If you’ve opted into AI Scribe, prepped your templates, and are ready to record, then this guide is for you! If you haven’t gotten started with AI Scribe yet, this guide can help.

Have questions? Check out our FAQ and Troubleshooting guide.

• Pre-recording tips
• Recording directly in Jane
• Uploading an existing audio file
• Accessing your recordings & transcripts
• Deleting recordings

Pre-recording tips

Let’s go over a few recording recommendations to make sure you have a smooth experience putting your template to use.

• Make sure your device and browser are updated.
• Check that all other applications or AI scribes that require a microphone are closed.
• This feature works best with Chrome or Firefox on Windows devices and Chrome, Safari, or Firefox on MacOS devices. Other devices and browsers may not work optimally.
• If you’re accessing AI Scribe on a mobile device, we recommend launching Jane directly from your web browser app rather than a homescreen shortcut.
• If you are recording audio directly in Jane (instead of uploading an audio file), check that another app isn’t already using your microphone, like Zoom for example.
• Make sure your microphone has a clear line of sight to each person being recorded (we don’t recommend headsets to record multiple people since they are designed only to record the wearer’s voice)
• We recommend going through the steps below with your Test Patient profile to try it out before recording a real session.
• Additionally, it doesn’t hurt to take backup notes just in case something goes wrong.

💡 Jane tip: Whether you’re recording a session or dictating post-session, the workflow is the same.

Recording directly in Jane

Once you’ve created a new chart entry with your template, click the microphone icon, confirm all parties have consented to be recorded, and then click Record audio.

💡 Jane tip: You can record for 90 minutes at a time. At the 80-minute mark, you’ll get a warning that the time limit is almost up, and at 90 minutes, the recording will finish.

You’ll likely need to allow access to your microphone:

Next, you can change what microphone you’re using if needed, and you can see whether it’s picking up audio with the Mic check bars. When you’re all set, click the Start Record button.

Now you should see a banner letting you know that the recording is in progress. The banner will stay up no matter which page in Jane you move to. You can pause or finish the recording from the banner or the patient’s charting area.

Once the audio recording has finished uploading, you’ll see the note fields have been populated according to the prompts you added to your template. You can edit this text as much as you like.

Uploading an existing audio file

💡 Jane tip: We strongly recommend recording your session directly in Jane instead of uploading an existing file so that you don’t have to record in a separate program and then and then find and transfer the file to Jane.

Once you’ve created a new chart entry with your template, you’ll click the microphone icon at the top of the chart entry. confirm that all parties in the recording have consented, and then click Upload audio file.

You can upload any of the following file types: mp3, mp4, m4a, wav, or webm.

Next, select the file from your device and let AI Scribe work its magic. ✨

📣 Jane tip: We recommend storing your audio files in a secure program, or deleting them from your device once you’re finished with them, since they contain PHI.

You’ll see a message letting you know your file is processing. You can navigate to a different area of Jane and it won’t interrupt the audio file being processed.

Once the audio file is processed, you’ll see the note fields have been populated according to the prompts you added to your template. You can edit this text as much as you like.

Accessing your recordings & transcripts

To access the recording or transcript from your session, click on the microphone icon at the top of the chart entry, followed by Manage recordings.

This will open a panel to the right, where you will be able to listen to any recordings from this session, or review your transcripts.

This panel will only show recordings and transcripts from this session. Recordings and transcripts for other appointments, practitioners, or patients won’t be shown here.

Deleting recordings

To manually delete a recording, head to the Manage Recording panel using the steps in the section above. ⤴️

Next, click the three dots to the right of the date and select Delete.

NOTE: When a recording is deleted, it’s immediately removed from the clinic account and no longer accessible. A copy remains in Jane’s secure backup servers for a short time, but these recordings are permanently deleted after one week.

Alternatively, a user with Full Access to set up a Recording deletion policy for the whole clinic.

To set this up, head to Settings > AI Scribe and scroll down to the Recording deletion policy area.

You can choose between keeping files indefinitely, deleting files immediately after successfully generating a chart entry, or deleting the files after a set number of days.

Make sure to save your changes when you’re finished. The policy will apply to all recordings by all practitioners at the clinic.