How to use AI notes

Who this is for

• Providers who want to reduce time spent on clinical note documentation.
• Administrators who manage subscriptions and review AI Notes billing for the organization.
• Anyone wanting to understand how patient consent and privacy are handled when AI features are used.

Before you start

• An active MediSprout account.
• An active AI Notes subscription (enabled per provider — see below).
• The MyPractice Assistant app installed on the device used during or after the visit.
• Patient consent for AI use. Without consent on file, AI Notes will not run on that patient's visits.

What AI Notes can do

• Record visit audio during or after a session.
• Upload existing audio files at any time.
• Automatically transcribe audio into clinical notes.
• Generate notes using preferred templates such as SOAP or DAP.
• Review, edit, and finalize the generated note before saving.

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

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 My 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 no payment method is on file, the Add Payment Method modal appears — enter your credit card details and click Save and Continue.
3. If a payment method is already saved, the subscription is 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 replaces the introductory screen.
• The usage card displays 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 does not delete past notes.

Recording, generating, and reviewing notes

AI Notes runs through the MyPractice Assistant app. Once your subscription is active and the patient has granted consent, you can:

• Record audio during the visit — typically the provider's narration of findings, plan, or dictation, or the full conversation if appropriate.
• Upload an audio file after the visit if you didn't record live.

After audio is captured:

1. AI Notes transcribes the audio to text.
2. It generates a structured clinical note using a template — for example, SOAP (Subjective, Objective, Assessment, Plan) or DAP (Data, Assessment, Plan).
3. The generated note is presented to the provider for review.
4. Edit the note as needed, then finalize and save it. The finalized note attaches 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.

Monitoring your AI Notes usage

Each provider can monitor their own AI Notes usage:

1. Open a visit where an audio recording or audio-based note was 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.

Viewing payments (administrators only)

Organization administrators can review AI Notes billing:

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

In Transactions, administrators can review:

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

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:

• 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).

How a patient grants consent

1. From My Information → Privacy, the patient selects View consent form.
2. The patient reads and acknowledges the information.
3. The patient checks the confirmation box.
4. The patient selects Grant consent.

Privacy · AI functionality is only used on a patient's visit after that patient has provided consent. Patients can withdraw consent at any time from the same screen.

If transcription fails

Occasionally a transcription may fail — for example because audio quality is too low, the file is unsupported, or a temporary processing issue. When this happens:

• Re-record or re-upload 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 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.