Once you are logged into the Talkatoo application, tap Notes.
Start and stop recording
When you’re ready to start your record, hit “Start Recording”. For optimal audio quality, please place your phone in an area in the room where it will be able to hear all speakers.
Feel free to record your whole appointments, however you will want to make sure that each recording should relate to a single patient visit in order to keep things organized.
When you are finished with your note, hit “Stop Recording”. You’ve now created a draft!
Add to recording
If you have an additional thought to add to your draft, feel free to add additional segments by hitting “start recording” again. To give your note a title click “add note details” from the draft.
Tips for recording
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
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 item as you record your note.
For body systems, if you don’t dictate anything for a system, then Talkatoo will state that system is ‘within normal limits’. Vitals will be left blank if not dictated in our Auto-SOAP template.
Submitting your note
When you are completely finished with your note, hit the submit button. Your first note has now been submitted to the portal! When it is available to edit, the status will change to ‘Draft Ready’.
If your note is stuck
If your note is stuck as a draft, click back into it and hit submit again. Your note must be refreshed to display the ‘Draft Processing’ status. Once the note is ‘processing’ it will successfully reach your admin portal for retrieval.
From your computer: Log into the Web Portal using your Talkatoo credentials. Click “Talkatoo Notes” on the left side of the page to view all notes. From here, you can select which note you’d like to access.
From your mobile: You can check the status of your note in the mobile app by pulling down from the top of your active notes screen to refresh the status of your notes.
Access the recording
At the very top of the page, you’ll see playback options to listen to your recording. Simply use the playback buttons to hear the original audio.
A transcript of your recording is located directly below it. To view and edit the full transcript, click “show more”. Click the “copy” button on the right to copy the full transcript.
Your note is automatically templated into a SOAP note for your convenience. You’ll want to be sure you are listing any body systems that are abnormal, so Talkatoo can capture that appropriately.
You’ll notice that any “normal” body systems will be labeled with “Within normal limits”. If you’d like to change this statement, you can do so in the “settings” page.
Appointing a scribe
A scribe is someone who will have access to view, edit and apply notes to PMS. This can be the note taker themselves, or someone else in the clinic (tech, etc.). To appoint a scribe, add them as a new user in your admin portal, and add them as a scribe in the app!
If you’d like to get more information, follow this link to our Knowledge Base.
Step 4: Inputting your notes
Managing your note status
Use the sidebar to manage and keep track of your notes.
Awaiting review: The note is generated and has not been edited or inputted.
In Review: You’ve clicked into the note and made an edit to the template or transcript. The status will automatically change to ‘In Review’ if you edit the note.
Verified and in PMS: You’ve moved the note or desired portions into your PMS. This will remove the note from your active notes list storing it in a folder with the other “IN PMS” notes
Needs Attention: If you encounter a note with audio issues or discrepancies, flag the note using the needs attention button. This will flag the note in your phone’s active note list, for you to re-record or clarify the outcome.
Once the issue has been resolved, the note will pop back into “in review” status, which will allow you to complete the appropriate edits.
Enter into PMS Once the note looks satisfactory, click the copy button on the sections you wish to transfer into your patient record, paste them in accordingly.
In addition to note management, you’ll be able to use the 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!)