AI Scribe works quietly in the background, creating the space you need to focus on the artistry of your craft rather than the screen. This ambient charting assistant translates patient conversations into structured clinical documentation in real time, natively integrated within the RxPhoto iOS applications. By utilizing sophisticated medical speech recognition, Scribe allows you to stay present with your patients while it handles the complexities of mobile charting.
Packaging entitlements and monthly allowances
AI Scribe is included as a standard capability across all PatientNow and RxPhoto packages. Usage is tracked via practice-wide pooled minute allowances, reset on the first of every month.
Product and Package | Monthly Allowance (Practice-Wide) |
RxPhoto Standalone | 1,000 minutes |
PatientNow Pro (PNP) | 1,000 minutes |
PatientNow Essentials (PNE) Standard | 1,000 minutes |
PatientNow Essentials (PNE) Amplify | 1,000 minutes |
PatientNow Essentials (PNE) Preferred | 1,000 minutes |
PatientNow Essentials (PNE) Ultimate | 1,000 minutes |
PatientNow Essentials (PNE) Catalyst | 3,000 minutes |
Minute management
Allowances are pooled at the practice level, meaning all providers draw from a shared monthly bucket with no per-user caps. These minutes reset automatically on the first of the month and do not roll over.
Overage pricing
To ensure your clinical workflows remain uninterrupted, there are no paywalls or hard caps. Consumption beyond your monthly allowance is billed at an overage rate of $0.015 per minute (equivalent to $15 per 1,000 minutes). Overage charges are calculated and billed at month-end.
Intended users
Administrative Users: Responsible for managing the practice’s account and individual provider access. Toggles to enable or disable Scribe for specific providers are located under the Manage Account section of the administration settings within PatientNow Essentials.
Daily Functional Users: Clinical providers—including MDs, NPs, PAs, and RNs—who utilize Scribe for ambient recording and documentation during patient encounters.
Access and navigation pathways
The mobile application provides two primary pathways to initiate an AI Scribe session during a patient visit.
Primary access path
Enter the RxPhoto Client Record by selecting it from the client list or swiping left and selecting “Create”.
Select the create + symbol then select New Form.
Select the desired clinical form.
Select Fill & Sign, then select Provider
Select Begin Scribe to access the Scribe recording interface.
Prerequisites for use
Microphone Permissions: Upon the first launch, the mobile OS will request device-level microphone access. You must select "Allow" or "Allow While Using App" to enable recording.
Patient Consent: Before starting any session, providers must obtain verbal or written patient consent according to practice policy and legal requirements.
Mobile controls and background recording
The Scribe interface is designed for refined simplicity, allowing you to control the session with minimal interaction.
Core UI controls
Begin Scribe: Starts the ambient listening session.
Pause: Temporarily halts the recording if you need to step away or discuss private matters.
Resume: Continues the session from a paused state.
Stop: Ends the session and triggers the AI to generate structured suggestions.
Scribe Fill: Opens the review modal to apply AI suggestions to the form fields.
Non-blocking background workflow
Scribe is built to work around your movements, supporting a non-blocking workflow that continues even if you navigate away from the active screen.
Screen Lock: Recording continues if the device screen is locked. Active status is indicated via the Dynamic Island (on supported iOS devices) or lock screen banners.
App Navigation: You may switch between sections of the application, or navigate to other client records within RxPhoto without interrupting the recording.
Incoming Phone Calls: The recording will auto-pause if a phone call is received and will auto-resume once the call ends.
Note: Pooled minutes are only deducted from your allowance once the Stop action is selected and transcript generation is finalized and suggestions are presented and the form is finalized.
Field-level widget integration rules
Scribe intelligently processes form elements to ensure clinical accuracy. It uses the context of the form—headers, descriptions, and questions—to map the conversation to the correct fields.
