Help Center

What is Scribe360?

Scribe360 is an AI-powered medical scribe designed for office-based medical practices across 30 specialties. It records patient encounters, transcribes with medical-grade accuracy, generates structured SOAP notes, suggests ICD-10/CPT codes, and creates after-visit summaries — typically within 60 seconds of stopping the recording.

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, practice name, NPI number, and specialty
3. Your NPI is verified against the CMS national registry
4. Verify your email by clicking the link sent to your inbox
5. Log in and complete the physician acknowledgment (physicians only)

Browser Requirements

Google Chrome is the preferred and tested browser for Scribe360. Chrome provides the most reliable experience for audio recording, real-time transcription, and encounter management. Other Chromium-based browsers (Edge, Brave) may work but are not officially tested.

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 (from 240 types across your specialty — well-child, sick visit, follow-up, telehealth, and more)
3. Capture patient consent (required before recording)
4. Tap the record button and begin your conversation

Encounter Status Lifecycle

Each encounter progresses through these stages:

Recording Time Limit

Each recording has a 60-minute maximum to protect against accidentally leaving a recording running. You will see a warning at the 5-minute mark and again at 15 seconds before the limit. If the limit is reached, recording stops automatically and proceeds to transcription.

For longer encounters, stop and save the recording before the limit, then start a new encounter for the remainder.

Pause & Resume

During a recording, you can tap the Pause button to temporarily stop capturing audio — for example, when a sensitive topic arises or you need to step out. Tap Resume to continue. Paused time is not included in the recording.

Recording in Multiple Tabs

You can open multiple encounter tabs in Chrome to manage back-to-back patients. However, only one encounter can be actively recording at a time — other encounters can be paused or in any other status. This is a browser microphone limitation: Chrome shares the microphone across tabs, but only one tab should be capturing audio at any given moment.

Saving & Downloading Audio

After stopping a recording, a Save Recording button appears. This downloads the audio file to your device for your own records. Audio is also temporarily stored in your browser's local storage (IndexedDB) to protect against accidental page refreshes.

Uploading Audio or Pasting a Transcript

If you recorded audio using an external device, you can use the Upload Audio File option to upload it for transcription. Alternatively, if you already have a transcript (from another service or dictation), you can use Paste Transcript to enter it directly and skip the transcription step.

Microphone Not Found / Access Denied

If Scribe360 can't find a microphone (unplugged headset, browser permission denied, no input device on a desktop), the recording UI shows the error and stays in its pre-recording state — the start button remains the red microphone, no Stop or Pause appears. Plug in / select a mic, grant the browser permission, and try again.

"No Discernible Audio" After Recording

If the transcription service returns an empty transcript — typically because the mic was muted, too far from the speaker, or the room was very quiet — Scribe360 stops retrying immediately and shows a clear "No Discernible Audio" message. There is no Retry button (it would not help; the audio itself contains no speech). You can:

• Record Again — start over; the original silent recording is discarded.
• Save Recording (if enabled) — download the audio file for review.

Connection / service errors (where the audio could have been transcribed) are handled separately — those still offer a Retry button.

Network Issues During Recording

Audio is captured 100% locally in your browser. If your WiFi drops during the encounter, recording continues uninterrupted — no data is lost. When you stop recording, the audio is uploaded for transcription. Additionally, the browser tab is protected from suspension (Web Lock API) and the screen stays on during recording (Wake Lock).

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

Additional AI-Generated Content

Beyond the four SOAP sections, the AI also generates:

• ICD-10 Diagnosis Codes — suggested codes with descriptions. Codes flagged as HCC (Hierarchical Condition Category) are highlighted for risk-adjustment awareness.
• CPT Procedure Codes — suggested billing codes based on the encounter.
• E/M Level — suggested Evaluation & Management level based on medical decision-making complexity.
• Medications Mentioned — medications referenced during the encounter with frequency and duration.
• Follow-Up Items — recommended follow-up actions extracted from the encounter.
• Patient Instructions — care instructions for the patient.
• After-Visit Summary — a plain-language summary for the patient or their guardian, printable from the encounter page.

Reviewing & Editing

The encounter review page displays all generated content. Click any section to edit it inline — changes auto-save with visual confirmation. Edited sections display an "Edited" badge for audit tracking.

Each section has a Copy button for one-click clipboard transfer. Copied text includes an "(AI-generated)" suffix to clearly identify AI-produced content when pasted into your EHR.

You can also provide thumbs up/down feedback on each AI-generated section to help improve future results.

Regenerating SOAP Notes

If you edit the transcript (e.g., to correct a transcription error), you can click Regenerate SOAP Note to produce a new SOAP note from the updated transcript. This replaces the previous AI-generated content.

Documentation Quality Flags

The AI may flag potential documentation issues — such as missing vitals, incomplete history, or assessment/plan inconsistencies. These flags appear as alerts on the encounter review page to help you ensure documentation completeness before approving.

Managing Patient Records

Patient records in Scribe360 are lightweight — name, date of birth, gender, 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.

If you have an existing patient list in your EMR, we offer a free bulk import service — just export a CSV and email it to us.

Patient Photo

Each patient record can have a captured photo for visual identification. To capture or replace a photo, open the patient record and click the camera icon on the avatar (small icon overlay) or the Capture Photo / Replace Photo button under the main photo card.

• The browser will prompt for camera access the first time.
• On iPad and phones, the app uses the rear camera by default (clinician aims it at the patient). A camera-rotate button in the top-right of the modal switches between rear and front cameras when the device has both.
• Position the patient's face in the center of the preview, then tap Capture. Confirm with Use Photo or tap Retake to redo.
• Photos are stored outside the web root and served only through an authenticated, practice-scoped controller — they are never directly accessible by URL.
• Use Remove to delete a captured photo; the placeholder (an age- and gender-appropriate sketch) returns automatically.

