When youʼre ready to start recording, tap the big microphone button.
Record your whole appointment, or summarize the visit later.
For optimal audio quality, place your phone in between all speakers.
Each record should relate to a single patient visit.
When you are finished with your note, tap the big stop button. Youʼve now created a draft!
While the record is still a draft, you can add to it by clicking Add to This Note. This is helpful if you need to stop recording due to an interruption, an unrelated tangent, or if you need to include more details later on in the day.
Recording your note
Start each note with Identifiable information about the patient (first name, last name, patient ID, date of exam). This will help you stay organized when you view the notes in the portal by generating a helpful title
Visualize a SOAP template when you record your note. You will be able to keep your note more streamlined when you imagine filling out each section as you record your note.
For body systems, if you don’t mention a particular system, Talkatoo will add a default, which you can customize (you’ll learn more about that later on). Vitals will be left blank if not dictated.
Submitting your note
When you are completely finished with your note, hit the submit button at the bottom of the page. Your first note has now been submitted to the portal! Your note is now being processed.
To view the status of the note, tap View Your Note Inbox
When the note is done processing and ready to review, the status will change to Awaiting Review
Troubleshooting
If your note appears to be stuck as a draft, or has not submitted, the app may need to be refreshed to update the status. Refresh by pulling down from the top of your screen.
If that doesn’t help, try clicking back into the note and tapping submit again. Once the note is processing it will reach your admin portal for retrieval.
Report an issue
If you experience any issues, you can submit a report by clicking your profile icon, and then Report a Bug. It will open an email and attach the relevant logs. Please include information about the issue you are experiencing, any screenshots or video you’ve taken, and any other helpful details such as the frequency of the issue, the steps you took before the issue occurred.
Click each SOAP section to view your completed SOAP note
on the right of each SOAP section will allow you to copy/paste the work into your PMs
Edit your note as needed in your PMS
Hit play on the audio bar to hear a recording of the note!
to archive notes that you have moved to your PMS
Pour yourself a drink and call it a day! 🥂
Through the Web App:
Log into the Web App using your Talkatoo credentials. Click Talkatoo Notes on the left side of the page to view all notes. View a list or Kanban view with the toggle on the top right side.
Review the recording
At the very top of the page, you’ll see playback options to listen to the recording.
Transcript
The plain, unedited transcript of your recording is located directly below. If you are looking for a tidied up version of exactly what you said, click Text View on the top right. This version will fix capitalization and punctuation, but leave it otherwise as is. This is perfect for anything you don’t want turned into a SOAP note.
Automatic SOAP
Your note is automatically formatted into a SOAP note for your convenience (more template options are coming soon). The note will display a Subjective, Objective, Assessment and Plan sections. The vital signs will be listed in the Objective section.
Body systems mentioned in your note will be added here. Any body systems you did not mention will show Within normal limits by default. You can change each system’s default in the Settings page on the left. Please note that changing the defaults only affect notes submitted after making this change.
Editing Notes
Each section of your Auto SOAP note is editable. Use your mouse and keyboard to edit the note to perfection.. These changes will be automatically saved.
Appointing a scribe[s] (optional)
A scribe is someone else who will have access to view, edit and transfer notes to your PMS. This can be someone else in the clinic (eg tech, assistant, etc). If you will be reviewing and transferring your notes, you can ignore this part.
To appoint a scribe:
Invite them as a new user in your admin portal (you can remove Dictation permissions to prevent using an extra license).
Be sure the invitation sent to your scribe has been accepted and the account is created.
*As of right now, you will also need to contact us via chat or email us at support@talkatoo.com to link the accounts together. This will soon be available in the portal
If you’d like to get more information, follow this link to our Knowledge Base.
Step 4: Note Status and management
Managing your note status
Use the sidebar to manage and keep track of your notes.
Draft: A note that has not yet submitted will show as a Draft. You can submit it from here or the mobile app.
You may also briefly see an intermediate step like Draft Processing.
Awaiting review: The note has been generated, but has not yet been edited or reviewed.
In Review: The note has been clicked into and an edit made to the template or transcript. The status will automatically change to ‘In Review’ when this occurs.
Completed and in PMS: Once you are happy with the note, click the copy button on the sections you wish to transfer into your patient record, then paste them in to the appropriate section.
Alternatively you can click Copy Entire Note at the top of the note to copy all sections at once. Depending on the PMS software you use, some users have found it helpful to create a new, blank record template and then paste the entire record.
Set a note to this status by clicking Complete Note on the right.
Archived
All other statuses are visible in the mobile app. Once a note has been dealt with, you can choose to archive it. This is in place of deleting a note, ensuring there is always a copy of it available for you. You can still reference any archived notes by clicking View Archived Notes or the Archived column if you’re using the Kanban view.
In addition to note management, you’ll be able to use the Web Portal to manage different aspects of your account. You’ll be able upgrade your plan, edit billing information, access invoices, and manage users (and scribes!)
You can even grant these permissions to others, so someone else can handle the billing or user management.
You did it! You’re basically an expert now. If you have any issues, we are happy to help you.
We hope you were able to get a helpful kickstart from this onboarding tool. We’re hoping to continue to improve this guide for future users with your feedback, if you have the time for a short survey.
