FAQs: Healthie AI Scribe

Healthie’s AI Scribe feature generates comprehensive chart note drafts within a provider’s desired and specified Chart Note Template, all within the Healthie UI. AI Scribe is a new Product that Healthie has launched as part of its commitment to leveraging the benefits of AI for providers and administrators while keeping a close eye on privacy & security responsibilities in healthcare.

Learn more about Healthie AI Scribe.

This article covers commonly asked questions about AI Scribe functionality, specific to Healthie.

How does Healthie AI scribe work? 

Healthie’s AI Scribe seamlessly generates Chart Notes directly within the Healthie UI, using your selected Chart Note Template for each Appointment Type. There’s no need for third-party browsers or plugins—AI Scribe integrates with the HIPAA-compliant Zoom experience you already use for telehealth visits, automatically syncing with your Healthie Calendar. The tool works by leveraging Zoom’s transcription from your session to populate the designated charting note template, streamlining documentation and reducing manual entry.

What types of documentation can an AI scribe handle? (e.g., SOAP notes, intake forms, progress notes)

Healthie’s AI Scribe can generate any industry-standard documentation, including SOAP notes, ADIME notes, intake forms, and progress notes. Additionally, it supports custom charting templates created within Healthie. If a charting form is built within Healthie, AI Scribe can automatically generate documentation based on the session’s transcription, streamlining your workflow and reducing manual entry.

Does Healthie’s AI Scribe work in real-time or after the appointment?

Currently, Healthie’s AI Scribe generates your charting note within 7-15 minutes after your session concludes, giving you an accurate, structured summary without disrupting your workflow. However, we’re actively working with Zoom on an upcoming release that will enable real-time charting note generation. This means even faster documentation, reducing the need for post-session charting and allowing you to focus more on patient care—ultimately saving you even more time. Stay tuned for updates!

Can AI Scibe recognize and adapt to different medical specialties?

Yes! Healthie’s AI Scribe is designed to work with any medical specialty by generating chart notes based on your selected charting template. Providers can create specialty-specific chart note templates within Healthie, ensuring AI Scribe captures the most relevant details for their field. Whether you're using SOAP notes, ADIME, or a fully customized template, AI Scribe adapts to your documentation needs—streamlining your workflow while maintaining accuracy and compliance

Does AI Scribe comply with HIPAA regulations?

Yes, Healthie’s AI Scribe fully complies with HIPAA regulations. As part of Healthie’s HIPAA-compliant platform, AI Scribe leverages our integration with HIPAA-compliant Zoom to generate draft charting notes securely. These notes are stored directly within the client’s profile in Healthie, ensuring all protected health information (PHI) remains secure and never leaves the platform. Our use of Large Language Models (LLM) is secure. If you have specific questions regarding compliance, please contact hello@gethealthie.com

How does AI Scribe ensure data security and patient confidentiality?

Healthie follows industry best practices for data protection, including encryption in transit and at rest, access controls, and audit logs to safeguard sensitive client information. The Large Language Models (LLMs) with which we generate draft charting notes are also HIPAA compliant — no data is captured or stored by any third-party platform during note generation. If you have specific questions regarding compliance, please contact hello@gethealthie.com

Can I edit or correct the Healthie AI-generated notes?

Yes! Once AI Scribe generates your draft charting note, you’ll receive a notification when it’s ready for review. You can easily make edits, add details, and finalize the note before signing and locking it, ensuring it aligns with your documentation workflow. This flexibility allows you to maintain accuracy while streamlining your charting process.

My providers may use multiple chart note templates - how is this compatible with Healthie’s AI Scribe?

You can link the chart note template that you’ll use for a specific appointment type. So, the AI Scribe will generate the note template associated with the Appointment Type and Chart Note Template. 

Can I take notes during the session in addition to using AI Scribe?

Yes - you can link multiple chart notes to a single session, so if a provider wants to take their notes during a session, they are able to do so in the chart note template of their choosing (commonly a free text chart note) without interrupting the work that AI Scribe is doing in the background during a session. Both chart notes will be visible to the provider, and the provider can combine them as desired. 

What are best practices in making sure that the chart note template has required fields for my billing team?

We suggest adding smart fields that your billing team needs to process claims in the chart note directly, which most commonly include:

• Scheduled time, start time, end time
• Procedure and diagnosis codes
• Appointment type
• Provider  

Is Scribe the same as transcription?

Not exactly. While Zoom can optionally provide a word-for-word transcription of the audio from your video call, Healthie’s AI Scribe takes it a step further.

Here’s how it works:

• Step 1: Zoom generates a detailed transcription of the session.
• Step 2: Healthie’s AI Scribe analyzes the transcription, extracts the key information you need, and organizes it into the appropriate fields of your charting note.

Instead of simply providing a raw transcript, AI Scribe creates a clear, concise chart note draft that reflects the documentation you’d want. 

Are there other AI tools I can use with Healthie?

Healthie has fantastic Harbor Partners who offer different Scribe products (alongside other AI Tools). You can review our Harbor Partners here, and go through the enrollment process with your choice vendor.

Do I need to get consent from my patients to enable AI Scribe, and if so, how do I do this? 

We recommend reaching out to a lawyer to review best practices on leveraging AI Scribe in your business. We suggest (not legal advice)

• Let them know in advance that recording sessions is part of your business’s policy.
• Reassure them that all information is securely stored and used only for documentation purposes.

Note: If a client opts out of sessions being recorded, AI Scribe will not work for that session. 

You can also add a Patient Consent for AI Scribe to your onboarding workflows as appropriate.

If I sign up for AI Scribe, can I enable it for only a few of my providers?

You can absolutely pilot this product with 1+ providers in your organization, and then elect to enable the product for your additional providers, on your time horizon. 

Do I need to purchase cloud recording in order to use AI Scribe?

No, you don't need to pay for cloud recording, but Healthie will automatically delete the Zoom recordings on the backend. If you would like to retain those recordings or manage them directly, we can enable cloud-recording for your account at an additional cost. 

Can I access or move transcription recordings?

Customers who would like to maintain access to recordings can purchase our Cloud Recording add-on for Zoom. This cost, separate from the AI Scribe purchase, will allow for storing, accessing, and moving transcripts inside and out of Healthie. Email hello@gethealthie.com to request Cloud Recording be enabled for your account.

Can AI Scribe be used for group appointments and charting notes in Healthie? 

At this time, AI Scribe cannot be used for group appointments. 

Can AI Scribe / Recordings be turned off for a sessions?

AI Scribe / recording is automatically started for you when the session is initiated, however it can be turned off by the provider if needed. Use case may be: client declined consent to allow AI Scribe for the session. A note will not be generated if the recording is turned off during the sessions.

Will transcriptions come out on webhook events for notes and can be fetched via API?

• No, webhook events for notes will not have transcriptionss
• Yes, transcriptions that are currently used to create AI Scribe notes can be fetched via API. For any video appointments that have an associated transcription, the transcription file download url for a recording should be available through the appointment(id: ID, include_deleted: Boolean): Appointment  query, located on the Appointment.zoom_cloud_recording_urls  field.

Can AI Scribe be enabled for Healthie Staging accounts?

Not at this time.

Can I have the word "patient" or "client" be used, or avoid using the Client Name in notes?

Depending on your preference for terminology such as patient, client, or member, you can prompt our AI Scribe tool to generate the preferred terminology. For example, for "patient" — you can prompt the AI model accordingly by by adding something like this sentence to the end of your free-text form field questions:

Refer to the patient as "patient". Never refer to patient by their name.

This works as well with prompting the AI note generation to not include the patient name within the not.