TranscribeAI currently offers one customization setting related to the handling of Physical Exam templates. When this setting is enabled, Physical Exam templates will, by default, retain ‘normal’ examination selections—unless abnormalities are indicated through the captured conversation.
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AI customization settings can be found by:

Depending on your device and browser's microphone settings, you may need to grant permission to use your microphone before using TranscribeAI within Shepherd.

TranscribeAI includes a built-in audio device window to help test your audio prior to use. You can access this feature by clicking the Settings icon in the upper right-hand corner of the recording window.

Once your device is ready, starting a recording is simple. Just click the microphone icon located in the lower right-hand corner of any SOAP page.

You don't need to be on a specific page, TranscribeAI automatically contextualizes the captured audio and suggests summaries in the appropriate SOAP fields.

After clicking the icon, the recording prompt will open. Click the red recording button to begin capturing audio automatically. The button will remain red while actively recording your conversation.

To end the recording session, click the red recording button again. It will turn white and automatically open the transcription review window where you can review and confirm the captured content. Transcriptions may take 30 seconds to a minute to fully generate.

Starting and Stopping Recording

TranscribeAI features a streamlined single-button control for recording sessions. When you're ready to record, click the round button, it will turn red to indicate active recording. To stop the session, simply click the red button again. The button will turn white and immediately open the transcription review window for you to verify and sync your captured content.

While recording sessions can run continuously, we recommend keeping sessions around 20-25 minutes for optimal performance. For longer appointments, stop the current session and start a new one when ready to continue. This ensures cleaner session management and more reliable transcript syncing.

To avoid losing your work, always stop the recording before navigating away from the SOAP or browser tab. Once you click the recording button to stop, you'll immediately see the transcription review window where you can verify content before syncing to your SOAP fields.

Shepherd will prevent automatic logout during an active recording, but finalizing your session as soon as you're done is the best way to avoid data loss.

During the recording session

You can verify the captured transcription text at any time during the recording session by selecting the robot icon located in the lower right-hand corner of the transcription window.

At the conclusion of the recording session

Once you click the recording button to stop, the transcription review window will automatically open. You'll have the opportunity to review TranscribeAI's proposed transcription text. By default, TranscribeAI will suggest combining the new transcription text with any existing content in each SOAP field. A horizontal line will appear in between each separate text entry. If multiple TranscribeAI sessions are used within a single SOAP, each new text entry will be separated with a dividing line. Each SOAP field can be updated individually.

To switch between the transcribed proposed text and any manually entered text, select the yellow circular arrow icon. If a SOAP field does not appear in the verification modal, TranscribeAI currently does not support text or value capture for that specific field.

You can also add clinic shortcuts and manual notes in addition to the proposed TranscribeAI values allow you to complete your SOAP notes in one review.

TranscribeAI also interacts with Physical Exam Templates, allowing you to include one template per recording session.

Multiple individual recording sessions can be completed for each SOAP. Each new recording is user specific, and needs to be initiated by the new recording user. At the conclusion of each session, you will be prompted to confirm which fields of the SOAP you'd like to update with newly summarized text.

Navigating away from the SOAP and the recorded session without verifying changes could result in a loss of the transcribed text suggestions. You will be prompted to confirm if you would like to navigate away from an in progress session.

TranscribeAI also interacts with Physical Exam Templates, allowing you to include one template per recording session.

Multiple individual recording sessions can be completed for each SOAP. Each new recording is user specific, and needs to be initiated by the new recording user. At the conclusion of each session, you will be prompted to confirm which fields of the SOAP you'd like to update with newly summarized text.

AI Insights allows you to engage more deeply with your captured recordings and transcriptions by using AI as your assistant. You can enter a custom question or request, or choose from the three built-in actions:

Some example prompts you can try:

Once the AI generates new or refined content, it appears in the AI Insights panel. Please note, it will not automatically update your SOAP note. That’s where Sync to Fields comes in.

After reviewing or editing any AI-generated content, you must click Sync to Fields to insert it into the corresponding SOAP section. This button will remain inactive (muted) if there are no changes to sync.

This gives you full control and ensures only the content you approve gets added to the patient record.

TranscribeAI transcription text can be viewed from two locations in Shepherd.
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While reviewing the recorded session from within the SOAP, you can switch between the SOAP field review screen and the transcript text by selecting the appropriate option at the top of the verification window.

You can view saved transcriptions from your user profile. To access select your user name in the lower left-hand corner of any page, select My Profile and navigate to the Transcripts. From here you can find all TranscribeAI text transcripts for your user.

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