Welcome to our beta guide for Voice to Chart. In this version of the feature, you can add Voice to Chart capability to any note in a chart template. Each Voice to Chart note will have a customizable prompt so you can tell Jane what information from the audio recording should be included.
You can use this feature for SOAP notes, but it’s up to you if you want to experiment with other use cases.
This is an experimental feature, meaning the functionality, availability, and cost could all change. We’ll be adding and making changes to this feature so we want to hear any and all feedback you have. We’d love your thoughts on anything from the accuracy of the AI-generated SOAP note summaries, to your overall experience with the feature, to what you wish the feature could do.
Let’s get started!
- Creating your Voice to Chart template
- Prompts
- Using another staff member’s template
- Pre-recording tips
- Recording directly in Jane
- Uploading an existing audio file
- FAQ & troubleshooting
Creating your Voice to Chart template
Start by heading to your staff profile and selecting Templates under your name.
Next, click the New template button to create a new one or click Edit next to an existing one.
Currently, the chart part that has Voice to Chart functionality is the Note. You can add a note to your template and then click on it to edit.
Click the Voice to Chart option.
You’ll now see a section to add a prompt. This lets Jane know what information from the audio transcript should be included in this note field. You can get creative here and try out different types of prompts, but we have some pre-made ones for you as well below.
You have a lot of flexibility here with what you’d like your prompt to say. You could ask Jane to include all the elements of the SOAP in this note field. Or you can have a separate note field for each part of the SOAP (one note for the objective section, another for the subjective…etc). You can even use the note field for something that isn’t related to a SOAP at all like a doctor’s note, for example.
Prompts
Feel free to copy and paste all of, or elements of the text below into the prompt field of your note. ⤵️
Subjective: A comprehensive subjective section captures detailed information about the patient’s symptoms, presenting problems and functional status. It should also include their pain behaviour, symptom aggravating and easing factors, feelings, concerns, beliefs, previous treatment, expectations, relevant medical history and short and long-term goals. This section reflects the patient’s perspective and narrative, providing a context for the clinician’s assessment and planning.
Objective: An exemplary objective section includes the clinician’s unbiased observations and measurable data. This encompasses findings from physical examinations, diagnostic tests, vital signs, and any treatments or interventions performed during the visit. This section should be clear and factual, focusing on tangible and observable data.
Assessment: A thorough assessment section synthesizes the subjective and objective findings to provide a diagnosis or clinical impression. This section should include the clinician’s interpretation of the data, differential diagnoses, and the rationale behind the chosen diagnosis. It serves as a bridge between the observed data and the plan of care.
Plan: A well-structured plan section outlines the proposed management and treatment strategies. This includes medication prescriptions, recommended therapies, follow-up appointments, patient education, and any additional diagnostic tests needed. The plan should be clear, actionable, and tailored to the patient’s specific needs and conditions.
💡Jane tip: You can tell Jane what format you’d like for your summary. If you want your notes in bullet point format, add “Use bullet points” to your prompt.
Once you’ve added your prompt, you can test it by clicking the Generate button. Jane will use a sample transcript so you can see how your prompt works. Right now you can choose a sample transcript for a physio or mental health appointment.
When you’re happy with your prompt, click Save and add your other Voice to Chart notes.
Once you’ve finished and saved your template, it’s ready to rock.
Using another staff member’s template
From the templates area in your staff profile, you can view templates made by other staff members at your clinic.
If you see one you like, we recommend duplicating it so you have your own copy. This way, if the author of the template edits it, their edits won’t affect your copy.
Alternatively, you can just click the toggle next to the template to add it to your list. If the author makes changes to it, this will update it for you as well.
Pre-recording tips
Now that your chart template is finished, 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 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.
- Since this is an experimental feature, 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: Based on the feedback we’ve received, we’ve removed the text transcript as an attachment to the chart entry. We are exploring a more permanent solution for managing and reviewing transcripts, but for now, they will be inaccessible. The audio file, however, will be included in the chart entry.
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.
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 end 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. The audio file will be included in the chart entry as well.
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 deal with finding and transferring 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 Voice to Chart 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. The audio file will be included in the chart entry as well.
FAQ & troubleshooting
What do I do if my file has been processing for longer than 5 minutes and seems stuck?
In this case, try reloading Jane to get things moving again.
What do I do if I see a red “Failed” banner?
This typically means that the audio recording has worked but wasn’t processed. We recommend heading to the patient’s Files area, downloading the audio file, and then trying to upload it again.
Can I upload multiple audio files at the same time?
No, you can only upload one file at a time. When a file is uploading, you’ll see the banner along the top of the page so you’ll know right away when your file is finished and you can upload another.
Can I upload multiple files to one chart?
Yes, you can record and add multiple audio files to one chart. They will need to be added one at a time, and each audio file or recording will be summarized in the note fields underneath the text that’s already been added. Nothing gets overwritten.
In the example below, you can see how the text for each recording gets added to the bottom of the chart note.
How do I edit my prompts?
You won’t be able to edit the prompts within a chart entry by editing a chart part. Instead, you’ll want to head to your staff profile, click Templates under your name, and click Edit next to your chart template. From here, you can edit your prompts by clicking on the voice to chart note.
💡 Jane tip: Heads up, when you edit the chart template, that edit will take effect for other staff who are using that shared template. Each staff member can duplicate a shared template to have their own copy.
Do I have to use the prompts provided in this guide?
No, you can add your own prompts and experiment with what works best. Some folks use prompts that aren’t even related to SOAP notes, though SOAP notes are the intended use of this feature. We encourage you to try things out and see what works for you.
Will I see the banner if another practitioner is uploading a file?
No, you’ll only see the banner when you are uploading a file.
Can I navigate away from the charting area while a file is uploading?
Yes, and you’ll still see the banner with a link to view the chart entry once it’s finished.
What file types are supported?
You can upload any of the following file types: mp3, mp4, wav, m4a, and webm.
What is the maximum file size?
The maximum file size is 200MB.
Can I upload a recording of a group appointment?
Currently, Voice to Chart isn’t as accurate with audio of multiple patients, so we recommend either sticking with dictation from the practitioner, or a conversation between one patient and their practitioner.
Does it work for online appointments?
Great question! The tricky part about online appointments is getting a recording of both the patient and practitioner, since they’re not in the same room. If you can record both the voice of the practitioner and patient in the session, then you can try uploading it to see what happens, but this is not a workflow that has been extensively tested.
Where can I learn more about Jane’s use of AI?
Our AI principles guide is a great place to start. It goes into detail about what our guiding principles are when creating AI-powered solutions for clinics. And of course, if you have any questions, you can always reach out at [email protected].