AI Scribe

AI Scribe records audio (a short debrief you give after the visit, or the full session itself), transcribes it, and drafts a clinical note from it. It works in the room and on Stillpoint video sessions, where it transcribes both sides of the call.

AI Scribe is a per-practitioner add-on. The owner buys seats and assigns specific practitioners to use them, in Settings → Add-ons. It's not bundled in any base plan. US practices also need HIPAA mode turned on (see HIPAA Compliance).

Recording hours

Each AI Scribe seat includes 25 hours of recording a month, debriefs and full sessions together. The hours are shared across your practice and reset on the 1st.

• From 80% used, the note page tells you how much is left.
• When the hours are used, new recordings wait until the 1st. A recording already running always finishes, and you can still type notes.
• An owner or admin can add 10 more hours for the current month from Settings → Add-ons. Extra hours don't carry into the next month.
• Removing a seat takes effect straight away and isn't refunded for the rest of the month, because its hours may already have been used.

Two ways to record

The scribe sits at the top of the note, in the Debrief this visit card.

Start debrief

You talk the visit through afterward, for about a minute, and the scribe drafts the note from what you say. Best for fast notes after a session.

• No consent step; you're recording only yourself.
• Saying which part of the note you're on ("Subjective, client reports... Plan...") helps the scribe put things in the right place.

Record the session

The full session is recorded so the scribe has the actual conversation to work from. Best for richer, more detailed notes.

• The client's AI recording consent needs to be on file first (see Client consent below).

While it records

A recording never stops on its own. It runs until you click Stop and draft, and you can Pause and Resume in between. The bar shows the time, whether your microphone is picking you up, and what's being transcribed, a few seconds behind.

• The audio is saved as you talk. If your connection drops, it's kept on your device and uploads when you're back online.
• If the tab closes or the page reloads, what was recorded stays on your device. Open the same note again on the same device and click Draft from it.
• If the card says this browser isn't keeping recordings on the device (in a private window, for example), nothing is kept once the tab closes. Keep the tab open until the note is drafted.
• Discard deletes the audio and anything transcribed from it. The note keeps what's already in it.
• There's no time limit, except in Safari older than version 18.4 (on a Mac, iPhone or iPad), where a recording longer than about 25 minutes can't be drafted. For longer sessions there, update the device first, or use Chrome, Edge or Firefox on a computer.

Transcription picks up the language being spoken, so it isn't limited to English.

Client consent

Recording a session needs the client's AI recording consent on file. It's asked once per client, and there are two ways to get it:

• Before the session, on an intake form. Add the AI note-taking consent question to your intake form (see Intake Forms). When the client ticks it and submits the form, their consent is saved to their chart with the submission date. The question is always optional and its wording is fixed: it tells the client the recording is used only to draft the session note, the audio is deleted when you sign the note (unless your practice keeps it longer, up to 30 days), the transcript is deleted 90 days after signing, the audio and transcript are processed in the United States by Microsoft Azure and Amazon Bedrock under healthcare privacy agreements and aren't used to train AI, and that they can withdraw at any time.
• In the session. Tick the box to confirm the client agreed. It's saved to their chart with today's date.

Once consent is on file, the recorder shows AI recording consent on file since that date and goes straight to recording. An intake form left unticked saves nothing: it doesn't withdraw consent the client gave you another way.

If a client changes their mind, click Withdraw next to their consent in the Clinical Notes section of their profile. The scribe then asks again before recording a session.

How to use it

1. Open the note. On a client's profile, click Add Note in the Clinical Notes section and pick the visit it's for, or Not for a specific visit. You can also click Start note on a booking, or pick a visit under Notes to finish on your dashboard. The note opens as a page of its own.
2. Pick the template you want at the top of the note.
3. In the Debrief this visit card, click Start debrief or Record the session. To record the session when the client's consent isn't on file yet, tick The client agreed to AI recording of the session first.
4. Click Stop and draft when you're finished. The scribe saves the last few seconds, transcribes the recording and drafts the note. You can sign once the draft is in.
5. Review the draft, edit anywhere it needs adjustment, and sign.

How the draft lands depends on the note's template. Either way, check it against what was said before you save or sign.

A note with sections

Each section the scribe drafted replaces what was in it. Sections you didn't talk about are left as they were. The transcript shows beside the note (on a smaller screen, switch to Transcript), and each drafted section links to the words it came from.

• Click Accept on a section once you've checked it, or Accept all.
• A sentence the scribe couldn't find in the recording is marked Not in your debrief. Click Remove, or Keep it if you observed it yourself.
• Regenerate drafts again from the same recording, leaving alone any section you've written or edited.

A note without sections

With No template, or a template that has no sections, the draft fills the note's fields and replaces what's in them. To get back what you had, click Undo on the message that says the note was drafted, while it's still showing. The transcript shows in the recording bar while you record, but not beside the draft afterward.

On a Stillpoint video session

When you see a client over Teletherapy Video, AI Scribe can transcribe the call itself. It records your microphone and your client's audio from the call, so the draft has both sides of the conversation, even though your client isn't in the room with you.

