Manage AI-powered Notes Assistant
Manage AI Notes Assistant
Auditdata’s AI Notes Assistant tool is an AI-powered feature that transcribes patient consultations in real time. It identifies relevant clinical information and automatically inserts it into journal note templates or standardized reports or letters within the Auditdata Manage platform.
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.
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.
Transcription Workflow and Permissions (Users)
Users with the “Manage AI - Start Transcribing” permission can:
See the “Start Transcribing” button across all patient tabs.
Initiate the recording and transcription process.
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 60 minutes. After that the transcription stops.
When your recording reaches the maximum duration of 60 minutes, it will stop 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 (60 min) has been reached. Please select and save the document you want to generate."
Currently, the tool does not allow recordings longer than 60 minutes. You’ll need to start a new recording if you want to continue.
Even if you select a microphone in Auditdata Manage, your Windows and browser settings can still block it. All three must be set correctly.
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.
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/microphoneMake sure Chrome has permission and the correct microphone is selected.
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.
Confirm microphone access in Windows, Chrome, and Manage.
Walk users through granting permission at each level.
Test before the session to avoid interruptions.
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
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.
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.
Yes. The browser will show a standard notification warning that changes may not be saved. You can choose to cancel or proceed.
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.
The transcription will be lost.
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.
After stopping and saving:
The tool will generate:
An 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
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.)
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.
The Save button is disabled by default. It becomes active only after you select at least one document or journal notes from the list.
AI Generated Journal Notes will be displayed under the patient’s Journal tab.
Once generated, the document appears under the Documents tab. You can, with the proper user permissions, view, download, delete or edit it if needed.
Yes. You can review and edit the notes before finalizing them under the Journal tab.
Yes. You can review and edit the AI generated documents before finalizing them under the Documents tab.
You can currently edit:
AI-generated documents
Journal notes
Other document types (e.g., encrypted original transcriptions) cannot be edited except for the name of the file.
Yes, Category and Document Type fields are disabled for AI-generated documents.
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.
No. You may generate documents from the Session Transcription, but you cannot access the content.
No. You may generate documents from the Session Transcription, but you cannot download it.
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.
To use the "Generate Document from Transcription" feature, you must have both of the following permissions:
Manage AIC Original Transcription
Manage AI Generate DOC from Transcription
Session/Original Transcription: Cannot be deleted.
AI Generated Documents: Can be deleted.
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.
Transcription Quality & Performance
Compliance & Data Management
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.
Yes. Auditdata operates under an ISO/IEC 27001:2022 certified Information Security Management System and is in the process of implementing an AI Management System aligned with ISO/IEC 42001:2023. We prioritize:
Fairness, transparency, and human oversight in AI
Bias management with testing during development, validation, and operation
Explainable AI with continuous monitoring for drift and anomalies
Third-party risk management for AI components
This ensures our current and future AI tools and services are ethical, trustworthy, and suitable for regulated clinical environments.
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.
Pricing
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
AI Notes Assistant is billed monthly as a per user subscription. Please contact us for prices and packages.
Yes, custom pricing and central billing is part of AI Notes Assistant for Enterprise. Terms and conditions are negotiated based on needs and commitment.
Services
Yes, while default prompts are provided, you can request customizations through our support team.
Yes, in some cases customization is chargeable. Customizations are treated as feature requests, but can also be requested as a chargeable professional service.
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.
Product Roadmap
Yes, more launch phases for AI Notes Assistant are expected.
Currently, the feature is built into Manage.
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