AI Scribe represents a sophisticated shift toward ambient intelligence in the clinical workspace. By utilizing unobtrusive ambient capture, the system transforms patient consultations into structured clinical data in real time, allowing providers to maintain meaningful presence without the distraction of manual entry. This solution enables ambient recording natively within RxPhoto "Fill & Sign" forms on the web, transforming real-time conversation into structured suggestions.
This native, in-form recording capability integrates directly within the Fill & Sign web workflow to optimize clinical throughput and documentation accuracy.
Package entitlements
Access to AI Scribe is provided as a standard entitlement, utilizing a practice-wide pooled allowance of minutes that reset at the start of each month.
RxPhoto Standalone: 1,000 free minutes per month.
Usage and overage rules
Pooled allowance: All providers within a practice draw from a shared monthly pool with no individual per-user caps.
Monthly reset: Unused minutes do not roll over; the balance resets on the first of each month.
Overage model: Consumption beyond the monthly allowance incurs a rate of $0.015 per minute (equivalent to $15 per 1,000 minutes). Overages are billed at month-end without interrupting active clinical workflows.
Intended users: Administrative users manage global setup and usage tracking, while daily functional users (clinical providers) utilize the tool for ambient documentation.
Administrative setup & access permissions
To initiate AI Scribe, administrators must ensure browser-level permissions are configured.
Browser microphone permissions
When a provider initiates the first recording session, the browser prompts for microphone access.
Allow This Time / Allow While Visiting: Initiates the recording session.
Never Allow: Renders Scribe unavailable. To reset this, select the Lock Icon in the browser URL bar and toggle the microphone permission to On.
Patient consent and compliance
Practices are responsible for obtaining direct patient consent before utilizing ambient recording. The system provides a final clinical compliance barrier via the suggestion review screen, where the provider must certify all content before it is finalized.
Navigation pathway
Providers can launch AI Scribe once they have selected one or more forms.
Pathway: Client Profile
Navigate to client list and select your client.
Select Forms on the client’s profile.
Select the Forms you would like to fill out, then select Fill & Sign
Select Begin Scribe
Web controls & flexible background workflows
The UI controls are situated in the upper right-hand corner of the active RxPhoto form to ensure they remain accessible throughout the consultation.
Primary UI controls
Begin Scribe: Starts the ambient listening session.
Pause: Temporarily halts the recording.
Resume: Restarts a paused session.
Stop: Ends the recording and triggers transcript generation.
Fill Using AI Scribe: This button becomes active only after the recording is stopped. Selecting it opens the suggestion review modal.
Background workflows and navigation
Scribe runs natively as a non-blocking process. Providers may duplicate browser tabs in order to navigate to other sections of the platform without losing the active session. If a provider attempts to navigate away from the form, they receive a warning message that the session progress will be lost.
Usage accounting rules
Practice minutes are only deducted once a transcript is generated and the suggestion review screen is displayed. If a session is canceled before the suggestion modal is generated, zero minutes are deducted from the practice pool.
Field-level data integration & widget handling rules
AI Scribe uses the structured context of the form to synthesize data. It processes headers, descriptions, and questions to generate accurate suggestions for supported widgets.
Widget type | Context used |
Text Fields (Single/Multi-Line) | Header, Description, and Question. |
Dropdown | Header, Description, Question, and Response's. |
Single Choice | Header, Description, and Response. |
Multi Choice | Header, Description, and Response. |
Tables | Header, Description, Question, and Responses. |
Skipped fields
To maintain medical compliance and data integrity, Scribe excludes the following from suggestion generation:
Image and Signature Widgets
Formatted Text and Attachments
Token-Based Fields (e.g., Patient/Provider Name, Date)
Manual data entry rules
Data manually entered into the form by the provider during a session is never overwritten by the AI. Scribe suggestions are added in addition to existing values. Fields populated by AI feature distinct visual indicators during the Fill & Sign process and in the final document preview.
Daily operations: step-by-step completion flow
Workflow 1: Session management
Launch the form and select Begin Scribe.
Conduct the consultation; the tool documents the conversation quietly in the background.
Select Stop once the consultation is finished.
Select Fill Using AI Scribe to initiate the data application process.
Workflow 2: Review and certification
The Review Scribe Suggestions modal will appear on the screen.
Use the toggle switches to accept or reject specific suggestions.
Manually edit any suggestion fields if adjustments are required.
Review the mandatory certification at the bottom of the modal. This checkbox is "sticky," and suggestions will scroll behind it to ensure the acknowledgement remains visible.
Select the acknowledgement checkbox. Note that the Next button remains disabled until this certification is selected.
Workflow 3: Post-completion access
After applying suggestions, a Transcription Attached button appears at the top of the form. Select this to open a read-only conversation pop-up modal on the right side of the screen. This allows providers to refer to the raw transcript for verification while performing final manual edits on form fields. Transcripts remain accessible post form completion via the ellipses menus newly added “Download Transcript” option.
Usage tracking & system capabilities
Administrators can monitor minute consumption through real-time dashboards.
RxPhoto: Administration settings > AI Usage Dashboard.
The dashboard displays two primary KPI cards: Total Transcription Minutes Used and Transcription Minutes Remaining.
Best practices & action items for users
Workspace environment: Conduct consultations in a quiet space and ensure microphone hardware is not blocked.
Clinician strategy: Leverage the ambient nature of the tool to focus entirely on the patient. Use the background recording to capture details while maintaining eye contact.
Web troubleshooting matrix
Issue | Potential cause | Resolution |
Scribe button unavailable | Microphone permissions denied | Select the lock icon in the URL bar and reset permissions to 'Allow'. |
Scribe not appearing | Service not activated | Confirm activation in 'Manage Account' and check provider profile toggles. |
Suggestions not appearing | No audio detected | Verify the microphone is connected, unmuted, and properly positioned. |
Audio detection error
If the system processes a recording but finds no usable audio, the following error message will appear: “No Audio Found in Recording. The AI Scribe couldn’t detect any audio in this file. Please confirm your microphone is connected, unmuted, and recording properly, then try again.”
Provider FAQ section
Is AI Scribe HIPAA compliant? Yes. All transcripts and data are stored in HIPAA-compliant cloud storage.
How long are transcripts stored? Transcripts are stored indefinitely on the RxPhoto side and remain accessible post-completion via the patient record.
Can I edit the AI suggestions? Yes. You can edit suggestions directly in the review modal or modify form fields after the AI data has been applied. Manual data is never overwritten.
What happens if I navigate away during a session? Scribe continues recording in the background. A persistent control modal remains open as a separate tab within PatientNow so you can manage the session while performing other tasks.
Who is responsible for patient consent? The practice is responsible for obtaining direct patient consent before initiating a recording.
How are overages billed? Overages are calculated at $0.015 per minute beyond the practice's monthly allowance and are billed at the end of the month.