We’ve been talking to practitioners about their documentation processes lately. Specifically, what it looked like before AI Scribe and what it looks like after. What we’ve found is when practitioners put AI Scribe to work, everyone’s use case and story of how it helps is a little different. Each one is shaped by the realities of their specific practice, specific caseload, and specific way of working.

But there’s also a common theme: Jane’s AI Scribe is helping. Here’s a few examples of how practitioners across many disciplines are putting it to use.

Speech-language pathology: making Jane’s AI clinical notes tool work for complex sessions

Caitlin Cormier is a speech-language pathologist who works with clients of all ages, supporting communication needs across autism, articulation, language delays, stuttering, and literacy challenges. Every session is different. So is every chart.

Before AI Scribe, Caitlin was spending around 45 minutes on documentation for new assessments and 15 minutes for subsequent visits. Those minutes mostly happened at the end of the day, which meant trying to reconstruct what her first client said hours later. “It’s really hard to remember what my client at 8:00am did, when it’s 6:00pm,” she says. “I spent most of my time thinking about ‘what game did we play’, ‘what goals were we working on’.”

Caitlin didn’t jump straight in when AI Scribe launched. First, she contacted her governing body, CASLPO (which regulates SLPs in Ontario), to confirm that using an AI charting tool aligned with their practices.

She wanted to understand:

• What did informed consent look like when using AI Scribe?

• Did the feature comply with PHIPA?

• And would the recordings be stored in a secure way?

Tip: since then, CASLPO has released formal guidance on the ethical use of AI, so that information is now much easier to find for SLPs in Ontario.

Once she had her answers, she got started. And within the first two notes, she was in. It wasn’t perfect, but she could see what a help it could become with the right prompts.

Her workflow now

Caitlin dictates after every session, not during. For her, this sidesteps one of the trickier realities of SLP work: sessions often involve a voice alongside hers, and live recording can struggle to distinguish between them. By stepping away and doing a quick debrief at the end of the session, she has full control over what goes into the note.

That dictation takes about two to three minutes. While AI Scribe processes it, she charges the credit card on file, tidies up from the previous client, and resets for the next one. Then she reviews and signs the note. The whole thing fits comfortably within a 15-minute gap between sessions and her end-of-day catch-up is mostly gone.

For new assessments, she’s cut her documentation time from 30 to 45 minutes down to about 20 minutes.

▶️ Want to learn more about how Caitlin uses AI Scribe? Check out her full session here.

Language samples: a specific solution to a specific problem

One of the more interesting workflows Caitlin has adopted is around language samples. This can be one of the most time-consuming note-taking tasks in SLP.

She still handwrites the language sample during the session (which is faster for her than typing), then reads it aloud during her post-session dictation. Her prompt is set up to format each utterance as its own line and flag the type of error noted: pronoun errors, verb tense difficulties, and so on. AI Scribe then generates a brief summary of the error patterns across the sample.

“It’s not replacing my clinical judgment,” she said, “but it’s organizing my thoughts.”

Prompts: the investment that pays off

Caitlin spent about two weeks refining her prompts before they were working the way she wanted. Her advice to others: think of it the way you’d debrief a student. What do you want the note to include? What format? What should it do when you haven’t given enough detail?

Her prompts will actually flag if she forgot to mention the homework she assigned, turning the prompt into a kind of checklist she finds genuinely useful.

She also uses AI Scribe’s Global Prompt for formatting rules that apply across all her templates: things like Canadian spelling and how she wants numbers displayed. Changes that used to require updating every template individually now happen in one place.

For practitioners getting started, she recommends using a practice client to experiment before going live, and starting from an existing template in Jane’s library rather than building from scratch.

AI Charting for Physical Therapists

Elaine Lu is a Physical Therapist who uses AI Scribe in her complex rehabilitation and assistive technology practice. A big part of Elaine’s job is managing insurance rejections and justifying the clinical decisions behind them. She works with patients who need assistive equipment like wheelchairs, and insurers require her to account for every component before they’ll reimburse. Each part needs its own justification.

