Frequently Asked Questions

Open Help in the workspace navigation or use the help link beside Patient, recording, Draft note, tools, video, resources or Settings. Help opens in a new tab so your consultation stays open. Search for the action or error, such as microphone, save failed, template, clinic membership or secure page.

A failed save leaves your edits in the editor. Keep the tab open and retry. Cancel in the new-consultation prompt keeps the current work. Starting another consultation is refused while recording or unresolved audio remains. Confirm a successful save before leaving.

The recording consent reminder is off by default. Enable it in Settings if you want the confirmation notice before capture. You must obtain patient consent before recording whether the reminder is on or off.

AI Notes captures in-person, phone-on-speaker and browser video consultations through the microphone and generates draft clinical notes. Clinicians review and edit each output before use. The workspace includes clinical tools, TeleCheck documentation checks, supplementary documents, letterhead PDF export and encounter history.

Record through your browser microphone, with pause and resume available. The transcript grows as processed audio segments return. Generate a structured draft from the transcript, then review, edit and finalise it. Clinical tools, intake context and secondary documents stay beside the consultation. AI Notes does not provide an audio replay archive.

AI Notes includes 10 primary note types: SOAP notes (with 14 sub-sections), brief chart/handover notes, referral letters (with toggleable header and sign-off blocks), telehealth notes with compliance documentation, specialist/initial consultation notes, GP Mental Health Treatment Plans, medical certificates, procedure notes, discharge summaries, and medication review notes (HMR format). Plus 8 secondary document types: transfer note (ISBAR), travel with medication letter, clearance certificate, progress note, patient letter, care plan, health assessment, and specialist report. All formats use Australian clinical conventions and Australian English spelling. Clinicians can also create custom note templates with their own prompt instructions.

AI Notes is purpose-built for telehealth. The telehealth note type includes an MBS compliance block covering consultation modality, patient identity verification, informed consent, and clinical necessity. TeleCheck provides postcode-based disaster eligibility checking and 9 Medicare exemption pathways with timestamped proforma generation — all built directly into the scribe workflow.

No. AI Notes is built for every health professional in Australia — not just GPs. It supports 35+ clinician roles across nursing (registered nurse, midwife, mental health nurse, practice nurse, counsellor), medical (GP, specialist, surgeon, psychiatrist, emergency physician), allied health (psychologist, dietitian, physiotherapist, occupational therapist, speech pathologist, podiatrist, social worker, chiropractor, pharmacist, and more), and dental and complementary medicine (dentist, orthodontist, naturopath, TCM practitioner). Each role has its own knowledge pack that tailors note structure and terminology. Students and registrars can also use AI Notes at a 40% discount.

Specialty Knowledge Packs are a two-axis system that tailors every note to your practice. Axis 1 is your clinician role — it sets the note structure, clinical terminology, and how you are referenced throughout the document. Axis 2 is your specialties — they add domain-specific data fields, assessment sections, and safety-netting phrases. The two axes work simultaneously. For example, a Midwife selecting Midwifery gets antenatal notes with gestational age, parity, and EDD. A Physiotherapist selecting Musculoskeletal gets ROM measurements and strength grading. Knowledge packs are included in all plans at no extra cost.

AI Notes includes 50+ clinical specialties across all major domains: Cardiology, Endocrinology, Respiratory Medicine, Psychiatry, Psychology, Paediatrics, Orthopaedics, Oncology, Palliative Care, Geriatrics, Women's Health, Weight Management, Dermatology, Addiction Medicine, Medicinal Cannabis, ENT, Midwifery, Emergency Medicine, Sexual Health, Pain Medicine, Gastroenterology, Nephrology, Haematology, Rheumatology, Neurology, Infectious Disease, and many more. New specialties are added regularly based on clinician feedback.

No. You set your clinician role and specialties once in Settings. They are applied automatically to every session from that point forward. You can change them at any time.

Yes. You can select multiple specialties that reflect your scope of practice. All selected specialties contribute context to your notes — the system combines them into a single cohesive output. For example, a GP who also practises skin cancer medicine and weight management can select all three.

AI Notes does not use patient content to train its own models. External processing depends on the configured providers, account settings and contracts. Review the privacy policy for processing and retention details; Australian storage alone does not mean every processing step occurs in Australia.

Core clinical records are stored in the Sydney Supabase database. The application processes audio in memory without maintaining an audio archive. Processing locations and retention terms of other providers require separate verification.

AI Notes captures audio through the browser microphone in short segments. Segments are processed in memory and sent for transcription. The application does not create a permanent audio archive. Obtain informed consent before capture; provider processing and retention are described separately in the privacy policy.

