Voice notes: dictation into structured chart notes
Voice notes is the fastest way to get a clean chart note into a patient's record. Talk through the visit naturally; ApexMentum transcribes the recording and generates a structured note.
When to use it
- Post-visit summary: dictate a 60–90 second recap right after the patient leaves.
- Real-time dictation: record during the visit if your style allows (with patient consent — many states require it).
- Catch-up at end of day: stack 8 patient summaries into one short recording session.
How it works
- Open the patient's record.
- Click the 🎙️ button (top right of the patient header).
- Hit record. Speak naturally — full sentences are fine, fragments are fine.
- Stop recording when done.
- ApexMentum:
- Transcribes the audio (fast — usually under 30 seconds)
- Generates a structured chart note (SOAP format by default)
- Saves the audio + transcript to the patient record
You'll see the draft chart note in the patient's notes section, where you can edit before saving.
What the AI generates
A typical voice note becomes a chart note with these sections:
- Subjective — what the patient reported (symptoms, history, concerns)
- Objective — measurements and observations you mentioned
- Assessment — your impression / working diagnosis
- Plan — next steps, supplements, follow-up
If your dictation doesn't fit SOAP cleanly (e.g. a coaching-style visit), the AI uses a freeform structure instead. You can edit the generated note before saving — the AI is a starting point, not the final word.
Tips for great voice notes
- Start with the patient's name so the system links to the right chart.
- State the visit type ("Initial consult", "30-day follow-up").
- Be explicit about measurements ("Blood pressure 128 over 82") so they extract cleanly.
- Name supplements precisely ("Methyl B12, 1000 mcg, sublingual, daily") so they end up in the plan.
Recording from your phone
We have a companion mobile capture flow (separate from the main app) for recording voice notes when you're not at your computer. Email support@apexmentum.com if you'd like access — it's currently invite-only while we refine it.
Storage and security
- Audio is stored encrypted in our managed cloud storage.
- Only staff at your clinic with access to that patient's record can play it back.
- Audio files can be deleted from the chart note view once you're confident the transcript is accurate.
Voice note limits by plan
| Plan | Voice notes per month |
|---|---|
| Starter | 100 |
| Pro | 500 |
| Enterprise | Unlimited |
If you regularly hit the limit, the chart note view shows your remaining count for the month.