Help Center

What is Scribe360?

Scribe360 is an AI-powered medical scribe designed for pediatric practices. It listens to patient encounters, generates structured SOAP notes, suggests ICD-10/CPT codes, and creates after-visit summaries — all in real time.

Creating Your Account

Physicians and practice administrators can self-register:

1. Click Sign Up and select your role (Physician or Practice Admin)
2. Enter your name, email, password, and practice name
3. Verify your email by clicking the link sent to your inbox
4. Log in and complete the physician acknowledgment (physicians only)

Roles & Permissions

The Owner flag grants additional privileges — owners can manage all users, promote others to owner, and configure practice settings. The first person to register a practice is automatically the owner.

Recording an Encounter

To start recording a patient encounter:

1. Select or create the patient
2. Choose the visit type (well-child, sick visit, follow-up, or procedure)
3. Capture guardian consent (required before recording)
4. Tap the record button and begin your conversation

Encounter Status Lifecycle

Each encounter progresses through these stages:

Network Issues During Recording

If your connection drops during recording, Scribe360 continues recording locally. Audio is buffered in your browser and automatically uploaded when the connection is restored. You don't need to take any action — just keep talking to your patient.

AI-Generated SOAP Notes

After recording, Scribe360 generates structured SOAP notes from the encounter transcript:

• Subjective — Chief complaint, history of present illness, review of systems
• Objective — Physical examination findings, vitals
• Assessment — Diagnoses with suggested ICD-10 codes
• Plan — Treatment plan, follow-up, medications, with suggested CPT codes

Reviewing & Editing

The three-panel review layout shows the transcript (left), SOAP note (center), and codes/follow-ups/summary (right). You can edit any section before approving.

After-Visit Summary

An after-visit summary is generated in non-medical language for the patient's guardian. You can print it directly from the encounter review page.

Managing Patient Records

Patient records in Scribe360 are lightweight — name, date of birth, and guardian information. Clinical details live in the encounter SOAP notes, not the patient record.

Physicians and clinical assistants can create new patients. Practice admins can view the patient list but not clinical content.

Patient Consent

Guardian consent must be captured before any encounter recording begins. If consent is revoked mid-encounter, recording stops immediately and any captured audio is deleted.

Inviting Team Members

Practice owners and admins can invite new members from the Team page:

1. Click Invite Member
2. Enter the person's name, email, and select their role
3. They receive an email invitation (expires in 7 days)
4. They click the link, set their password, and join your practice

Managing Users

From the Team page, owners and admins can:

• Disable a user — they can no longer log in (can be re-enabled)
• Promote to Owner — gives full administrative control
• Demote — physician owners can remove owner status from practice admin owners
• Reset Password — set a new password (communicated directly, not emailed)

Updating Your Profile

From Settings in the user menu, you can update your first name, last name, and email address. Practice owners can also edit the practice name.

Changing Your Password

Enter your current password and a new password (minimum 8 characters). Your new password cannot be the same as your current password.

Session Timeout

For HIPAA compliance, sessions automatically expire after 30 minutes of inactivity. You'll need to log in again after a timeout.

How We Protect Patient Data

• Encryption in transit — all data transmitted via TLS
• Encryption at rest — full-disk encryption on all servers
• Access controls — role-based permissions, 30-minute session timeout
• Audit logging — every PHI access is logged immutably
• Audio deletion — encounter audio is deleted after physician approval
• No PHI in logs — application logs are scrubbed of patient data

For full details, see our HIPAA Compliance page and Privacy Policy.

Can I use Scribe360 on my phone?

Yes — the recording interface is optimized for mobile (375px+). You can record encounters from any device with a microphone and browser. SOAP note review is best on desktop or tablet.

What happens if I lose internet during a recording?

Recording continues locally. Audio is buffered in your browser and uploaded automatically when connectivity returns.

Are the AI-generated codes accurate?

ICD-10 and CPT code suggestions are AI-generated recommendations. They must be independently verified by the physician before use in billing or clinical records. This is covered in the physician acknowledgment.

How do I transfer SOAP notes to my EHR?

Clinical assistants (or physicians) can copy individual SOAP sections to the clipboard and paste them into your EHR system (e.g., Practice Fusion). A "Mark as Transferred" button tracks which encounters have been entered.

How do I get help?

Use our Contact Form or email support@scribe360.app. We typically respond within 24 hours.