Purpose
TranscribeAI helps veterinary teams complete patient records faster and more accurately by capturing spoken observations and client conversations, then automatically placing them into the correct SOAP fields. It listens to the full two-way conversation, filters out unrelated details, and parses the medical information into suggested SOAP entries. This saves you time, reduces typing, and lets you focus on your patient.
How It Works
No need to navigate to a specific field - TranscribeAI identifies the right SOAP section based on context.
AI ensures accurate punctuation, formatting, and placement.
Captures complete medical details while skipping unrelated conversation.
Works across presenting complaints, history, vitals, exam findings, treatment plans, discharge instructions, and more.
Take a Look
Data Protection & Privacy
Encryption: Audio and transcripts are encrypted during capture, processing, and storage.
Transcript storage: Text transcripts are saved in Shepherd and linked to the user who recorded.
Audio retention: Audio may be temporarily stored for troubleshooting, but is never part of the patient record.
Permissions: Only authorized users can view transcripts; audio is accessible only for support when necessary.
Device & Hardware Support
Works on desktops, laptops, tablets, phones, or earbuds.
Sensitive devices may pick up background noise; quieter spaces or clip-on mics improve accuracy.
Chrome is the recommended browser for best performance.
Enabling TranscribeAI
Go to Admin → Clinic Settings → Practice Management → AI Settings.
Toggle Enable TranscribeAI on.
Adjust the Default to normal Physical Exam Template values setting:
On (default): All systems marked normal unless you note an abnormality.
Off: Each system must be filled manually.
Microphone Setup and Recording with TranscribeAI
Depending on your device and browser’s microphone settings, you may need to grant permission to use your microphone before using TranscribeAI within Shepherd.
Recording with Transcribe AI
Open any Comprehensive SOAP.
Click the microphone icon in the lower right corner to start recording.
Grant browser microphone permissions if prompted.
Transcribe AI will begin listening automatically and the recording button will turn red as an indictor.
To end the recording session, click the Red button.
You will receive a prompt confirming you wish to end the session
Once confirmed, the Review Window opens automatically (transcription may take up to a minute).
Managing Recording Sessions
Multiple Sessions: You can complete multiple recording sessions within a single SOAP. Each session is user-specific and must be initiated by the recording user. At the end of each session, you’ll be prompted to confirm which SOAP fields should be updated with the captured text.
Navigation Warnings: If you navigate away from the SOAP or session without verifying changes, you risk losing transcription suggestions. Shepherd will prompt you to confirm if you try to leave mid-session.
Logout Protection: Shepherd prevents automatic logout during active sessions, but it’s best to finalize recordings as soon as possible to avoid data loss.
Reviewing & Syncing Content
Review transcribed suggestions in the verification window.
TranscribeAI separates entries with dividing lines if multiple sessions are used.
Use the yellow circular arrow to toggle between suggested and manual entries.
Add clinic shortcuts or manual notes before saving.
Sync selected content into SOAP fields, then save.
AI Insights
AI Insights lets you refine transcriptions with built-in or custom prompts. Options include:
Summarize
Translate to Spanish
Summarize for Client
You can also ask custom prompts like:
“Format this in bullet points.”
“Expand the assessment into full sentences.”
“Write go-home wound care instructions in numbered steps.”
AI Insights changes are not applied automatically. You must click Sync to Fields to save them into the SOAP.
Transcription History
In the SOAP: Review transcript text or SOAP field summaries during verification.
In your User Profile: Go to My Profile → Transcripts to view all transcripts linked to your user.
Workflow Tips
Before the Exam: Check mic permissions; confirm audio wave animation.
During the Exam: Speak naturally; use cues like “On exam…” or “Plan is…” to help structure notes.
After the Exam: Stop and review transcription; apply AI Insights before syncing.
FAQs
Can multiple users record at once?
Yes. Each session is user-specific, and multiple users can record simultaneously in different SOAPs.
Does TranscribeAI store audio?
No. Only the text transcript is saved in Shepherd.
Can I use it for multi-pet visits?
Not yet. Each SOAP requires its own session.
What if I navigate away before syncing?
You risk losing work. Always stop, review, sync, and save before leaving.
Does it assign diagnoses or create invoices automatically?
No. It may capture spoken treatments or assessments, but you must manually assign codes and invoice items.
Can I edit content later?
Yes, once synced it becomes part of the SOAP like any other entry. However, AI Insights is only available during the active session.
Best Practices Summary
Reduce background noise for clearer transcription.
Use natural speech with cues for SOAP structure.
Stop and start sessions every 20–25 minutes.
Always stop and sync before leaving the SOAP.
Use AI Insights to refine notes and add client-friendly instructions.