That’s where AI Scribe comes in. Elaine uses it to make sure her documentation speaks the insurer’s language and to catch the kinds of phrasing that could trigger a rejection before it ever gets that far.

Elaine’s working on perfecting a template in Jane’s template library, and hoping it will help practitioners who treat in her niche. “I’m hoping that it’s gonna help other therapists as a template and a way to work.”

Tip: For physical therapists who work in a busier environment, check out these tips for getting a clear recording.

Emma Jack is also a physical therapist but her patients and practice are quite different from Elaine’s. As a sport and orthopedic physical therapist she’s enjoyed using AI Scribe in her practice and found it incredibly helpful: both its output and its ability to take her prompts and discern what doesn’t need to be included.

“The first time I ever used it, my patient and I talked about Hallmark Christmas movies for about seven to 10 minutes,” says Emma. “And the whole time, the running thing in the back of my mind was like, oh my gosh, what is this AI Scribe gonna do about this conversation?” In the end, Emma was impressed with AI Scribe’s ability to filter irrelevant information.

Not only has Emma been impressed with the quality of AI Scribe’s output, but her patients have been very comfortable with it, in fact, many find it cool. “I truthfully have not had a single person deny use of AI Scribe,” she says. She thinks it’s partly her own confidence in the tool. “It is kind of similar to when I first started using Jane and having people’s credit cards on file. I told myself, nobody’s gonna want their credit card on file. But then, nobody cared.”

Even within disciplines, the use cases and processes of each practitioner are very different, but Jane’s AI Scribe was designed to be customizable for this exact reason.

So, what comes up across disciplines?

Before you get started, you’ll probably have some questions about privacy. And that’s common. You might be wondering: where recordings go, who owns the data, and whether it’s used to train AI models. With Jane’s AI Scribe, if you choose to keep them on file, recordings stay in your account. Jane doesn’t own them, and they’re not used to train any AI model. You can also set a recording deletion policy to have recordings removed immediately after a note is successfully generated, if you prefer.

The first few weeks take effort. Getting prompts right isn’t instant, and that’s normal. Most practitioners describe a ramp-up period of one to two weeks before things click.

AI charting works around your workflow, not the other way around. How you record, when you record, and what format your documentation takes can all be customized. AI Scribe takes what you give it and organizes it into a draft for your review. The clinical judgment stays with you.

Try it out

Every Jane account includes five free AI Scribe notes each month. This can help you get a real feel for it and start figuring out if AI Scribe might work for your practice.

You can get started in Settings under AI Scribe, or reach out to the Jane Team if you’d like a hand getting set up.

And if you’re new to Jane, we’d love to show you AI Scribe, but also Jane in its entirety. You can book a demo here.

FAQ

Q: How do I build prompts that match how my discipline documents?

Global Prompt is a great place to start. This is where you can store instructions that apply to all of your charts like your discipline and any consistent standards or requirements to follow. Then you can use an existing template from Jane’s library rather than building from scratch to get more specific about things like treatment types.

Q: Can I use AI charting for hands-on or non-verbal treatment sessions?

Sessions that don’t generate much speech do require some adjustment. Common workarounds include verbally narrating techniques as you perform them, recording a verbal summary after treatment wraps up, or dictating additional context at the end of the session.

Q: Where do AI Scribe recordings go? Is my data private?

Recordings stay in your Jane account and they are not used to train AI models. You can also turn on a recording deletion policy to have recordings automatically removed after a note is successfully generated.

Q: Do I need to check with my governing body before using AI Scribe?

That’s worth doing, and a number of practitioners in our community have already started that conversation with their regulatory colleges. If your governing body hasn’t published guidance yet, the questions to bring typically cover informed consent, data compliance, and where recordings are stored.

A note: AI Scribe is currently available for customers in Canada and the US.