Account, transcript and note storage uses the Sydney database. Patient audio and clinical text use Australian AI services only. If all Australian services fail, the AI request is refused with an error. There is no overseas clinical AI fallback. Email (Resend), website hosting (Vercel) and payments (Stripe) involve overseas services. See the privacy policy for the full list.

The pipeline tries fallback providers when a provider fails. Failed segments are shown for retry. Network and provider outages can interrupt transcription; review the returned transcript and resolve missing segments before relying on a draft.

The transcription code tries the configured primary provider, then configured fallback providers if a request fails. Each new request starts at the primary. Turnaround and accuracy vary with audio, provider availability and connection quality. Check the transcript and review every draft before saving.

Audio chunks that fail to send are held in a retry queue in your browser. AI Notes automatically retries failed chunks with increasing wait times between attempts (to avoid flooding a recovering connection). If your connection restores within the retry window, those chunks are transcribed and inserted into the correct position in your transcript. You'll see a brief notification if chunks are queued, and a manual retry button appears if any chunks exhaust their automatic retries.

The consultation shows pending and failed transcription segments, with retry controls. Audio waiting for transcription is held in browser memory. Closing or refreshing the page can lose that in-memory audio. Check the transcript for missing content and confirm that the note has saved before leaving the encounter.

AI Notes does not collect consultation content to train its own models. Third-party processing also requires suitable provider terms and account settings. Read the privacy policy for the provider disclosures; no-training terms are separate from retention and processing location.

AI Notes processes audio segments in memory and does not provide a permanent audio archive or replay feature. Provider retention depends on the applicable contract and account configuration. In-memory capture alone does not establish zero retention by every provider.

Transcription providers receive audio segments. The note-generation provider receives transcript text and relevant note context. Audio and transcripts can contain identifying information spoken during the consultation. They are not automatically de-identified. Review the privacy policy for the processing disclosures.

Transcription uses Deepgram (Australian region), then Microsoft Azure Speech (Australia East). Note writing uses Google Gemini on Vertex AI (Sydney), then Azure OpenAI (Australia East), then Anthropic Claude on Amazon Bedrock (Sydney). Patient audio and clinical text are not sent to overseas AI. If every Australian service fails, the request is refused with an error. We publish our providers; see the privacy policy for locations.

We do not use DeepSeek or other providers whose processing falls outside our approved list. Every provider we use is named in the privacy policy, and patient audio and clinical text use Australian AI services only. Australian note storage is separate from the processing location, so please read the privacy policy rather than assuming that a provider name or certification establishes suitability.

The admin health and model screens expose provider-health and request metrics, and transcription has fallback providers. These controls support investigation and recovery; they do not guarantee that every failure will be detected before a consultation is affected.

AI Notes is designed to assist with documentation: capture a consultation, prepare a draft and support clinician review. It must not introduce diagnoses or treatment recommendations beyond what the clinician documented. TGA classification depends on intended purpose and functionality; calling software a scribe does not establish an exemption. See the TGA digital scribes guidance.

Review every AI-generated draft for accuracy and completeness before use. Correct errors and omissions, and document the key negatives and clinical reasoning from the consultation. Obtain informed patient consent before using the scribe. Follow the documentation requirements for your profession and practice. You retain responsibility for the final clinical record.

Yes. Obtain informed patient consent before capture. Explain that the microphone captures consultation audio, AI services process it to prepare draft documentation, and a clinician reviews the notes before use. The application does not maintain an audio archive. Provider processing and retention depend on the configured account and contract; this is not a zero-retention guarantee for third parties. Use the privacy policy when explaining data handling, and offer the patient a way to decline the scribe.

Clinicians retain full professional responsibility for all clinical documentation, regardless of whether AI tools were used in its creation. We recommend reviewing your professional indemnity insurance policy regarding the use of AI-assisted documentation tools and consulting your insurer if you have questions about coverage.

The ACSQHC's AI Safety Scenario for Ambient Scribes (August 2025) recommends labelling records that involved AI in their creation, obtaining consent noting surveillance device legislation, and conducting regular performance reviews. Good Medical Practice guidelines require practitioners to disclose AI use and verify every AI-generated note. AI Notes supports these requirements by clearly marking all outputs as AI-generated drafts, providing template consent wording, and maintaining a clinician review workflow before any note is finalised.

We actively monitor and build for emerging digital health legislation and regulatory guidance. This includes the TGA's 2026–2027 Compliance Principles (SaMD priority enforcement), the ACSQHC AI Safety Scenario for Ambient Scribes (August 2025), Good Medical Practice guidelines, the Health Insurance Act 1973 telehealth provisions, and the Privacy Act automated decision-making disclosure amendments effective 10 December 2026. Our product is updated continuously as guidance evolves.

