AI Scribe FAQs

Healthie’s AI Scribe feature generates comprehensive chart note drafts. This article covers commonly asked questions about AI Scribe.

Setup & Permissions

Does enabling the permission cover both telehealth and in-person sessions?

Yes. Enabling "Can autogenerate chart notes from Zoom calls" activates AI Scribe for that provider across all session types — telehealth and in-person (ambient). This only needs to be done once per provider. You can enable or disable it per provider at any time.

Can I enable AI Scribe for multiple providers?

Yes. You can enable AI Scribe for as many providers as you need, all at once or over time, by updating permissions individually in Settings → Members.

If I enable AI Scribe at the parent organization level, does it also enable for sub-organizations?

Enabling AI Scribe at the parent org level does not automatically activate it for sub-organizations. To use Scribe in a sub-org, it must be enabled in two places: at the parent organization level, and on the sub-org itself. Once enabled in both places, Scribe is available across that organization and can be granted to individual providers via permissions.

Session Types & Compatibility

Does AI Scribe work for in-person sessions?

Yes. Ambient Scribe captures in-room audio during in-person visits using your device's microphone — no additional hardware required. See Using AI Scribe for In-Person Sessions for setup steps.

Does AI Scribe work for group appointments?

No. AI Scribe supports one-on-one sessions only and will not run for group appointments or Zoom breakout sessions with multiple participants.

Can clients dial into a session by phone?

Yes, but both the client and provider must dial in directly to the Zoom meeting. If a client joins by phone placed on speaker next to the provider's computer rather than dialing in directly, transcripts and chart notes will be incomplete.

Can I use AI Scribe for phone sessions?

Phone session support is coming soon. Subscribe to updates on your Healthie portal to be notified when this becomes available.

During & After Sessions

How quickly is the chart note generated after a 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.

What happens if I stop the recording within 30 seconds?

If you stop the recording within 30 seconds of a session starting, no transcript or chart note will be generated. If you stop after 30 seconds, both will be generated.

Can I take my own notes during a session while AI Scribe is running?

Yes. If you want to take notes during a session, you can open any chart note template alongside AI Scribe — it will not interrupt the AI Scribe process running in the background. Both notes will be visible after the session, and you can combine them as needed.

Documentation & Templates

What types of documentation can AI Scribe generate?

AI Scribe can generate any standard documentation format, including SOAP notes, ADIME notes, intake forms, and progress notes. It also works with any custom charting templates you have built in Healthie. AI Scribe follows the structure of the template assigned to each appointment type and populates fields based on session content.

Does AI Scribe work across different medical specialties?

Yes. Because AI Scribe generates notes based on your chosen charting template, it adapts to any specialty. You can create specialty-specific templates in Healthie to ensure AI Scribe captures the most relevant details for your field.

Can I add billing and smart fields to my AI Scribe template?

Yes. We recommend adding any fields your billing team needs to process claims directly to your chart note template — such as CPT codes or other billing-relevant fields. AI Scribe will populate these alongside clinical content based on your template structure. For guidance, see Writing Form Labels for AI-Generated Notes.

What if a form field isn't relevant to the session?

If there is no prefilled answer and AI Scribe determines the session content does not relate to a particular field, it will leave that field blank rather than generate placeholder content.

Can I customize the terminology AI Scribe uses in notes?

Yes. You can prompt AI Scribe to use your preferred terminology — such as "client," "patient," or "member" — by adding a short instruction to a free-text form field in your template. For example: Refer to the client as "client." Never refer to the client by name.

What if the AI-generated note isn't accurate?

Notes are fully editable before approval — review and adjust any fields before finalizing. Note quality is directly tied to how clearly your form fields are labeled. For guidance, see Writing Form Labels for AI-Generated Notes and Form Structure Best Practices for AI Scribe.

Transcripts

Where can I view session transcripts?

Transcripts are available in the session details side panel within Healthie. Only providers who have access to the appointment can view the transcript. Transcripts open directly within Healthie and cannot be downloaded to a local device. Any team member with permission to delete transcripts will see a trash icon — deletion is permanent and requires confirmation.

Can I delete a transcript after it's been generated?

Yes. Transcripts can be permanently deleted from the client's chart by any team member with the appropriate permission via the UI, or programmatically via the deleteTranscript  GraphQL mutation for custom deletion cadences. Permissions for viewing and deleting recordings and transcripts are managed in member permissions settings.

How long are transcripts stored?

Transcripts are stored for 2 years from the date of the appointment. After 2 years, transcripts are automatically and permanently deleted.

Data, Privacy & Security

Is AI Scribe HIPAA-compliant?

Yes. AI Scribe is built into Healthie's HIPAA-compliant platform and uses our integration with HIPAA-compliant Zoom to generate chart notes securely. All protected health information (PHI) is stored directly within the client's profile in Healthie and never leaves the platform. Healthie uses encryption in transit and at rest, access controls, and audit logs. The LLMs used to generate chart notes are also HIPAA-compliant. No data is captured or stored by any third-party platform during note generation. Healthie does not use customer data to train or improve AI models.

Is audio from sessions stored by Healthie?

No. Raw audio is not stored by Healthie. Only the generated transcript is retained — audio is processed and discarded.

Is session data used to train AI models?

No. Audio, video, and transcript data from sessions are never used to train AI models — neither Healthie's own models nor those of any sub-processors.

Who are Healthie's AI Scribe sub-processors?

What information should be included in our AI consent language?

At minimum, consent language should address: that an AI tool is being used to generate notes from the session, how data is handled (audio is not stored; transcripts are retained for 2 years), and that session data is not used to train AI models. Your legal or compliance team should review final consent language. See Patient Consent for AI Scribe for additional guidance.