Note-Taking AI: Ambient Voice Transcribe & SOAP Notes

Medaius's Note-Taking AI (Ambient Voice Transcribe) frees physicians from keyboard tethering during patient visits. Configured in System Administration under the Note-Taking AI module, this engine captures natural dialogue between clinician and patient, transcribes conversations in real time with interactive seeking, and synthesizes structured SOAP clinical documentation with a single click.

[!NOTE] Unified Terminology: In Medaius, Note-Taking AI and Ambient Transcribe refer to the exact same consultation listening and documentation engine. When Note-Taking AI is enabled, the microphone recorder, live waveform banner, background persistence widget, and synchronized transcript sidebar are all activated across encounters.

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1. Enabling Ambient Transcription in the Encounter Editor

When conducting a patient consultation in the Encounter Editor, clinicians can activate ambient recording directly from the encounter toolbar:

1. Open any active patient consultation from Patient Chart > Encounters or the clinical appointment queue.
2. In the top action bar, click Start Recording (or Ambient Scribe).
3. The encounter interface immediately displays an active recording banner with real-time feedback:

Live Audio Feedback Indicators

• Pulsing Status Pill: Displays a glowing red recording indicator with the label Ambient Scribing Active.
• High-Precision Duration Counter: Tracks elapsed consultation time down to the second (e.g., 0:03).
• Reactive Audio Waveform: A dynamic visualizer responds to acoustic volume levels, ensuring your microphone is actively capturing voice input.
• Immediate Controls: Quickly pause, resume, or finish recording directly from the banner.

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2. Background Recording Continuity (Floating Widget)

Clinicians frequently need to leave the active encounter screen—to review past laboratory panels, verify immunizations, or check previous discharge summaries on the patient profile.

Medaius supports uninterrupted background recording. If you navigate away from the encounter editor to another screen or patient tab, the audio stream continues capturing seamlessly:

The Persistent Global Recording Pill

When operating outside the active encounter view, a compact floating widget docks at the bottom of the workspace:

• Patient Identification: Displays the active patient's name and an active recording indicator.
• Elapsed Recording Clock: Continues updating in real time regardless of where you navigate across Medaius.
• Waveform Activity: Shows dynamic green bars reflecting ongoing room audio capture.
• One-Click Return / Transcript Drawer: Click the document icon (📄) on the pill to preview incoming transcription snippets or tap anywhere to return instantly to the consultation editor.
• Stop & Finalize Button: Conclude the consultation audio session at any moment from any screen.

[!NOTE] Background audio streaming is tied to your active browser session. You can freely navigate patient charts, medication lists, and order entries without fear of losing consultation dialogue.

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3. Interactive Transcript Navigation & Audio Playback

Once a recording completes—or while reviewing previously recorded consultations—clinicians can open the Audio Transcript Sidebar directly alongside their clinical notes by clicking Transcript in the encounter header:

Seamless Transcript & Audio Synchronization

• Integrated Audio Player: Displays a waveform scrubber bar, play/pause controls, current playback position (e.g., 0:02), and total audio duration.
• Timestamped Dialogue Blocks: Dialogue is segmented with exact minute and second stamps (e.g., [00:00], [00:02], [00:06]).
• Click-to-Seek Playback: Click any timestamp or speech segment in the transcript to jump the audio player directly to that exact second in the consultation recording.
• Active Line Highlighting: The currently playing line is highlighted in a distinctive warm amber tone, allowing clinicians to effortlessly follow along with the audio playback.
• Fast Speed Controls: Speed up review with 1.0x, 1.25x, 1.5x, or 2.0x playback speeds.

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4. One-Click SOAP Note Generation

Ambient transcripts serve as the raw clinical source data for automated note synthesis. With one tap, clinicians can convert unstructured conversational speech into formal clinical documentation:

1. Click Format to SOAP in the note toolbar (or Insert into note from the Transcript Sidebar).
2. The AI parses the consultation dialogue into standard clinical sections:
   • Subjective (S): Chief complaint, history of present illness (HPI), patient-reported symptoms, and review of systems.
   • Objective (O): Vital signs, physical examination findings, and mentioned laboratory or imaging results.
   • Assessment (A): Primary and differential diagnoses, clinical impression, and disease progression status.
   • Plan (P): Prescribed medications, diagnostic orders, lifestyle counseling, and scheduled follow-up timelines.
3. Side-by-Side Verification: The editor displays a SOAP Preview comparing the original consultation notes with the structured output.
4. Accept or Append: Clinicians can select Replace to adopt the clean SOAP structure or Append to keep existing notes before signing the legal encounter record.

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5. Summary of Key Workflow Shortcuts