Set up your team and practice software

Choose how you want to work

Open the practice software directory and find your exact product. Check its AI Notes connection status and available actions. A listing does not mean appointment import or note return is available.

You can use AI Notes without connecting practice software. Use manual appointment preparation and check the booking in your usual diary. Manual preparations do not follow changes or cancellations in that diary automatically.

For Halaxy, follow the organisation setup guide. Other products need their own approved connection before AI Notes can read appointments or return notes. A vendor offering an API does not establish that AI Notes has access.

Create your organisation

Sign in with your own account and open Organisation. Create the organisation using your clinic name. Check that your membership shows Owner.

Invite clinicians with the email they use for AI Notes. Each clinician signs in and accepts their invitation. Each clinician keeps their own subscription. Organisation membership does not pay for colleagues or share a clinician's account.

If a clinician also manages the clinic, choose Clinician administrator when inviting them. Their clinical subscription remains separate from their administrative role.

Add a free administrator

Choose a free organisational account when inviting someone who only prepares appointments or manages the team. An owner can choose Free organisational administrator for someone who needs to administer membership.

Record the invitation and share the free admin signup link with that person. Recording an invitation does not send an email. The person confirms their email, signs in, and accepts the organisation invitation.

Check that their account shows Free organisational account. No payment card is required. This account cannot record, transcribe, generate clinical notes, or act as the clinician in a video consultation.

An existing clinician keeps their account and billing when they join. Do not share a clinician's password with an administrator.

Connect your existing Halaxy subscription

In Organisation, open Practice connections and request a clinic connection. Select your organisation and enter a recognisable connection name.

Use your existing Halaxy API subscription if it is active. Do not purchase a second subscription to connect AI Notes.

In Halaxy, open Settings → Integrations → External, then Create New Key. Give the key a recognisable name and select the resources and actions needed for the connection. Save it and securely retain the Client ID and Client Secret before closing the confirmation; Halaxy displays the secret only once. Follow Halaxy's official API guide at https://support.halaxy.com/hc/en-au/articles/13014722009487-Guide-to-Halaxy-API for the current screens and permissions. These steps were checked against that guide on 15 October 2026.

A Halaxy account owner can grant a trusted colleague API Key Manager access through Settings → Users. This is separate from an AI Notes administrator role. Restrict the key's resource access: Halaxy warns that API keys can access enabled records regardless of the holder's normal Halaxy access level.

Enter the Client ID and Client Secret in the AI Notes connection form. They are different from your Halaxy login password. Keep them out of email, chat, and clinical notes.

Halaxy's API supports more actions than the AI Notes connector. AI Notes uses its implemented appointment, contact and reviewed-note workflows; connecting does not turn on every vendor API feature or automatic webhook synchronisation. See Halaxy's developer documentation at https://developers.halaxy.com/ for the vendor contract and the practice connection guide for AI Notes' assignment controls.

Choose Save connection credentials. A pending request does not allow patient access. An organisation member can prepare this request, including a free non-clinical administrator. The active organisation owner then chooses Review and connect my clinics. Select only the clinics you authorise, set the access expiry and confirm your authority. Choose Authorise selected clinics. Existing pending requests require this explicit action too.

AI Notes checks the clinic and practitioner identifiers returned by Halaxy. Owner-authorised connection records your authority confirmation; it is not a claim that Halaxy independently proved your ownership. Unselected clinics remain excluded.

Choose Authorise clinician assignments, select the clinician account and exact Halaxy clinician and clinic, select permitted work and an expiry, then confirm and choose Authorise assignment for acceptance. Each clinician must choose Accept my assignment before using that diary. A free non-clinical owner can manage setup but cannot receive clinical access. Existing independently verified connections retain their verification process.

In Appointments, choose the assigned clinic diary, practitioner, appointment types, and clinic time zone. Check a selected day against Halaxy before importing appointments. Confirm the clinician and clinic are correct.

Give an administrator preparation access

In Organisation, request preparation access for the staff member and responsible clinician. Choose manual preparation or the specific clinic diary. Select the required actions and expiry.

The clinician reviews and approves the request. The staff member then accepts the approved access. Check that the delegation is active and names the intended clinician before opening their preparation list.

Organisation administration alone does not grant access to clinical notes or permission to finalise them. Preparation access is separate from the clinician's accepted Halaxy assignment.

Prepare a day or one appointment

Select the clinician delegation, date, and clinic time zone. Check the source diary. Select only the appointments you want to prepare.

Choose In person, Phone, or Video for those appointments. Prepare different formats separately. For one appointment, use the same controls with one row selected.

Select the video appointments that need links and prepare their links. Preparing links does not send invitations. Review each recipient and appointment before choosing Send reviewed invitation.

Read the result for each invitation. If delivery is uncertain, check before sending again. Update changed or cancelled bookings in Halaxy, refresh AI Notes, and check any prepared link before sharing it.

Reuse patient contact details

The clinician opens the prepared appointment in Appointments, or chooses Pull from diary in the Patient row. In the picker, check the date and time zone, then choose Use this appointment or Return to consultation.

