, use outputs for documentation support only.

Before approving or signing any type of patient documentation, you must confirm:
  1. the notes match what was actually said,
  2. the right patient context is reflected,
  3. key clinical facts (e.g., medications, allergies, diagnoses, measurements) are correct.
When should I be extra careful reviewing?
Always review, but take extra care when notes include:
  1. medication changes (drug, dose, frequency),
  2. allergies and contraindications,
  3. diagnoses, referrals, and follow-up plans,
  4. numbers and measurements (lab values, dates),
  5. consent or legally sensitive statements.
What should I do if I don’t understand why something is included in the notes?
If the AI-generated draft note contains statements you cannot recognize or verify:
  1. remove or correct them,
  2. if needed, clarify with the patient or clinical team according to your usual workflow.
Do not keep uncertain content.
What if I disagree with the AI wording or emphasis?
Correct it. The final note should reflect:
  1. what was actually said/observed during the appointment,
  2. your clinical assessment and plan,
  3. appropriate, objective clinical language
Who is responsible for the final note?
The accountable clinician or designated approver in your organization is responsible for the final content of the patient documentation in terms of accuracy, completeness, and appropriateness. AI Notes Assistant supports documentation, but it does not take responsibility for clinical outcomes.
Approval of AI-generated journal notes
Who is accountable for the content of the journal note?
The clinician remains accountable for the content that becomes part of the patient record, including verifying that the journal notes accurately reflects the appointment conversation and activities and meets your organization’s documentation standards.
How long can I edit or delete an AI-generated journal note?
As the accountable clinician, you can edit or delete the AI-generated journal note for up to 24 hours after it is created. After 24 hours, the journal note can’t be edited or deleted.

If you find a mistake after 24 hours, and you have the right user permission: 
  1. ManageAIStartTranscribing – Enables the user to initiate recordings by pressing the Start button.
  2. ManageAIGenerateDocFromTranscription – Enables the user to regenerate an AI-generated document based on the original transcription from the Documents tab on the Patient Details page.
You can generate a new journal note from the same transcript and correct the mistake. The newly generated journal note can again be edited for 24 hours.
 Approval of AI-generated documents 
How do I make sure that AI-generated documents (letters, reports) are approved by authorized user?
Documents generated by AI Notes Assistant stays in a Draft state until an authorized user:
  1. reviews the content for accuracy and completeness, and
  2. approves it by explicitly changing the state from Draft to Approved.
Until then, the notes should not be treated as a clinically approved record.


Is there an audit trail of who edited or approved an AI-generated document?
Yes. AI Notes Assistant maintains audit trails under user profile and logs under patient history. 

These include:
  1. who created a note draft,
  2. who edited it (and when),
  3. who approved it (and when),
  4. which actions were performed e.g. content change, document status change.
This supports accountability and helps your organization with quality and compliance processes.


What does approval mean from a responsibility standpoint?
Approval indicates the approver has:
  1. reviewed the content of the AI generated document,
  2. corrected inaccuracies,
  3. confirmed it reflects the encounter appropriately
AI Notes Assistant supports the workflow, but clinical responsibility remains with the approving clinician (or the role defined by your organization).
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Accuracy and Safe Use of AI-generated Notes
Accuracy of AI-generated notes 
Is AI Notes Assistant always correct?
No. AI Notes Assistant generates text based on the audio it receives and may occasionally produce inaccurate, incomplete, or misleading content (for example: missing details, confusing speakers, or adding text that wasn’t said).
That’s why a human review is required before the note is finalized, approved/signed, and used for clinical documentation.

What are the key limitations of AI Notes Assistant?
AI-generates notes may be incorrect or incomplete. AI can mishear words, confuse speakers, omit details, or add plausible-sounding text. 
Performance may degrade with accents, face masks, background noise, multiple speakers, or poor microphone placement. 

Required actions from you: 
  1. Always verify AI content especially critical fields (ear, device, measurements, plan, referrals)
  2. Edit any uncertain content before finalizing note
Can I use the AI Notes Assistant as the only source of truth?
No. AI can produce text that reads fluently even when parts are incorrect, incomplete, or misattributed. Audio quality, accents, interruptions, overlapping speech, and clinical terminology can also affect results. This is why AI Notes Assistant should be used as a documentation aid, not as a source of truth. 

