To enable TranscribeAI features for your account, you'll need assistance from a member of the Shepherd team. Please complete this form to request access.

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 and begin capturing audio automatically.

Recordings can be paused at any point during a conversation or stopped entirely to end the recording and review the transcription summaries. Transcriptions may take 30 seconds to a minute to fully generate.

If you need to temporarily pause the recording session, click the pause icon (two parallel lines) located on the left side of the recording window. To resume the recording, select the same button, which will now appear as a play icon.

To end the recording session, click the stop icon (a square) located on the right side of the window. You’ll be prompted to confirm that you’re ready to conclude the recording, and the recording duration will be displayed for your reference.

While the pause button is available, we’ve observed better performance and reliability when users stop and start a new recording instead of using pause. Paused sessions retain the full audio in memory, which can lead to syncing issues or lost transcripts, especially during longer exams.
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To avoid losing your work, always stop the recording before navigating away from the SOAP or browser tab. While Shepherd may occasionally recover an interrupted session, this isn't guaranteed—especially if memory limits are exceeded or the session times out.

If you need to take a break or look up information, we recommend stopping the session and starting a new one when you’re ready to continue. This ensures cleaner session management and more reliable transcript syncing.

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.

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. A red notification badge will indicate the number of new fields for which text has been captured for you to review.

Once the recording session has ended, 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.

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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