Public Release Notes - Manage 11.4.0
About this release
July 31st, 2025 Manage 11.4.0
Manage 11.4.0 enhances clinical efficiency with real-time AI transcription and documentation tools, plus faster appointment scheduling directly from patient records — all designed to streamline workflows and reduce administrative overhead.
Key features and improvements introduced in this release:
- AI-Powered Transcription & Documentation: Record and transcribe patient conversations in real time, then generate AI-assisted documents or journal notes — all within the patient record.
- One-Click Appointment Booking: Schedule appointments directly from any patient tab, speeding up workflows and reducing clicks.
- Smarter Financial Documents (US & Global): Customize invoices, quotes, and credit notes with detailed payment info, payer totals, and outstanding balances. Generate formal credit note printouts for returns with clear itemization and tax-inclusive totals.
- Automated Financial & Claim Workflows (US & AU): Convert deposits into payments during invoicing (US) and seamlessly apply authorized signatures to HSP claims (AU) — reducing manual steps and ensuring compliance.
1. WHAT'S NEW
PATIENTS
[ALL] AI Transcription and Document Generation
Patients > [all tabs]
AI Transcription and Document Generation empowers audiologists to seamlessly record patient conversations, transcribe them in real time, and generate AI-assisted documentation. Whether working directly within a session or referencing stored transcriptions, this tool enhances clinical efficiency, improves accuracy, and reduces administrative burden.
AVAILABILITY: Users located in the United Kingdom or other regions where AI features are not enabled by default should reach out to Auditdata Support to request access. The support team will assist with enabling the functionality as needed.
CORE CAPABILITIES
- Real-Time Transcription: Transcribe audio in real time.
- Audio Recording Control: Start, pause, and stop audio recording during appointments.
- Consent Management: Capture consent using privacy-compliant messaging.
- Automatic Timeout: Automatically stop recording after 60 minutes, with a prompt to save.
- AI-Generated Documentation: Generate documents and journal notes using configurable AI prompts.
PERMISSIONS OVERVIEW
Once the AI Transcription and Document Generation functionality is activated by Auditdata Support, specific user permissions must be configured to ensure secure and controlled access. These permissions govern the ability to interact with transcription tools and generate AI-assisted documentation:
- ManageAIGenerateDocFromTranscription: Grants users the ability to generate AI-assisted documents and journal notes directly from transcriptions. This includes the ability to save generated content within the patient's record.
- ManageAIStartTranscribing: Allows users to initiate real-time transcription during appointments. This permission enables the start, pause, and stop functionality for audio recording, as well as linking transcriptions to appointments or storing them independently.
NOTE: These permissions should be assigned based on user roles and responsibilities to maintain compliance and data integrity.HOW IT WORKS
1. Initiate Transcription
- Click
on any tab in the PATIENTS card to begin.
- Accept the Consent for Transcription to proceed.
- Select the appropriate audio device for recording.
2. Control the Transcription
Once transcription begins, you can manage it using the following options:
- PAUSE / RESUME – Temporarily stop or continue the transcription.
- STOP AND SAVE – End the transcription session and save the recording.
NOTE: Navigating to another tab during transcription will not pause the process, allowing you to continue working with patient records without interruption.
3. Save and Generate Output
- Click STOP AND SAVE to end or cancel the transcription.
- You can then choose to generate either a DOCUMENT or JOURNAL output. These options must be pre-configured by Auditdata Support.
- If you click SAVE without selecting an output type, only a Session Transcription document will be created. You can find it later under the DOCUMENTS tab and use it to generate outputs when needed.
4. Generate Documents from Session Transcription
- Go to the DOCUMENTS tab and locate the Session Transcription record.
- Hover over the record to reveal the OPTIONS (three-dot) menu.
- Click Generate documents.
- Select the type of documents you want to generate.
- Once generated:
- Document outputs will appear on the DOCUMENTS tab, where you can download them for viewing via OPTIONS (three-dot) menu.
You can optionally select Edit Details to change the document status, adjust the sensitivity level, add relevant tags or description.- Journal outputs will appear on the JOURNAL tab, where you can view, manage, and edit your AI-generated journal notes for up to 24 hours.
[ALL] Creating Appointments Directly from Patient Records
Patients > [all tabs]
Scheduling appointments just got faster and more intuitive. With the new Create Appointment from Patient Record feature, you can now initiate appointment bookings directly from any tab within a patient's record — eliminating unnecessary steps and streamlining the workflow.
HOW IT WORKS
- Users with the appropriate permissions (ViewScheduler, EditScheduler) will see the Create Appointment button in the top right toolbar on every tab of the patient record.