The final clinical note must be based on:
  1. the clinician’s assessment,
  2. source documentation and patient record,
  3. validated clinical workflows.
AI-generated content should never be treated as a definitive record without verification.
 Safe Use of AI-generated notes
How does AI Notes Assistant create a note?
AI Notes Assistant converts speech to text and generates a structured draft note based on the audio it receives during the session. It does not “understand” the patient conversation the way a clinician does. Its output is a best-effort draft that must be reviewed and verified by a qualified clinician
Can AI Notes Assistant make clinical recommendations or decisions?
No. AI Notes Assistant does not provide medical advice, diagnoses, or treatment decisions.
AI Notes Assistant is a documentation aid only, it transcribes what was said during a conversation. The clinician remains responsible for clinical recommendations or decisions and for review and approval of AI-generated content and the final record.

Can I copy an AI-generated note directly into the patient record without reading it?
No. You must read and verify the content first.
Copying without review increases the risk of introducing incorrect information into the clinical record.

What is the recommended workflow to avoid over-reliance on AI-generated content?
A safe workflow is:
  1. Use AI Notes Assistant to generate a draft note
  2. Review the draft note against your recollection and relevant patient record context
  3. Correct any inaccuracies or missing information
  4. Approve only when you would be comfortable signing the note as your own
How do I prevent biased wording from entering the patient record?
Like any other AI system, AI Notes Assistant can sometimes reflect patterns that lead to biased or discriminatory phrasing, for instance is summarizing subjective statements or sensitive topics. 

The key safeguard is human review of the draft note:
  1. read the draft note for stigmatizing, subjective, or judgmental language,
  2. replace with objective, clinically appropriate wording,
  3. ensure statements are supported by what was said/observed and documented.
If the draft note includes anything that could be interpreted as discriminatory or unfair, correct it before approval.
How should our clinic train staff to use AI Notes Assistant safely?
We recommend training that emphasizes:
  1. AI-generated journal note or document is a draft note, not a record
  2. clinicians are always responsible for verification and sign-off
  3. “high-risk content” review habits (for medication, allergies, numbers)
  4. how to report recurring issues
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Transcription Quality & Performance
Voice recognition
How well does AI Notes Assistant handle of accents like Indian English, Welish, Scottish or others?
AI Notes Assistant is built on best-of-breed speech-to-text services trained to handle a wide variety of English accents with high accuracy. Auditdata will continuously adopt the latest and most mature technology components for optimal performance.
Is AI Notes Assistant able to distinguish between multiple actors in the room?
Yes, AI Notes Assistant can identify and separate different speakers for clearer documentation in multi-person consultations. For best results it is recommended to use an omnidirectional microphone, and place it in proximity of the actors in the room.
Are there any proof points that AI Notes Assistant transcribes with greater accuracy than free tools like Microsoft Teams?

Yes. By leveraging the latest, most mature transcription engines, AI Notes Assistant consistently outperforms generic tools in medical and hearing-care-specific contexts


What type of microphone should I use for best voice recognition?

For best voice recognition it is recommended to use an omnidirectional microphone, such as JABRA Speak2 55 MS or similar


Performance
How soon after the appointment ends are AI-generated notes or documents ready for review and editing?
Documents are typically available shortly after the appointment ends - typically within 60 seconds. Delivery time may vary based on your internet connection, the length of the recording, and the size of the document. You will get a notification when the journal note or document is ready for review.
Info IT Set up Check List: How to Avoid Inactivity Time Out
What is this checklist for?
To make sure AI Notes Assistant can record and transcribe consultations reliably in Manage and to avoid issues with inactivity time-out in browser, on laptop or in Manage.
Which browsers are supported?
Google Chrome and Microsoft Edge are supported.
What’s the best browser setup?
  1. Use the latest version of Chrome or Edge
  2. Keep automatic updates turned ON

Why it matters: Older browser versions can cause microphone issues, pop-up issues, or unstable recording.


Which permissions on the Auditdata Domain (your Manage URL) must be allowed?
On your Manage/Auditdata URL, allow:

Microphone: Allow

  1. Needed so AI Notes Assistant can record the conversation.

Notifications: Allow

  1. Needed for timeouts, recording alerts, and important warnings.

Pop-ups & redirects: Allow

  1. Needed so AI Notes Assistant windows and steps open correctly.

Cookies & local storage: Allow

  1. Do not auto-clear cookies/local storage when the browser closes.





How do I know I’m on the right site (right URL)?
Use the exact Manage URL your clinic uses (your Auditdata domain). Permissions must be set for that specific site.
Don't: Can I refresh the page if something looks stuck?
No. Do not refresh during recording/transcription.

Why? Refreshing can interrupt browser audio capture and stop transcription.


Don't: Can I close the browser and reopen it?
No. Do not close the browser during recording/transcription.

