AI Scribe

AI Scribe automatically captures your sessions and generates structured, editable chart notes and an instant transcript — ready for your review and approve. It works for both telehealth and in-person (ambient) sessions, directly within your Healthie platform.

This doc covers setup and usage for both session types. For an overview of all AI Charting tools, see AI Charting by Healthie.

Setup

Setup is a one-time process and covers both telehealth and in-person (ambient) sessions. There are two steps: enabling the permission for each provider, and assigning a chart note template to each appointment type.

Step 1 — Enable AI Scribe for a Provider

Enabling the AI Scribe permission gives that provider access to AI Scribe for all session types — telehealth and in-person.

1. Go to Settings → Members
2. Hover over the provider, click the three-dot menu to the far right, and select Edit Settings
3. In the left-hand sidebar, click Permissions
4. Scroll down to the Charting section and enable Can autogenerate chart notes from AI Scribe
5. Click Save

Repeat for each provider who should have access to AI Scribe. You can enable or disable this permission per provider at any time.

Step 2 — Assign a Chart Note Template to an Appointment Type

AI Scribe generates notes using the chart note template assigned to each appointment type. This step must be completed for every appointment type you want AI Scribe to run on.

1. Go to Appointment Types and click Edit on the relevant appointment type
2. Scroll down to the AI Scribe section in the side panel
3. Select the chart note template you want AI Scribe to use for this appointment type
4. Click Save

You can use any custom or specialty template — SOAP, ADIME, or fully custom. AI Scribe will follow the structure of the template and populate fields based on session content. For tips on writing form fields that produce better AI-generated notes, see Writing Form Labels for AI-Generated Notes and Form Structure Best Practices for AI Scribe.

Note: Once a template is assigned and the appointment type is saved, any appointments already on the calendar using that appointment type will be automatically enabled for AI Scribe — you do not need to edit existing appointments.

You can use any of your custom or specialty chart note templates. Whether you use SOAP notes, ADIME, or a fully custom template, AI Scribe will follow the structure of the template and capture relevant details. Repeat this step for each appointment type you want to enable AI Scribe for.

AI Scribe for Telehealth Sessions

AI Scribe integrates directly with Healthie's Zoom integration to capture and transcribe your telehealth sessions automatically.

Setup

1. Navigate to the appointment in your Healthie Calendar
2. Open the session and launch Zoom through the Healthie telehealth link
3. Before starting the session, toggle AI Scribe on from the session toolbar
4. Confirm that your client has been notified that the session will be recorded and transcribed, in accordance with your practice's consent policy
5. Begin your session — AI Scribe will capture audio automatically for the duration of the call

During your conversation with a client, Scribe generates a transcript behind the scenes and uses the transcript to create a charting note. To stop transcriptions and disable Scribe, click the Apps icon then the Stop icon. Only the provider can stop transcriptions.

Clients

When clients join a Zoom session, they will see a single notification that says: "The content of this meeting is being shared with app(s)." Clicking the OK button dismisses the notification.

If providers disable transcription before a client joins the Zoom meeting, clients will not see this notification. It's not currently possible to customize the copy in this notification.

More about Scribe permissions

Scribe provider using Scribe appointment type: Transcriptions on automatically when the Zoom session starts. Clients will see the "Content sharing" notification. Providers can disable transcriptions before a client joins and they won't see the notification.

Scribe provider with non-Scribe appointment type: Transcriptions are off by default and no "Content sharing" notification shown to clients in Zoom.

Provider with no Scribe permissions: For any appointment type these providers book, transcriptions are disabled and there is no client notification in Zoom.

After the Session

Once the Zoom session ends, AI Scribe will process the recording and generate:

• A structured chart note, pre-populated with session content and formatted for your chart template
• An instant transcript of the full session

Processing typically completes within seconds but may take up two minutes of the session ending. In some instances, generation may take longer. You will receive a notification when your note is ready for review.

AI Scribe for In-Person Sessions & Phone (Ambient)

Ambient Scribe captures in-room audio during in-person visits using your device's microphone — no additional hardware required.

Setup

1. Navigate to the appointment in your Healthie Calendar
2. Open the session record and select Launch AI Scribe for In-Person
3. Place your device within range of the conversation — ensure the microphone is unobstructed
4. Confirm that your client has been notified that the session will be captured, in accordance with your practice's consent policy
5. Begin your session — Ambient Scribe will capture audio in the background for the duration of the visit
6. When the session ends, select End Session to end the recording

Phone Sessions 📲

If you are conducting a phone session, you’ll want to follow these same configuration steps, and place your phone on speaker so your computer / device can pick up both the provider and client audio. 

