Scribematic Knowledge Base

Scribematic is designed to provide reliable, streamlined clinical documentation workflows. However, occasional technical issues may occur related to:

This troubleshooting guide provides solutions for the most common issues encountered while using Scribematic. You will learn how to:

Most issues can be resolved quickly using the steps below.

Best Practices for Preventing Issues

Before Contacting Support — Try:

These steps resolve many common workflow interruptions.

Helpful Support Tip: When contacting support, provide as much detail as possible:

Scribematic can restore lost notes for up to 30 days from the time of recording.

To restore a note:

Ensure that you are logged in with the same email on all devices. Using multiple accounts may prevent notes from syncing.

Try these steps:

To enable your microphone:

Sometimes recordings end early due to device settings such as a screen saver, auto-lock, or power-saving feature.

To fix this:

If you cannot resolve your issue:

Provide as much detail as possible (e.g., device, browser, note name, date, screenshots) to help the support team assist you faster.

Scribematic is designed to support real clinical workflows, including situations where providers move between multiple patients throughout the day. Whether you are:

Scribematic allows you to pause, resume, and edit notes seamlessly without losing documentation continuity.

This article explains how to:

A useful way to think about managing encounters:

Pause → Switch patients → Resume later → Finalize when complete

Scribematic automatically appends resumed recordings into the original patient note, eliminating the need to merge files manually.

Best Practices for Multi-Patient Workflows:

Best Practices for Editing Notes:

Important Reminder About Talk to Your Note:

There's no need to merge files — Scribematic automatically appends the new audio to the original recording.

This allows you to add additional dictation before locking the note again.

Use Talk to Your Note to apply edits directly to the note text.

Important Details:

Best Practice Tip: If you anticipate additional updates, consider unfinalizing first before making major changes.

While most clinicians record visits directly within Scribematic, live recording requires a reliable internet connection. When internet access is limited or unavailable, Scribematic allows you to upload offline recordings or transcriptions for processing and note finalization.

This article explains:

Common Use Cases:

For Best Results:

Supported File Types:

Record the visit using your preferred device or recording tool, such as:

Ensure the recording captures clear audio and includes the full encounter.

Once internet access is available:

Templates are one of the most powerful features in Scribematic. They allow clinicians to shape notes to match their exact documentation style, specialty requirements, and clinical voice. With well-built templates, Scribematic can reliably and consistently match your documentation standards.

From here, you can:

Exam, Review of Systems, and Procedure Templates

These templates are designed to be used within Checkbox Finalize. When finalizing a note with Checkbox Finalize, you will see dropdown menus where your Exam, ROS, and Procedure templates will be available. Many clinicians can copy their existing EHR macros directly into Scribematic.

My Complete Note Templates

These templates provide maximum control over Scribematic's output. When Finalize from Template is selected, the template defines the full structure of the note and instructs the AI on how each section should be written. This is ideal for clinicians who want their notes to closely follow a specific documentation format.

Video: How to Create an Exam Template

Scribematic provides two primary options:

Option 1: Build Your Own Template

Go to Templates → My Complete Note → Create Template → Build Your Own

Option 2: Create from EHR Note

Providers within the same Enterprise Group can share templates. Many organizations choose to standardize documentation by creating templates that are used across the entire practice. These templates can be preloaded into individual user accounts.

Tip: "This section should be formatted like the following example, please note that this is just an example and the data contained therein is from a different patient and not to be confused with the patient at hand:"

Scribematic is an ambient listening medical scribe designed to securely process clinical encounters into structured medical documentation while protecting patient privacy. The platform is built with safeguards that align with healthcare regulations and industry security standards.

Scribematic meets the requirements of the Health Insurance Portability and Accountability Act (HIPAA).

How Scribematic Supports HIPAA Compliance:

Clinicians should obtain patient consent when using AI-assisted scribing and should consult their state and local regulations regarding recording requirements.

Scribematic aligns with the following compliance frameworks:

These frameworks involve independent audits, third-party verification, and ongoing monitoring. Visit Scribematic's Trust Center for more information.

Data Encryption:

Patient Data Is Not Used to Train AI Models

Patient visits, recordings, and generated notes are not used to train AI models. Scribematic does not allow the AI to learn from or retrain itself on patient encounters.

Improving Output Without Using Patient Data:

Access Control: Only authorized users can access clinical data through secure authentication and controlled user permissions.

Recording Retention:

Final Deletion:

Providers Should:

Example Consent Scripts:

Assistant:

"Dr. ______ will be using an AI service called Scribematic to help take notes today. Is that OK?"

Provider (concise):

"I'm using an AI scribe to help me take notes. Is that OK?"

Provider (patient-focused):

"To give you my full attention, I'm using a service called Scribematic to help me take notes. It transcribes our visit and creates notes for your medical chart. Is it OK if I use this service during our visit?"

Documenting Consent:

After completing a recording, Scribematic provides multiple ways to finalize your note. Each finalization option is designed to support a different clinical workflow.

A helpful way to think about it:

Video: How to Finalize Your Note

Once you click Stop Recording, finalize options will appear at the bottom of the note.

Best for: Simple, fast notes with minimal customization.

Quick Finalize:

Use this when:

Best for: Quick notes with more structural control.

Checkbox Finalize allows you to:

Note: Selections are held between finalizations. If you have a standard set of required fields, you will not need to adjust in Checkbox Finalize every visit — only open the dropdown to make changes.