- Clicking the button redirects the user to the Scheduler’s Create Appointment dialog. The dialog is automatically prefilled with the selected patient’s information, including the current date and time – and, if specified in the patient profile, the Location and Specialist – ready for final scheduling details.
2.IMPROVEMENTS
PATIENTS
[ALL] Payment Details on Financial Document Printouts
Patients > Patient sale
Printouts for invoices, quotes, and credit notes have been enhanced to support the display of payment information, including transaction history, deposits, and refunds. Users can now configure custom financial templates to include key payment details such as payer name, date/time, payment method, payment type, and amount.
By default, payment information is hidden, but it can be enabled through template settings. This update provides greater flexibility and transparency, allowing organizations to tailor financial documents to their needs and offer a more complete financial overview to both staff and patients.
[US] Payer Totals and Outstanding Amounts on Financial Printouts
Patients > Patient sale
Invoice and quote printouts have been updated to display payment totals and outstanding amounts per payer, providing a clearer financial summary for each document. This includes deposit totals on quotes and payment totals on invoices, along with the remaining balance owed by each payer. Custom financial templates can be configured to include this information.
Note that quote deposit and outstanding amounts remain fixed and are not updated when an invoice is created from the quote.
[US] Credit Note Printouts
Patients > Patient sale
The system now supports generating and printing credit note documents to serve as formal confirmation of returned products for the customer. These printouts use a predefined template and reflect the original invoice totals, including tax, while clearly listing credited items.
Credit note printouts are available for both common and fast-track sales. They are generated for the patient (payer), and if no payments exist for the sale, the payments section is omitted. Subtotals are shown without tax or payer breakdown, ensuring clarity and consistency in the return documentation.
[US] Automated Conversion of Deposits to Payments
Patients > Patient sale
The system now supports automatic conversion of deposits into payments during invoice generation. When an invoice is created from a quote that includes a deposit, the system automatically issues a refund equal to the deposit amount and converts it into a payment of the same value.
This logic is applied consistently across all supported regions, including Australia, New Zealand, the United Kingdom, and the United States.
[AU] Automatic Signature on HSP Tax and Invoice Claims
Patients > Patient sale
Building on the Specialist Signature feature introduced in 11.3.0, Manage now automatically adds the authorized person’s signature to HSP tax and invoice claims. When the authorized person is selected and marked as “Signed,” their saved signature is automatically applied to the generated documents. These signed claims are then stored under the patient's Documents tab, and the signing action is also recorded in the History tab for full traceability.
To prevent saving incomplete files, if the selected authorized person does not have a signature configured, the system will not automatically save the claim documents.
Once the signature is later uploaded for that specialist, the HSP Tax Invoice and Claim will display the signature when the document is opened in preview. The document can then be manually downloaded with the attached signature.
3. TECHNICAL REQUIREMENTS UPDATE
3.1 Current System Requirements
| Operating systems | Windows 10, Windows 11, macOS |
| Supported browsers | Chrome (latest version), Edge (latest version) |
| Language preferences | English |
| Country layers | UK, AU, US, NZ |
| Bridge version | Bridge BE - 2.4.0 + Client 2.4.0 |
| Listo version | 1.3.3, 2.0.0 |
| Zapier version | AuditData (4.2.4) |
| Screen resolution | 1920x1200 |
| Internet connection speed | 10Mb/s |
3.2 DWH Schema Changes
4.2.1 Added Tables
The Data Warehouse (DWH) structure is uniform across all country layers. However, for operational convenience, each country layer can only access data relevant to them, with data access being managed at the customer level.
| COUNTRY LAYER | TABLE | COLUMN NAME |
| US | Fact_UsInvoices | UsInvoiceId (key) EnvironmentID CreationDate ChangeDate CreatedBy ChangedBy IsDeleted Number SaleId Info LoadTime DataLoadTimestamp |
4.2.2 Updated Tables
NOTE:
Starting from version 11.4.0, the CorrelationId and CurrentState columns in the Dim_UsPayer table will be removed from Manage. These columns will remain available in the DWH schema for backward compatibility but will be populated with NULL values.
Starting from version 11.4.0, the CorrelationId and CurrentState columns in the Dim_UsPayer table will be removed from Manage. These columns will remain available in the DWH schema for backward compatibility but will be populated with NULL values.
| COUNTRY LAYER | TABLE | CHANGE | COLUMN NAME |
US | Dim_UsPayer | Kept for compatibility; values are NULL | CorrelationId |
US | Dim_UsPayer | Kept for compatibility; values are NULL | CurrentState |
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