After the Session

Once you click End Session, AI Scribe will process the audio and generate:

• A structured chart note, pre-populated with session content and formatted for your chart template
• An instant transcript of the full session

Note Generation Timing

Once a session ends, Scribe begins generating your note automatically. For most sessions, your note will be ready within 1–2 minutes. You'll receive a notification within Healthie when the AI-generated note is ready for review.

Generation time depends on how much the AI needs to process. A few factors influence this:

• Session length: Longer sessions take more time to process than shorter ones.
• Template complexity: Notes with many structured fields take longer than simple formats like a SOAP note.
• Client history: Returning clients with extensive records may result in longer generation times compared to new client notes.

In some cases, particularly long sessions with complex templates or detailed client histories, generation may take longer than two minutes. This is expected and does not indicate an issue with your note.

Reviewing and Approving AI-Generated Notes

All AI Scribe-generated notes require provider review and approval before they are finalized in the client chart. Notes are never automatically saved without your sign-off.

To Review a Note

1. Navigate to the client's chart or open the notification directing you to the note
2. Open the AI Scribe draft — the structured chart note will be pre-populated based on session content
3. Review the note for accuracy, completeness, and clinical appropriateness
4. Edit any fields as needed — the note is fully editable before approval
5. Once satisfied, select Approve to finalize and save the note to the client's chart

Transcripts

The session transcript is available alongside the chart note draft. Transcripts are saved automatically upon session processing and accessible from the client's chart at any time. Transcripts are not required to be approved — they are saved as a supporting record only.

Access to Transcripts

Transcripts are available in the session details side panel. Only providers who have access to these appointments can see the transcripts. They'll open directly within Healthie, preventing any downloads to the local devise.

Any team member with permission to Delete transcriptions will see a trash icon. This will permanently remove the transcript.

Users will receive a prompt Are you sure you want to delete this transcript? and will need to accept before hard deleting the transcript.

Permissions can be controlled around view and delete recordings & transcripts in the member permissions.

Member permissions

Consent and Compliance

AI Scribe captures session audio for the purpose of generating clinical documentation. It is your responsibility to obtain appropriate client consent prior to using AI Scribe in any session, in accordance with applicable laws and your practice's policies.

Healthie's AI Scribe operates within a HIPAA-compliant environment. Session audio is processed securely and is not used for any purpose beyond generating your chart notes and transcript.

Consent Workflows and Data Management: Healthie does not provide native consent status indicators. The tag-based workflow or custom API implementations are the recommended approaches for organizations. You can manage client consent using client tags (e.g., 'AI Consent Approved'). For transcript deletion, methods include manual deletion via the UI and automated deletion using the Healthie API's deleteTranscript      mutation.

Learn More: Patient / Client Consent for AI Scribe

Usage and Billing

AI Scribe usage is measured in hours and tracked at the account level across all providers and session types. Your plan includes 40 hours per month, shared across your full team.

• Unused hours roll over for one additional month
• Overages are generally charged at $0.85/hr and billed on the following month's invoice*
• All hourly totals are rounded up to the nearest whole hour

View Scribe Invoices

To view your current invoice, go to your Subscriptions page, click Payment History, and select View Details under "Next estimated payment."

Your AI Scribe charges appear as two separate line items on your monthly Healthie invoice.

• Line item 1 — AI Scribe (flat monthly fee): This is your fixed monthly subscription fee for AI Scribe. It covers your plan's included minutes — 2,400 minutes (40 hours) per month. This charge appears every billing cycle regardless of usage.
• Line item 2 — AI Scribe Minute (metered usage): This is your usage-based charge. A few important things to know:
  • The per-minute rate comes from your hourly rate.
  • It reflects the previous billing period. Metered usage is always billed one month in arrears. Your May invoice will show April's usage — this is expected behavior, not an error.
  • The quantity is your gross total minutes, not just overages. For example, if you used 12,000 minutes (200 hours) in April, that full number appears here.
  • Your 2,400 included minutes are credited separately. Further down your invoice, you'll see a credit line that offsets the cost of your first 2,400 minutes (40 hours).

View Scribe Usage

Admins and Org Owners can track Scribe minutes usage directly in Healthie.

Navigate to Visualize > Scribe Usage to see minutes used month to date. The dashboard is refreshed daily. For a full breakdown, see the Deep Dive: AI Scribe Usage Dashboard.

API & Webhooks for AI Scribe

You can use Healthie's webhook system to receive real-time notifications when Zoom transcripts and recordings become available. Healthie sends webhook notifications for key Zoom meeting events, allowing you to:

• Get notified immediately when transcripts are available
• Track recording lifecycle (start/stop/transcript ready)
• Monitor meeting participation
• Build automated workflows around meeting content

Learn more: API & webhooks guide for AI Scribe