How to use AI Notes

Who this article is for

• Providers who want to reduce time spent on clinical note documentation.
• Administrators who manage subscriptions and review AI Notes for billing purposes.
• Providers or administrators seeking clarity about patient consent and privacy when AI features are used. 

Before you start, you need

• An active MediSprout account.
• An active AI Notes subscription (enabled per provider — see below).
• The MyPractice Assistant app installed on the device you'll be using during visits.
• A recorded in-person visit. AI Notes are generated from recordings made with the MyPractice Assistant app during in-person visits.
• Patient consent for the use of AI. AI Notes will not be available for patient visits in which the patient has not provided consent for use.

Here's what AI Notes can do

• Record visit audio during an in-person session.
• Automatically transcribe audio into clinical notes.
• Generate notes using preferred templates such as SOAP or DAP.
• Generate a preview for editing and saving as final.

Subscription usage is metered based on the total length of audio processed during the period.

How to enable the AI Notes subscription

Step 1 — Access AI Notes

1. From the MediSprout main menu, select Subscription.
2. Select the AI Notes section.

The first time you open this section you will see the introductory screen “Using MyPractice Assistant’s AI Notes,” which explains the feature and shows a usage card where future audio usage will be tracked.

Step 2 — Enable the subscription

1. Click Enable.
2. If there is no payment method on file, the Add Payment Method modal will appear. Enter credit card details and select Save and Continue.
3. If a payment method has been saved, the subscription will be enabled immediately.

Note: AI Notes billing is processed securely through Stripe. Charges appear in Subscription → Transactions alongside MediSprout and AMA CPT charges, where applicable.

Step 3 — After activation

• The active subscription screen will replace the introductory screen.
• The usage card will display the amount of audio processed during the current period.
• You can disable the subscription at any time and re-enable it later if needed. Disabling will not delete past notes.

Recording, generating, and reviewing notes

AI Notes runs through the MyPractice Assistant app for in-person visits. Once your AI Notes subscription is active and your patient has granted consent, a Start Recording option will appear in the patient record, under the notes section.

• When you select Start Recording, a confirmation message will be displayed as follows: “Start recording: The recording will be available for playback when you stop recording. To generate a note from the visit transcript, you must have the AI Notes Premium feature enabled.” You can select Record anyway or Not now.
• To stop recording, select the red recording button. A confirmation message will appear as follows: “Once stopped, you cannot resume recording the visit. Are you sure you want to stop?” Respond by selecting Yes, stop or Cancel.
• If you select Yes, stop, a second confirmation message will appear: “Visit recording stopped. The visit recording is ready to generate a transcript to the notes section of the visit. You have up to one year after the scheduled visit date and time to change the visit status, unless the visit is already included in a superbill. Would you like to mark this visit as complete?” Respond by selecting Yes or Not now.

After audio is recorded

1. AI Notes will automatically transcribe the audio to text.
2. AI Notes will generate a structured clinical note using a template — either SOAP (Subjective, Objective, Assessment, Plan) or DAP (Data, Assessment, Plan).
3. The generated note will then be presented to you for review.
4. You can edit the note as needed, then finalize and save it. The finalized note will be attached to the visit record.

Note: AI Notes is a support tool. Clinical decisions and the final content of every note remain the responsibility of the licensed provider.

How to find a recording and transcript

Once the recording has stopped and the audio has been processed, you can access the audio file in one of two locations: under Visit details → Message from provider in a Supporting documents section (look for a file name similar to Medisprout_recording_<date/time>.flac), or in the same patient's Documents section. 

Monitoring your AI Notes usage

Here's how to monitor your AI Notes usage:

1. Open a visit in which an audio recording or audio-based note has been created.
2. Access the AI Notes Usage Card.
3. Select View details.

From there you can see:

• Usage associated with the provider.
• The total amount processed for the current month.

For administrators, how to view payments 

As an organization's administrator, you can review AI Notes billing

1. From the MediSprout main menu, select Subscription.
2. Then select Transactions.

In Transactions, you can review:

• Payments made for AI Notes usage.
• MediSprout subscription charges.
• AMA CPT subscription charges (if applicable).

Your data and AI consent

When you use AI Notes, MediSprout collects patient consent before AI features are activated. This consent is opt-out by default, meaning AI features are enabled only after the patient explicitly agrees.

What MediSprout does with your data

• Data we collect is for clinical use only. Recordings and notes are used solely to generate clinical documentation for the visit.
• No AI training. MediSprout does not use this data to train AI models. Clinical content from a recorded visit will be owned by the practice and patient.
• You stay in control. Consent may be withdrawn at any time from account settings.
• Data is not sold. MediSprout does not sell data or share it with third parties for commercial use.

This approach is designed to give clinicians and patients full transparency and control, consistent with MediSprout's commitment to HIPAA compliance and clinical data integrity.

Patient consent for AI use

AI Notes is a provider tool, but patients have full visibility and control over whether AI is used in their care. AI features only run on a patient's visit after that patient has granted consent.

What the patient sees

On the patient side, under My Information → Privacy, patients see a notice titled “Notice to Patients: Use of Artificial Intelligence (AI) in MediSprout.” The notice explains that

• AI may be used to support providers by recording visits and generating notes.
• AI is a support tool. Clinical decisions are made by licensed professionals.
• AI may help create notes from visits and identify patterns.
• All data is handled under strict privacy and security standards.

The notice also informs the patient whether they have granted consent (and lets them update that decision at any time).

For patients, how to grant consent to use AI Notes

1. From My Information → Privacy, select View consent form.
2. Read and acknowledge the information. The form, titled “Patient Consent for Use of Artificial Intelligence (AI) to Assist in Clinical Documentation,” covers the purpose of AI use, what it means for the patient, privacy & security management, and the patient's rights (including that care is not affected by declining the use of AI Notes), and how to withdraw consent.
3. Check the confirmation box.
4. Select Grant consent.

Privacy: AI functionality is only used during a visit after you have provided consent. You can withdraw consent at any time from the same screen via the self-service Withdraw consent button on the Privacy screen.

As a provider, what to do if transcription fails

If a transcription fails, it's likely because audio quality was too low, the file was unsupported, or there was a temporary processing issue.

If the transcription fails

• Re-record the audio if quality was the issue.
• Try a shorter clip or split the recording into smaller segments.
• If the failure persists, contact MediSprout support. Administrators can also review transcription failures through the support panel.

Who can use AI Notes

• Providers with an active AI Notes subscription can record, transcribe, and finalize notes.
• Administrators can enable, monitor, and pay for the subscription for their organization, and review transcription failures via support.
• Patients control whether AI runs on their own visits, via expressed consent.

Want more information about AI Notes?

Contact MediSprout support using the chat function in the same window you are using or call +1 866-896-1431.