Australian digital health software and its advertising must meet the applicable regulatory requirements. Product claims should describe the documentation workflow accurately. Review the current TGA guidance and your professional obligations; no claim about regulator monitoring methods is needed to use AI Notes.

AI Notes costs A$99 a month, GST included for individual clinicians, including unlimited notes, clinical tools, TeleCheck, specialty templates, PDF export, secondary documents, the patient resource library, video consultation and the meeting workspace. A Part-time plan is A$69 a month, GST included with 25 recorded consultation hours a month. Professional updates (official updates and CPD course search, powered by Abe) are built in at no extra cost. Practices of 3 or more can request a group discount code. Students and registrars can request 40% off. Trial activation through Checkout requires a payment method.

The shelf includes PHQ-9, GAD-7, K10, DASS-21, ASRS, STOP-Bang, Epworth, the Insomnia Severity Index, Pain Assessment, Menopause Rating Scale, Greene Climacteric Scale, BMI, EDE-Q, Weight Progress and Australian CVD Risk. Add supported results to your draft and choose your favourites. The CVD tool opens the official AusCVDRisk calculator and lets you record its reviewed result. Calculator outputs require clinician interpretation; they are not diagnoses.

Yes. Browser-to-browser video consultation is included in the published subscription. Patients join through a link. The scribe uses the clinician’s browser microphone, which can capture the patient through the speakers. The transcript grows as processed audio segments return; the clinical note is generated and reviewed afterwards. Confirm consent and use a suitable speaker and microphone setup.

Meeting Minutes is an included workspace for team meetings, case conferences and clinical handovers. Confirm that participants have been informed and have consented before starting capture. Transcript segments appear as processing completes, and generated minutes, action items and summaries remain drafts for review. The meeting room blocks capture until its consent acknowledgement has been saved. Review minutes and confirm saving before sharing.

Copy and PDF export remain available. The existing practice portal connection is retained. A Halaxy adapter is implemented; activation and the required clinic and clinician authorisations are needed before record transfer. Confirm the patient match and destination record before relying on a handoff. MedicalDirector, Helix, Zedmed, Best Practice, Genie and Gentu each need their own approved connection. Use manual copy or PDF handoff when your system is not connected.

TeleCheck is an integrated telehealth eligibility checker built into AI Notes. Enter a patient's postcode to check whether their area is covered by an active disaster zone declaration, toggle any of 9 exemption pathways, and generate clinical proformas (long, brief, or custom format) ready to paste into your notes. TeleCheck outputs are advisory only and do not constitute billing advice.

You can paste text from a patient intake form, booking note, or pre-visit questionnaire directly into AI Notes before or during a session. When included, the AI uses the intake text as context when generating the clinical note — incorporating relevant patient-reported details into the appropriate sections. A clearly labelled "Reviewed & Considered" block is appended to the note as an audit trail, and can be toggled on or off at any time.

Yes. AI Notes allows you to create custom note templates with your own prompt instructions. Templates inherit from any built-in note type and add custom instructions that guide how the AI structures the note — useful for practice-specific formats, subspecialty conventions, or preferred note styles.

Yes. After generating your primary clinical note, you can generate secondary documents — referral letters, care plans, certificates, transfer notes, and more — from the same transcript. These open in a split-screen editor alongside your main note. Secondary documents are stored with the encounter and can be edited, downloaded as PDF with your letterhead, or emailed directly.

Yes. Secondary documents (referral letters, certificates, etc.) can be downloaded as professional letterhead PDFs. Set your title, qualifications, practice name, clinic address, phone, ABN, and signature once in Settings — every PDF includes your letterhead and signature automatically. PDFs are generated in-memory and include an AI documentation assistance disclaimer on every page.

Yes. Referral letters and other documents can be emailed directly from AI Notes to specialists or other recipients. Patient resources from your resource library can also be emailed to patients. All sends are logged with a full audit trail.

The existing workflow allows a finalised note to return to review within 24 hours. After that, corrections use a timestamped addendum rather than replacing the original note. Clinicians must follow the record-keeping requirements that apply to their profession and practice. This workflow is not a certification of compliance.

The BBV/SRH toggle is a dedicated exemption pathway for blood-borne virus and sexual and reproductive health consultations. When enabled, it adds documentation wording for you to review to your clinical note with the applicable MBS items. The perspective (first or third-person) is configurable.