1. Join the session from the booking as usual.
2. Click Transcribe in the call's control bar.
3. If your client's AI recording consent isn't on file yet, tick the box to confirm they agreed. It's saved to their chart with today's date, and asked once per client.
4. Click Start transcribing. Your client sees This session is being transcribed at the top of their screen for as long as it runs, and you see the same line on yours.
5. Pause, resume or stop from the same control. While you're muted in the call, your voice isn't transcribed either.
6. Click End session. Stillpoint opens the note for the visit, finishes the transcript and drafts the note, the same way as a session you recorded in the room.

In a Quick Session

A Quick Session isn't booked for a client, so you tell Stillpoint who it's with before you start.

1. Click Transcribe in the call's control bar.
2. Pick the client. The search starts with the name your guest joined with, so they're usually at the top of the list. If not, search by their name or email. If they aren't a client yet, add them in a new tab and search again.
3. Confirm their AI recording consent if it isn't on file yet, then click Start transcribing, the same as above.
4. Click End session. Stillpoint opens a new note for that client, finishes the transcript and drafts the note.

You can change the client until you start transcribing. After that, the transcript stays with the client you picked.

Good to know:

• Only the practitioner the appointment is booked with, or the practitioner who started the Quick Session, can transcribe it, and they need the AI Scribe add-on.
• Couples and family sessions. Consent on file covers the client the appointment is booked for (or, in a Quick Session, the client you picked). When anyone else is on the call, you confirm that everyone agreed each time you start. If someone joins while it's running, transcription pauses until you confirm they agreed too. Everyone on the call sees that it's being transcribed.
• If the note for the visit is already signed, a new transcript can't be added to it. Add an addendum instead.
• If you close the tab during the call, what was recorded stays on your device. Open the client's note on the same device to finish it.

Practice-wide instructions

Owners and admins can set instructions that apply to every AI Scribe note across the practice (your house style, terminology you prefer, etc.). Open Note Templates and click AI Scribe at the top of the page. On a note, owners and admins also find Customize how AI writes notes in the ⋯ menu (More note tools) beside the template picker, which goes to the same place.

Templates don't have their own AI Scribe instructions that you can edit in Stillpoint. Some templates carry instructions that were added outside the app, for example during a data migration. If the template you pick has them, the scribe applies them on top of the practice-wide instructions. To check or remove a template's instructions, email help@withstillpoint.com.

Sharing a transcript with your client

A client can ask for the transcript of their session. In B.C., the Personal Information Protection Act gives them the right to it, and you generally have 30 business days to respond. Stillpoint never sends the transcript by email: you review it, leave out only what you're allowed to, and share it to your client's portal, where they read it behind their login.

1. Open the signed note. Under Documents, next to AI Scribe transcript, click Review and share.
2. Read it through. Every line starts ticked. Untick only what the law lets you hold back: someone else's information (for example, what a partner or parent said), anything that could put someone's safety or health at risk, or, in B.C., anything likely to cause your client serious harm. For each line you untick, choose why.
3. Click Share with your client, and confirm.

Your client finds it under Transcripts in their client portal. Where lines were left out, they see a marker and the reason, who at your practice to contact, and how to ask your privacy regulator for a review. They can save a copy. When you share it, Stillpoint emails your client that it's in their portal, with a link to sign in. The email doesn't include any of the transcript. If they have no email on file, or the email can't be sent, you'll see that when you share, so you can let them know yourself. Updating the portal copy doesn't email them again, and taking it out sends nothing.

Good to know:

• Only the note's author, owners and admins can see or share a note's transcript, and only once the note is signed.
• You can change what's left out and update the portal copy, or take it out of the portal, at any time.
• If your client asks for paper, click Print on the review page. There's no file to download.
• Sharing keeps the transcript, and the copy you shared, for a year after you share it or take it out, as a record of what you released.
• Not sure whether something could cause serious harm? In B.C. you can ask a physician or psychologist before you share.

Privacy

• Consent. Record a session only with your client's consent, on file from an intake form or confirmed when you start (see Client consent above). It stays on their chart until they withdraw it. A dictation records only you.
• Audio. Recordings are encrypted and deleted when the note is signed. Owners can choose to keep audio 7 or 30 days after recording instead, under Note Templates → AI Scribe. Audio for a note that's never signed is deleted 7 days after recording.
• Transcripts. Transcripts are encrypted and kept 90 days after the note is signed, then deleted. A draft's transcript stays while the draft does. A transcript you share with your client is kept for a year after you share it. Only the note's author, owners and admins can see it, and every view is recorded in your practice's audit log.
• Where it's processed. Transcription runs on Microsoft Azure OpenAI and drafting on Amazon Bedrock, both under business associate agreements (BAAs). Neither uses your recordings, transcripts or notes to train its models. Processing can happen outside Canada, including in the United States, where the information could be accessible to authorities under US law.

Tips

• Speak clearly and at a natural pace; transcription quality depends on it.
• Record in a quiet room and keep the device near the speakers.
• Always review the generated note before saving. AI is a draft, not the final word.
• Get explicit verbal consent before session recording, even when state law doesn't strictly require it.