Widget processing rules
Widget Type | Contextual Inputs Used for AI | Behavior |
Text Fields (Single/Multi-Line) | Header, Description, Question | AI generates text suggestions based on the conversation. |
Choice Fields (Dropdown, Radio) | Header, Description, Question, Response Options | AI selects the most relevant option(s). |
Tables | Header, Description, Question, Rows | AI populates individual cells based on clinical data. |
Image Widget | N/A | Skipped for compliance and integrity. |
Signature Widget | N/A | Skipped for compliance and integrity. |
Formatted Text | N/A | Skipped for compliance and integrity. |
Attachments | N/A | Skipped for compliance and integrity. |
Token-Based Fields | N/A | Skipped for compliance and integrity (e.g., Patient Name, Date). |
Manual typing rule
Your manual entries take precedence. Any data entered into fields during an active Scribe session is preserved and will not be overwritten by AI suggestions. Suggestions are added alongside existing data, and fields populated by AI are identified by visual suggestion icons for easy identification.
Step-by-step daily mobile workflows
Recording a session:
Open your clinical form and select Begin Scribe.
Conduct the consultation; Scribe will capture the conversation ambiently.
Once finished, tap Stop.
Wait for the processing indicator to reach 100%.
Select Scribe Fill to review the data.
Use the toggle switches to accept or reject individual field data.
Scroll to the bottom to find the mandatory certification checkbox. This is a "sticky" element that remains visible; you must acknowledge it to proceed.
If the modal is closed prematurely, select Scribe Fill on the form to re-open it.
Rule: Only one recording session is permitted per form.
Usage tracking and system capabilities
Usage dashboards
Track your practice's consumption in real time through the following pathways:
RxPhoto / PatientNow Pro: Administration > AI Usage Dashboard.
PatientNow Essentials: Insights Hub > AI Consumption Dashboard.
The dashboards display two primary KPI cards: Total Minutes Used and Minutes Remaining.
Multi-platform data flow
Charting completed on mobile remains synchronized across the platform.
PNE: Completed forms push directly to the patient's clinical chart.
PNP: Completed forms are listed under the client’s Documents tab.
Note for PNP Users: Unlike PNE, RxPhoto Pro lacks EMR-integrated fields; therefore, raw data in forms does not automatically update patient demographic records in PNP.
MVP limitations
English Only: The medical model is currently optimized for the English language only.
No Custom Prompts: The system cannot be trained on individual note formats or custom prompts at this time.
Telehealth: Telehealth sessions are not supported as the system cannot yet reliably merge computer audio with microphone feeds.
Best practices and action items
Microphone Orientation: Keep the device microphone unblocked and oriented toward the speakers for optimal audio capture.
Stay Within Range: While Scribe records in the background, ensure the device remains close enough to the conversation to maintain audio quality.
Verify Connectivity: Ensure a stable wireless or cellular connection before stopping the recording to prevent processing delays.
Consent First: Always adhere to legal and compliance standards by obtaining patient consent before initiating recording.
Mobile troubleshooting matrix
Issue | Potential Cause | Recommended Fix |
"No Audio Found in Recording" | Microphone is disconnected, muted, or hardware has failed. | Confirm your microphone is connected, unmuted, and recording properly. Restart the app and try again. |
Scribe Unavailable | Device-level microphone permissions were denied. | Navigate to your device settings (iOS/Android) and grant the RxPhoto app microphone access. |
Recording Interrupted | The OS suspended the app while in the background. | Ensure RxPhoto is excluded from aggressive battery-saving modes. |
Silent Recordings | Another app (e.g., phone call, voice memo) is using the audio hardware. | Close other apps utilizing the microphone before starting a session. |
Provider FAQ
How are transcripts stored? Transcripts are stored indefinitely in HIPAA-compliant cloud storage at no additional storage cost to the practice. They are attached to the completed form as read-only records.
Does the Scribe stop if my phone locks? No. Scribe is designed to record in the background. You will see an indicator on your lock screen or in the Dynamic Island while the session is active.
Will the AI overwrite what I type? No. Any data you manually enter into the form fields is preserved. AI suggestions are presented in a review modal, allowing you to choose which data to apply or edit.
Is patient consent required? Yes. You must obtain patient consent before utilizing the ambient transcription tool during a visit to ensure compliance with privacy regulations.
How is overage billed? Overage is billed at $0.015 per minute at the end of the month. The system is designed to avoid workflow interruptions; you will not face paywalls or pop-ups if you exceed your monthly allowance.