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AI Scribe: Uploading an Audio File

  1. AI Scribe
  2. AI Scribe: Uploading an Audio File

    3. 5 min read
Staff Access Level: All levels
Jane Plan: All plans
Add-on Required: Yes — AI Scribe Free (5 notes/month at no cost) or AI Scribe Unlimited (unlimited notes for $15/£15 per month per practitioner, pricing varies by region)
Geography: 🇺🇸 US, 🇨🇦 CA, 🇬🇧 UK & more. See Where is AI Scribe Available? for the full list and pricing.

If you've recorded a session outside of Jane, you can upload the audio file to generate a chart draft. You can upload right from the patient's Chart tab and decide which chart entry the note belongs in afterward, or upload directly into a chart entry you've already set up. This guide covers both.

🩵 Jane Tip: Recording directly in Jane is more secure and skips the step of transferring a file from another device. See our guide on AI Scribe: Recording a Session if you'd rather record live or dictate.

Getting Started

Before you upload, make sure you have the following:

  • A supported audio file, you can upload any of the following file types: mp3, mp4, m4a, wav, OGG, or webm. The maximum file size is 200MB.

Option 1: Upload from the Chart Tab

Use this option to upload an audio file right away, and choose which chart entry the note belongs in once it's processed.

  1. Open the patient's Chart tab.
  2. Click the arrow next to the microphone icon.
  3. Click Upload Audio File.
  4. Select the audio file from your device.

The patient's Chart tab showing the arrow next to the microphone icon with the Upload Audio File option

What to Expect

A message appears confirming that your file is processing. You can navigate to a different area of Jane, and the file will continue processing in the background.

Once processing finishes, a notice appears at the top of the charting area reading "AI Scribe transcribed a session," along with the date and time the recording was created or uploaded. From there:

  1. Click Generate Summary, or click Manage Recording to open the recordings panel. See our guide on AI Scribe: Managing Recordings for what you can do from there.
  2. Choose one of the following:
    • Create New Chart Entry, then select a template from the dropdown menu. Only templates enabled for your profile appear in this list.
    • Add to Draft Entry, then select the draft from the dropdown menu.

The chart draft fields are populated based on your prompt. You can edit the generated text as much as you like or use Highlight to Refine to edit your note.

Option 2: Upload into an Existing Chart Entry

Use this option if you've already set up a chart entry with a Smart SOAP Note or other AI Scribe template, and want to upload directly into it.

  1. Open the patient's Chart tab and open the chart entry with your Smart SOAP Note.
  2. Click the microphone icon at the top of the chart entry.
  3. Click Upload Audio File.
  4. Select the audio file from your device.

The top of a Smart SOAP Note chart entry showing the microphone icon selected with the Upload Audio File option.

What to Expect

A message appears confirming that your file is processing. You can navigate to a different area of Jane, and the file will continue processing in the background. Once complete, the note fields in your chart entry are populated based on your prompt. You can edit the generated text.

Important Notes

  • You can only upload one file at a time. Wait for the processing banner to clear before uploading another file.
  • You can upload multiple audio files to one chart entry. Each recording is summarized and added below the existing chart draft content so nothing gets overwritten.
  • Store audio files in a secure program and delete them from your device once you're finished, as they contain PHI.

📣 Heads up: Audio files recorded outside of Jane and transferred to your device are your responsibility until they are uploaded and deleted. We recommend avoiding personal devices where possible.

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