Ambient Scribe: Getting Started Guide

AI Scribe now works for your in-person and phone sessions. This guide walks you through what's new, what you need to do to prepare, and how to use Ambient Scribe starting with your next appointment.

📹 Watch the tutorial video — see Ambient Scribe in action before your first session.

What's New

Healthie's AI Scribe has always worked for telehealth sessions via Zoom. With Ambient Scribe, the same experience — structured chart note drafts and instant transcripts — now extends to in-person visits and phone consultations.

No new tools. No additional hardware. No separate subscription. If your account already has AI Scribe enabled, Ambient Scribe is available to you now.

Do You Need to Do Anything to Enable It?

It depends on where you are today.

• If you're already using AI Scribe for telehealth: Ambient Scribe is automatically available for your in-person and phone appointment types. The only step required is making sure a chart note template is assigned to those appointment types — see Prepare Your Appointment Types below.
• If you haven't set up AI Scribe yet: You'll need to enable the AI Scribe permission for each provider before getting started. See AI Charting by Healthie.

Prepare Your Appointment Types

For Ambient Scribe to generate a chart note, each appointment type needs a chart note template assigned to it. This is the same requirement as telehealth — if you've already done this for your Zoom appointment types, you'll just need to repeat it for your in-person and phone types.

1. Go to Appointment Types and click Edit on an in-person or phone 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

Repeat for each appointment type you want Ambient Scribe to run on. Any appointments already on the calendar using that appointment type will be enabled automatically — you don't need to edit existing bookings.

How to Use Ambient Scribe

Once your appointment types are configured, here's how to run a session.

1. Open the appointment in your Healthie Calendar — Click into the appointment and select Launch AI Scribe. A browser-embedded audio window will open within the same tab.
2. Connect your microphone — Click Join Audio and wait for the "Microphone Connected" confirmation before starting.

3. Position your device

   👥 For in-person visits 👉 place your computer where it can clearly hear everyone in the room

   📲 For phone sessions 👉 put your phone on speaker and place it near your computer's microphone

4. Inform your client — Let your client know the session will be captured for documentation purposes, in line with your consent process. A reminder is displayed in the interface.
5. Conduct your session — Audio is transcribed in real time throughout the session.
6. End the session — Click End Session when finished — or close the browser tab. Your chart note draft will be ready within a few minutes. You'll receive a notification when it's available for review.
7. Review and approve — Open the draft note from the notification or from the appointment details. Review for accuracy, edit as needed, then approve to save it to the client's chart. The session transcript is also available in the appointment details panel.

A Few Things to Know

• Transcription quality varies by environment. Ambient Scribe captures everything your microphone hears, so background noise, overlapping voices, or poor microphone placement can affect transcript and note quality. A quiet environment and well-positioned device will produce the best results.
• Speaker identification is not supported in v1. All dialogue is transcribed without differentiating between provider, client, or anyone else in the room. This is expected behavior — review the note carefully before approving.
• Mobile is not supported in v1. Ambient Scribe runs in a web browser only. A desktop or laptop is required.
• Don't leave the tab open after a session. Recording continues until you click End Session or close the tab. If the tab stays open after your session, recording will continue — always end the session explicitly when you're done.
• If your internet drops, recording stops. Ensure a stable connection before starting. If the connection drops mid-session, no transcript or note will be generated for that session.
• No additional cost if you're already on AI Scribe. Ambient Scribe uses the same billing as your existing AI Scribe plan. Usage counts toward your shared monthly hours pool across all session types.

Frequently Asked Questions

Does Ambient Scribe cost extra?

No. Ambient Scribe is part of your AI Scribe plan — not a separate product. Usage counts toward your existing monthly hours.

Do I need to re-enable anything if I'm already using AI Scribe?

No. If AI Scribe is already enabled for a provider, Ambient Scribe is available to them automatically. The only preparation needed is assigning chart note templates to your in-person and phone appointment types.

Can clients see that they're being recorded?

No — the recording interface is on the provider's device only. Clients are not on the Ambient Scribe interface. It is your responsibility to inform clients and obtain appropriate consent.

Can I edit the transcript?

No — transcripts are generated automatically and cannot be edited. The chart note draft is fully editable before you approve it.

What if I forget to end the session?

Recording will continue until the tab is closed or the browser is shut down. Always click End Session when the appointment is finished.

Does Ambient Scribe work on my phone or tablet?

Not yet. Ambient Scribe is currently available on desktop and laptop browsers only.

Is there an extra cost for Ambient Scribe?

No — Ambient Scribe is included in your existing AI Scribe plan. There's nothing new to purchase or subscribe to. If you do not yet have AI Scribe enabled for your account, you can enroll here.

How does Ambient Scribe affect my monthly Scribe hours?

Ambient Scribe pulls from the same bucket of monthly Scribe hours you already have. In-person and phone sessions use hours the same way your telehealth sessions do.

What happens if I go over my monthly hours?

If you exceed your monthly allotment, additional usage is billed at $0.85 per hour.

Need Help?

If you run into any issues with setup or your first session, contact Healthie Support. For a full walkthrough of AI Scribe features and settings, see AI Scribe (Telehealth & Ambient).