Why? Closing can interrupt browser audio capture and stop transcription.
What is the recommended IT approach for blockers/extension that accidentally block AI Notes Assistant?
These commonly interfere with recording/transcription:
  1. Ad blockers
  2. Script blockers
  3. Tab suspender / sleeping tab extensions
We recommend the following IT approach?
  1. Add the Auditdata domain to the organization’s trusted / allowed sites list (browser policies, proxy, firewall, endpoint security tools—wherever applicable)
  2. Make sure the above mentioned blockers and extensions do not apply to the Auditdata domain
Tip for users: If AI Notes isn’t behaving normally, try in a clean browser profile with extensions disabled (or use an approved clinic profile).

Does PC power settings like sleep mode matter?

Yes. Sleep mode on clinic workstations/laptops can stop the recording


What should the PC power settings be?
On clinic workstations used for AI Notes, while plugged in during working hours:
  1. Disable automatic sleep
Why? If the PC sleeps, browser audio capture may stop and the recording can end unexpectedly, and you risk loosing the transcription.
Quick “IT Check” (to Copy/Paste)
Browser
  1. Chrome or Edge installed and up to date
  2. Auto-updates enabled
On the Auditdata domain
  1. Microphone: Allow
  2. Notifications: Allow
  3. Pop-ups & redirects: Allow
  4. Cookies & local storage: Allow (no auto-clear on close)
Security & extensions
  1. Auditdata domain added to trusted/allowed sites
  2. Ad blockers / script blockers / tab suspenders disabled for the Auditdata domain
Power settings
  1. Automatic sleep disabled on clinic workstations during working hours while plugged in
User instruction
  1. Users informed: do not refresh or close the browser during transcription
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Compliance & Data Management
Is the AI tool GDPR and HIPAA compliant?

Yes. Auditdata’s products, including Manage and AI Notes Assistant, comply with the HIPAA Security Rule requirements and adhere to the rules and regulations set forth in the E.U. Data Protection Directive.

How is AI governed at Auditdata to ensure privacy, security, and regulatory compliance?
Data privacy and regulatory compliance are essential for the responsible use of Artificial Intelligence.

The use of AI within Auditdata is governed by an AI Management System aligned with ISO/IEC 42001:2023. AI tools are used to support software development, product operations and improvement, consulting services, and internal organizational processes.

Auditdata focuses on:
  1. Responsible and transparent use of AI-generated outputs, supported by appropriate human review
  2. Protection of individuals’ privacy and safety
  3. Compliance with applicable legal and ethical requirements, including GDPR
  4. Risk management of third-party AI tools and services
  5. Human oversight of AI-assisted processes to mitigate unintended consequences
Through these measures, Auditdata ensures that AI is used responsibly, securely, and in compliance with relevant standards and regulations.

Are the documents that contains patient data/information securely stored, and where?

Yes, all patient data processed in Auditdata applications, such as Auditdata Manage, is securely stored in Azure in compliance with ISO/IEC 27001:2022 standards.
Who can access patient data and generated notes?
Access is restricted using role-based access control and the principle of least privilege:
  1. only authorized users can access notes relevant to their role,
  2. permissions can be configured by your organization,
  3. administrative access is limited and controlled.
This reduces the risk of sensitive data being viewed or used outside the intended scope
Will the AI Notes Assistant use our patient data for anything outside generating notes?
No. AI Notes Assistant is designed as documentation aid only. It transcribes and drafts notes from consultation audio to save time.

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Pricing

Is there a free evaluation period?

Yes. We offer a free evaluation period of 30 days. The free evaluation period gives up to 5 users free access to AI Notes Assistant and the standard document templates that are included in the

What is the list price and how does the billing work?

AI Notes Assistant is billed monthly as a per user subscription. Please contact us for prices and packages.

Is custom pricing for Enterprises an option?

Yes, custom pricing and central billing is part of AI Notes Assistant for Enterprise. Terms and conditions are negotiated based on needs and commitment. 

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Services

Can the prompt configuration be customized?

Yes, while default prompts are provided, you can request customizations through our support team.

Is prompt customization a paid service?

Yes, in some cases customization is chargeable. Customizations are treated as feature requests, but can also be requested as a chargeable professional service.

Who should I contact for further assistance or custom configurations?

Please reach out to our support team for any configuration requests or questions regarding AI-generated journal notes and documents. We’re here to help you.

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Product Roadmap

Will future updates be available?

Yes, more launch phases for AI Notes Assistant are expected.

Is AI Notes Assistant available in Auditbase and Measure or only in Manage?

Currently, the feature is built into Manage.

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