The picker lists saved appointments. To refresh a connected Halaxy diary, select Connected clinic, check the date and clinic time zone, choose the consultation format and patient name preference, then choose Refresh from Halaxy. Refreshing is a separate action. It does not send invitations, prepare video links, or record consent.

If no clinic diary is available, use the setup links in the picker to configure your accepted connection and diary. Add manual bookings in Appointments. Cancelled bookings cannot be selected. If a booking has changed, check it in Appointments before continuing.

Finish any active recording and resolve pending audio before switching appointments. Read the confirmation about your current consultation. If you cancel or a required save fails, keep working in the current consultation. Selecting a booking does not record consent or send an invitation.

Enter the patient email in the Patient row. The portal and video panels reuse that email.

Choose Open portal in the Patient row to open the portal panel and focus the shared email field. This shortcut changes your workspace view but does not look up health data. Review the email, then choose Check portal inside the panel to request the lookup. Typing an email does not fetch portal records.

Portal health data is available only to permitted Downscale clinical accounts and requires the patient's sharing consent. Check the exact email address. An unavailable or ambiguous result is not confirmation that the person has no portal account. A free administrator cannot view portal health data.

For a bound Halaxy booking, choose Check Halaxy. Review the suggested email before choosing Use clinic email. This does not update Halaxy's contact record.

If you change the recipient, check and confirm the new email before sending. Keeping names out of a clinical note is separate from the contact details needed for invitations.

Return a reviewed note

The responsible clinician reviews and finalises the note in the consultation opened from the imported booking. Use the Halaxy note-send action and confirm the intended patient and clinic assignment.

Read the result, then check the note in the intended Halaxy patient record. A finalised note in AI Notes does not prove Halaxy received it. If the result is uncertain, check Halaxy before retrying.

A free administrator cannot finalise or return clinical notes on the clinician's behalf. For an unsupported system, follow your clinic's approved manual transfer process and check the destination patient record.

Continue on another device

To move a stopped recording's transcript to another device, choose Save transcript for another device. Wait for Transcript saved and verified. Sign in to the same clinician account on the other device and open that consultation from History.

Check the saved transcript and note before continuing. This save does not generate or finalise a note. If the save cannot be confirmed, keep the original consultation open and check History before retrying.

Active audio stays in the recording device's memory. Do not close or refresh that tab to transfer an active recording. Unsaved audio, transcripts, and edits do not automatically appear on another device. Avoid editing the same consultation on both devices at once.

Request another secondary document type

In Settings, find Need another document type? and choose Request a document type. This opens your email app with a request addressed to AI Notes support. Enter the document name, your profession, its purpose, and the sections you need. You can attach a blank example without patient details.

Review the email and send it yourself. Opening the link does not send the request or add a new document type. If no email app opens, write to AI Notes support with those details.

Your saved clinical note templates and available secondary document types are separate choices. Requesting a type does not automatically make a saved note template available in the secondary document builder.

Revoke access or disconnect

To stop staff preparation, revoke the delegation in Organisation. Check its new status. Expired or revoked access cannot be used for new preparation actions.

For a clinic connection, use its permitted Revoke assignment or Revoke connection control. Read the confirmation before proceeding. Revoking a connection stops access through that connection and affects work that depends on it.

Removing membership and disconnecting software are different actions. Removing a person does not cancel their independent clinical subscription. Revocation does not delete saved clinical records. Review the organisation access guide before changing shared clinic access.

Add an AI Notes link to your website

If your website editor supports links, add the Open AI Notes button from the software directory. The button opens the AI Notes workspace and asks for sign-in when needed. Staff sign in with their own accounts. Do not put patient details, API credentials, or passwords in a website link.

A website button opens AI Notes. It does not connect your practice software, import appointments, or return notes. Do not embed the whole clinical workspace or assume a vendor permits embedded tools. Check the software directory for the connection options for your product.

Resolve an unavailable step

• Awaiting your clinic authorisation: the organisation owner must review and explicitly authorise the selected clinics.
• Awaiting independent verification: an existing independently verified connection follows its separate verification process.
• Owner controls are missing: check you are the active organisation owner. If clinic setup is unavailable, the required app and database update has not been installed.
• Awaiting acceptance: the named clinician or staff member must sign in and accept the approved access.
• Expired or revoked: refresh the page and request renewed access where required. Joining the organisation again does not restore a revoked assignment.
• Empty or unavailable diary: check the date, time zone, practitioner, diary, and connection status. A failed request does not prove there are no bookings.
• Video unavailable: check the responsible clinician's access and video entitlement. A free administrator's account does not provide a clinician subscription.
• Wrong recipient: stop before sending, correct the email, and confirm it again. Check Halaxy separately if its contact record needs correction.
• Invitation or note result uncertain: check the destination before retrying. Do not assume an error means nothing was sent.
• Your software is not connected: use manual preparation. Do not enter credentials for another product into the Halaxy form.

If you still need help, contact AI Notes support. Include the action, time, and displayed error. Do not include patient details, credentials, or clinical notes.