Browser camera access requires HTTPS. On staging and production this works out of the box. If a microphone or camera permission is blocked, check the browser's site settings for scribe360.app.

Searching for Patients

The patient list includes a type-ahead search that filters as you type. You can search by first name, last name, date of birth, or any combination. The same search is available when selecting a patient during encounter creation.

Patient Consent (Recording)

Consent must be captured before any encounter recording begins. The consent form adapts based on patient age:

• Patients under 18 — Guardian consent is required. You must enter the guardian's name and relationship (parent, guardian, or other).
• Patients 18 and older — The patient consents for themselves. Name and relationship are auto-filled.

If others are present in the room (e.g., a family member, interpreter, or student), you can note them in the optional "Others Present" field. All individuals present will be recorded.

Consent is recorded for HIPAA compliance. Audio is automatically deleted after the physician approves the encounter. If a patient later requests data deletion, contact support.

SMS Consent

Separate from recording consent, the patient (or guardian for minors) must give express written consent before Scribe360 can send them text messages — for example, telehealth visit links or appointment reminders. This is a TCPA requirement and applies regardless of HIPAA recording consent.

How to collect SMS consent:

1. Have the patient sign a consent form during intake. You can use your practice's own intake form, or print our ready-to-use template — see Print SMS Consent Form (auto-fills your practice name when you're signed in; with a patient ID, also pre-fills name, DOB, and phone).
2. Retain the signed form per your practice's records policy (at least 4 years recommended for TCPA compliance).
3. Open the patient record in Scribe360, enter their phone number, and check the SMS consent on file attestation box. Save.

Once attested, the patient view shows a green SMS OK badge next to the phone number. Without attestation, an amber No SMS consent badge appears and the platform refuses to send any SMS to that patient.

Opt-out: Patients can reply STOP to any message at any time to permanently unsubscribe; the platform handles this automatically and clears their consent record. They can re-subscribe by replying START or by signing a new consent form.

For the full ISV consent model and recommended language, see our SMS Consent & Communications Practices page.

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. Physicians can also set their accent/language (for transcription accuracy), gender (for speaker diarization), and specialty (for visit type options). Practice owners can edit the practice name, address, phone, and timezone.

Connecting Your EHR (Practice Fusion)

Practice owners can link Scribe360 directly to Practice Fusion so SOAP generation can pull recent chart context — active diagnoses, chronic problems, allergies, active medications, and recent vitals — as background for the AI. The transcript still wins on conflict; chart data is reference, not authority.

Connecting is a two-side flow: subscribe to Practice Fusion's HL7 FHIR API add-on (free during their early adopter period), then click Connect Practice Fusion in Scribe360's Settings page.

See the step-by-step walkthrough

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.

Subscription & Encounter Limits

Your plan's monthly encounter limit is shown in Settings under Subscription. The usage bar shows how many encounters you've used this billing cycle. When you approach or reach your limit, you'll see alerts on the dashboard and encounter pages. To upgrade, contact us or visit the Pricing page.

Session Timeout

For HIPAA compliance, sessions automatically lock after a period of inactivity. A warning appears before the session expires. When it does, a login prompt appears on-screen — just enter your password to continue exactly where you left off. No data is lost, including active recordings.

• General pages: 30 minutes of inactivity
• Active recording: 75 minutes (recording auto-stops at 60 minutes)
• Paused recording: 4 hours (physician may return to continue)

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, automatic session lock on inactivity
• 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+). Use Chrome on any device with a microphone. SOAP note review is best on desktop or tablet.

What does the dashboard show?

Physicians see a "Needs Attention" summary with counts of encounters awaiting recording, transcription review, SOAP review, and approval — each clickable to filter the encounter list. Plan usage and recent encounters are also displayed.

Clinical assistants see their transfer queue — encounters approved and ready to capture into the EHR.

Practice admins see a team overview with active member and pending invitation counts.

What happens if I lose internet during a recording?

Recording continues locally — audio is captured 100% in your browser. WiFi can drop for the entire encounter with zero impact. When you stop recording, the audio uploads for transcription.

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?

Every section has a one-click copy button. Clinical assistants can use the transfer queue to manage encounters ready for EHR entry. Once copied to your EHR, mark the encounter as "Captured to EMR." There is a 5-minute undo window for clinical assistants; physicians can undo at any time.

How do I find a specific encounter?

The Encounters page groups encounters by date (collapsible) and offers filters for patient name search, date range, status, and physician. Click any encounter row to open it.

How do I print a patient's SMS consent form?

From any patient record, scroll to the bottom of the Patient Information card and click Print SMS consent form. The form opens in a new tab pre-filled with the practice name and (when launched from a patient record) the patient's name, DOB, and phone. Click Print in the top-right; nav and chrome are stripped automatically for clean Letter-size output. The patient or guardian signs the printed form, and the practice retains it. After signature, return to the patient record and check the SMS consent on file attestation box. The standalone version (without patient pre-fill) is at /site/sms-consent-form.

What if my microphone or camera doesn't work?

Browser camera and microphone access requires HTTPS — staging and production both qualify. If the browser blocks access:

• Click the lock icon in the address bar and ensure microphone / camera are Allow for scribe360.app.
• On iPad / iOS, allow Safari to access the camera in Settings → Safari → Camera.
• On a desktop with multiple devices, the OS may have selected a wrong default — check OS audio/video preferences.
• If "Microphone not found" persists, plug in or enable an input device. The start button stays in the red-mic state until a device is available; no recording is started.

How do I get help?

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