History of Present Illness options: Multi-complaint or Extensive Assessment and Plan options: Multiple formats available

Use this when:

Best for: Full customization and specialty-specific workflows.

Allows you to apply a "My Complete Note" template to your recording. Templates allow you to:

Use this when:

Video: Use Templates

Best for: Physicians who prefer post-visit dictation-style workflows.

Designed for situations where you are:

Includes multiple formatting options. The "My Complete Note" option lets you select a template you have created for your dictation format.

Use this when:

Best for: Rounding, handoffs, and multi-clinician discussions.

Designed for:

Select Clinical Discussion when conducting an extensive discussion of the patient's situation. Works well for rounding. Combines subjective/objective findings, history, etc. into a relevant clinical discussion.

Select Systems Based Assessment and Plan when an extensive list of systems is discussed (e.g., cardiovascular, gastro) and the current system status and plan are mentioned.

Use this when:

Scribematic includes several advanced features and optional settings designed to improve documentation accuracy, workflow efficiency, customization, and note consistency. Most advanced settings can be found under Account → Settings.

This article explains how to use:

Recommended Starting Features: Most providers benefit first from:

Best Practices for Optimization:

Important Reminder: Scribematic stores records for 30 days. Features such as Copy Forward will only work for encounters within that timeframe.

Purpose: Improve documentation accuracy for commonly misinterpreted terms.

Go to Account → Settings → Custom Lexicon

Custom Lexicon allows you to define:

Once added, Scribematic will consistently document those terms correctly in future notes.

Video: How to Use Custom Lexicon in Scribematic

Purpose: Control the output language of your notes.

Go to Account → Settings → Language Settings

Scribematic:

Live transcription is currently available in English.

Purpose: Adjust performance preferences.

Go to Account → Settings → Select AI Model

Scribematic uses multiple AI models to generate notes. By default, the Automatic Router selects the most appropriate model. You can manually select models if you prefer:

Most users benefit from leaving the automatic model selected.

Purpose: Automate your workflow.

Go to Account → Note Settings → Auto Finalize

Auto Finalize automatically completes a note as soon as a recording ends using your most recently selected finalize option.

This works best when:

Note: If your note is Auto-finalized and you weren't ready, you can Unfinalize the note by scrolling to the top of the note.

Purpose: Maintain continuity across encounters.

Copy Forward allows you to start a new note using a previous note as context. Especially useful for:

How to use:

The new note will include information from both the previous and current visit.

Important: Scribematic only stores records for 30 days, so Copy Forward will only work on visits within 30 days of each other.

Go to Account → Integration → Manage Integration

Integrations allow for:

Scribematic integrates with multiple EHR systems, with additional integrations in progress. Contact the support team for setup assistance.

This article provides a high-level overview of Scribematic's workflow and guides you through creating your first medical note. Scribematic is an ambient listening medical scribe designed to capture the full provider–patient encounter and transform it into a structured, professional medical document using AI.

Navigate to scribematic.ai and log into your account.

You may now conduct your patient encounter as you normally would. Scribematic will capture the full visit in the background.

Note: First-time users may need to allow browser permissions to access their microphone.

For first-time users, we recommend:

In most introductory workflows, Quick Finalize is recommended. (See the article on Finalization Options for a full comparison.)

Once finalized, Scribematic generates a completed medical document. Before moving the note into your permanent records:

Scribematic is EHR-agnostic, meaning it is designed to work alongside any Electronic Health Record system.

To transfer your note:

This article answers common questions about using Scribematic during:

For Best Audio Quality:

For Multi-Speaker Encounters:

Scribematic distinguishes speakers primarily through conversational context rather than biometric voice recognition. To improve accuracy:

Example: "I'm Dr. Smith and this is our medical assistant, Sarah. Nice to meet you, Annie."

For Multilingual Visits:

Step 1: Enable the Telehealth Audio Feature

Step 2: Start a Telehealth Recording

Step 3: Choose What to Share

Yes, Scribematic works with speakerphone calls. For best performance:

Scribematic generally distinguishes between provider and patient well through contextual understanding. To improve accuracy:

Scribematic can process multiple languages within a single visit. The AI is fluent in nearly 60 languages.

No workflow changes are required for non-English visits. Scribematic will recognize the language being spoken within the first few sentences. Live transcription will not auto-populate during non-English visits, but the visit is still being captured. Once finalized, the transcription will appear.

Your final note will always be generated in your preferred output language, regardless of the language spoken during the visit.

Update your preferred language under: Account → Settings → Language Settings

If Scribematic is not capturing audio, the most common cause is that the microphone is not enabled.

How to Enable Your Microphone in Chrome:

Additional Troubleshooting Tips:

While Scribematic is designed to require minimal editing, providers are always responsible for reviewing and finalizing their notes before signing or exporting.

Video: Edit Your Note

For small corrections, you can edit sections directly:

Reminder: If you refinalize your note after you have made edits, you will lose those edits because they have not been applied to the original recording.

For more complex changes, give instructions directly to the AI using the Talk to Your Note feature. This is especially useful for:

Step 1: Select "Talk to Your Note"

After your note has been generated, click the Talk to Your Note button at the top of your note.

Step 2: Enter Your Instruction

You can either speak your instruction or type it directly into the input field.

Example 1: Changing Formatting

"Please present the HPI as a bulleted list."

After submitting, the AI will immediately restructure the HPI into a bulleted format.

Example 2: Correcting a Patient Name Globally

For best results:

You can experiment with:

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