Subjective Boost is a per-encounter toggle that adds more direct quotes and emotive detail to the Subjective section of your clinical note — the parts of the consult that often go undocumented. It captures what the patient actually said: their own words where clinically significant, their reported feelings with attribution, barriers to care, support systems, and how they understood the management plan. Nothing is made up or inferred — only what was spoken in the consultation. Available on Moderate note length (Brief is too compressed for this detail, and Expanded already includes it). You can enable it by default in Settings or toggle it per encounter.

Yes. AI Notes supports pause and resume during recording. Audio is captured in 30-second segments with echo cancellation and noise suppression. You can pause when the conversation goes off-topic or during interruptions, then resume without losing your transcript.

Yes. Change the clinical appearance in Settings → Appearance. Clinical is the initial theme and your choice is saved in this browser. Public pages use the AI Notes brand palette; patient-join screens inherit the browser theme.

TeleCheck is an integrated telehealth eligibility checker built into AI Notes. It allows clinicians to enter a patient's postcode and check whether their area is covered by an active disaster zone declaration, toggle exemption pathways, and generate a proforma ready to paste into notes. TeleCheck outputs are advisory only.

The Australian Government declares disaster zones following natural disasters (bushfires, floods, storms, etc.) under the Health Insurance Act 1973 telehealth provisions. Patients located in postcodes within these declared areas are eligible for telehealth consultations under specific MBS items. Disaster declarations have a start date and may have an end date — if the end date is null, the declaration is still active and the area remains eligible.

No. While disaster zone eligibility is one common pathway, eight other exemption pathways are available. AI Notes supports all nine as toggles you can apply directly during the consult.

TeleCheck provides advisory information only. Eligibility suggestions are based on publicly available disaster declaration data and the MBS Schedule, with a visible freshness status that you must check. They do not constitute billing advice. Clinicians are solely responsible for verifying billing eligibility and selecting the correct MBS item for each consultation.

TeleCheck provides advisory telehealth eligibility information based on the patient's location and consultation context. Each exemption pathway includes its applicable MBS items where relevant. All outputs are advisory only — clinicians must independently verify eligibility.

TeleCheck provides postcode disaster checks and selectable exemption categories. Check the current official requirements and the actual consultation before selecting a category. A timestamped proforma records your choices; it does not establish billing eligibility.

Yes. All AI Notes plans include integrated TeleCheck with postcode eligibility checking, disaster zone declarations, 9 exemption pathways, proforma generation, and MBS item suggestions. See our pricing page for full plan details.

A personal library of the links and handouts you already give patients. It is kept with your account, so it is there on any computer you sign in on. Group items you often send together into sets of up to ten, and email them to a patient during a consultation, after it, or without recording at all.

No. You choose what to send. Find by description only ranks items already in your library, based on what you type and each item’s title and topics. It never reads your transcript, note or patient record to do this, and it uses Australian AI services. If the AI is unavailable, a plain keyword search is used instead.

By email, after you confirm consent and the exact recipient. Web resources use their selected links. Uploaded documents use a private bearer link containing only the documents in that send. Anyone holding that link can open it until expiry or revocation. Check Sent before retrying an unknown send outcome. A send record is not proof of inbox delivery.

Yes. Open Send to patient from the sidebar, choose the items and confirm the email address. No recording is needed.

Professional updates is built into AI Notes. Search official updates from the TGA, PBS, MBS, AHPRA, NMBA and Health, and find CPD courses for your profession, beside your consultation. It is powered by Abe, and there is nothing to connect. Each result links to the official source, which you check before acting.

No. Professional updates and CPD course search are included with your AI Notes subscription at no extra cost. There is no separate account or subscription.

Notes, transcripts and consultation text are not used for professional search. The search words you enter are sent to Abe. Do not enter patient details. Professional updates sits outside the clinical record.

Both plans include every feature. The Clinician plan is A$99 a month, GST included with unlimited recording. The Part-time plan is A$69 a month, GST included and includes 25 recorded consultation hours each billing period, which suits clinicians who consult a few days a week.

When you reach 25 recorded hours, finish the consultation already underway and its first draft. New recordings are then blocked until you choose the full Clinician plan or the next billing period begins. A meter beside the recorder and in Settings shows usage. AI Notes never upgrades or charges you automatically. Any plan change is shown for your confirmation in Stripe.

Recorded audio accepted for transcription; retries of the same audio count once. Writing notes and letters, using clinical tools and sending resources do not use hours. You can change plans in Settings whenever you are not recording.

Yes. New clinicians get a 14-day free trial. A payment method is needed to start it, and you are not charged if you cancel before the trial ends.