PatientNow Essentials: Configuring and Using AI Scribe for PatientNow
Summary / Quick Answer
AI Scribe is an embedded charting tool for PatientNow/RxPhoto that ambiently records patient conversations to generate editable suggestions for SOAP notes and forms. By capturing dictation seamlessly in the background, this tool allows providers to focus entirely on patient care while reducing documentation time.
Table of Contents
Finish charting before leaving the room, potentially saving one to two hours per day.
Maintain complete focus on the patient by reducing screen time during visits.
Ambiently capture conversations for simple SOAP notes and configurable RxPhoto forms.
Review, edit, and certify AI-generated suggestions before applying them, ensuring clinical accuracy and complete user control.
Navigate freely through PatientNow while Scribe runs in the background.
Providers and clinical staff responsible for documentation and patient charting.
Practice administrators managing add-on services and provider configurations.
Web (Accessed via login.patientnow.com)
PNE / RxPhoto integrated clinics
Embedded within Fill & Sign I-frames (Single Sign & Multi-Sign)
Microphone access (Browser permission must be granted as "Allow This Time" or "Allow While Visiting")
AI Scribe must be enabled as an add-on service under the manage account section
HIPAA compliant environment
AI Scribe toggles are a per-provider configuration. Ensure it is enabled for the specific user before use.
An active treatment record must be open to begin.
Providers are allotted a generous limit of 10,000 minutes per provider per calendar month.
Section 1: Using AI Scribe for Simple SOAP Notes
A. Start an AI Scribe Session
Navigate to the patient's Treatment Record.
Click New Scribe Note in the upper-right corner of the treatment record.
Select Create SOAP Note & Begin Scribe.
When prompted, allow microphone access so AI Scribe can begin listening.
B. Manage the Recording
Once recording begins, AI Scribe listens in the background while you conduct your consultation.
You can continue working throughout PatientNow while the recording remains active.
If you leave the treatment record, the AI Scribe controls remain available in a separate window. You can also access recording controls using the microphone icon in the header.
Use Pause and Resume as needed during the session.
When the consultation is complete, click Stop to end the recording and begin transcript generation.
C. Review and Import the SOAP Note
After the recording is stopped, AI Scribe generates a structured SOAP note based on the conversation.
Review the generated note and make any edits as needed. All content on this screen is fully editable.
When you are satisfied with the note, click Import to Client Record.
The SOAP note will be added directly to the patient's chart.
Section 2: Using AI Scribe for Configurable Charts
A. Start an AI Scribe Session
Navigate to the Charting tab and select Add Chart.
Choose the desired form and select Fill & Sign.
Start AI Scribe by either:
Clicking Begin Scribe in the upper-right corner of the RxPhoto form, or
Clicking New Scribe Note and selecting a configurable chart.
When prompted, allow microphone access so AI Scribe can begin listening.
B. Manage the Recording
Once recording begins, AI Scribe listens in the background while you conduct your consultation.
You can continue working throughout PatientNow while the recording remains active.
If you navigate away from the form, the AI Scribe controls remain available in a separate window. You can also access recording controls using the microphone icon in the header.
Use Pause and Resume as needed during the session.
When the consultation is complete, click Stop to end the recording and begin transcript generation.
C. Review and Apply Suggestions
After the recording is fully stopped, the Fill Using AI Scribe button becomes available.
Click Fill Using AI Scribe to review the generated suggestions.
The Review Scribe Suggestions window displays both the transcript and AI-generated field recommendations.
Review each suggested entry:
Turn suggestions On to apply the AI-generated content.
Edit any suggestion directly within the review screen.
Turn suggestions Off to leave the field blank and complete it manually later.
Select the certification checkbox to confirm the information has been reviewed and is accurate.
Click Next to populate the approved content into the chart.
A Transcription Attached button will appear at the top of the form, providing ongoing access to the transcript.
Manual form completion: Users may bypass the AI entirely and manually complete the form at any time.
Multi-note capability: Users can select multiple notes to scribe against, but the system supports only one active recording per active chart at a time. You must stop scribing for one chart before moving on to the next.
Note: The system does not currently interpret lab results automatically from PatientNow. Providers must vocally dictate lab results for the transcript to capture them.
Warning: Certain form fields are intentionally excluded from AI suggestions. Token-based fields (e.g., Patient Name, Provider Name, Date), signatures, image widgets, attachments, and formatted read-only text are skipped entirely by the AI Scribe.
Note: The AI Scribe does not replace clinical judgment. Practices must continue to follow established patient consent and privacy policies.
9. Troubleshooting
Issue
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Cause
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Fix
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Scribe unavailable
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Microphone permissions denied.
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Grant microphone access in your browser settings.
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"No Audio Found in Recording" error
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The AI Scribe could not detect any audio.
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Confirm your microphone is connected, unmuted, and recording properly, then try again.
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Missing information in specific fields
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AI Scribe skips tokenized elements, images, attachments, and signatures by design.
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Manually enter data into these specific fields.
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"Next" button disabled during review
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Certification is required.
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Check the sticky certification checkbox at the bottom of the review modal to acknowledge accuracy.
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ElevateNow Training: AI Scribe for PatientNow Essentials Precision Charting