Writing your first note in Chairscribe

This guide walks through the whole loop: creating an appointment, getting consent, capturing the conversation, generating a note, and reviewing it before it is finalised.

Quick start (60 seconds)

1. Create the appointment and add the patient’s name.
2. Get consent from the patient.
3. Capture the consult, or the whole appointment. Tap to record, hold for a voice memo, or attach a pre-made detail set or transcript.
4. Tap Generate Note and apply all detected templates.
5. Review red and yellow flags. Red means nothing was captured (e.g. LA), yellow means it is ambiguous. Fill in, correct, or set defaults in the Template Editor.
6. Check the form view and add any extra findings (e.g. radiographic) via the eye icon.
7. Confirm warnings. You are done.

1. Create the appointment

Start a new appointment and add the patient’s name. This is what the note is filed under, and it is what Chairscribe uses to pull in that patient’s history and profile preferences later.

2. Get consent

Before recording, get the patient’s consent. Chairscribe builds the note from your rules and assumption defaults together with the appointment context you provide.

3. Capture the appointment details

You have a few ways to get the conversation into Chairscribe, and none of them is “more correct” than the others. Use whatever fits how you work chairside:

• Tap to record. Starts a continuous recording you can run for the whole appointment.
• Hold for a voice memo. A quick push-to-talk capture, better suited to narrating just the clinically relevant part of the visit rather than the whole conversation.
• Record the whole appointment, or just the relevant segment. Capture everything front-to-back (small talk included), or tap in only when you reach the clinical discussion. Chairscribe filters for clinical content either way, so this is really about your own workflow preference.
• Attach a pre-made appointment detail set. If you already have structured notes or a saved detail set for a recurring scenario, attach that directly instead of recording.
• Paste in an existing transcript. If you already have a transcript from another source, drop it straight into the appointment details box.

Whichever method you use, the result lands as text in the appointment details box, ready to generate from.

4. Generate the note

Once your appointment details are in, tap Generate Note.

• Chairscribe automatically detects which templates are relevant to the appointment (for example, based on procedures, tooth numbers, or keywords mentioned).
• Tap Apply All to accept the detected templates rather than adding them one by one.
• Chairscribe also picks up structured details automatically where it can. The tooth number, for example, is extracted straight from what was said.
• Tap Generate and the note builds in front of you, with an animation showing which parts are filled from the appointment versus the fixed template text (the wording that stays the same every time).

5. Review flagged sections: red and yellow

Chairscribe colour-codes anything it wants you to look at rather than guessing:

• 🔴 Red: nothing was captured. Nothing in the appointment details covered this field, so it is left for you to fill in manually rather than invented. Local anaesthetic is a common example. If LA was not mentioned in the recording, it shows up red:
  • Add the LA type used (Chairscribe suggests common Australian defaults, for example Septanest or Articaine, based on what is typically used for the procedure).
  • You can add multiple LAs in the same appointment, and multiple delivery methods (e.g. infiltration vs. block) if more than one was used.
• 🟡 Yellow: ambiguous. Something was said, but not clearly enough for Chairscribe to fill the field with confidence, so it asks you to confirm or clarify (e.g. a differential diagnosis).

You can resolve either colour a couple of ways:

• Set a default in the Template Editor. For something you answer the same way almost every time (e.g. “no known drug allergies”), set it as the default value for that template. It then pre-fills automatically on future notes, and you only override it on the exceptions.
• Type it in or delete it. For one-off fields, type your answer directly, or delete the field if it is not relevant to this appointment.

Before finalising, Chairscribe also surfaces any warning flags for you to confirm (things like missed consent steps or clinically significant fields left unaddressed). Go through and confirm each one.

6. Use the form view to move faster

Alongside the note text, Chairscribe gives you a form view: a structured, select / deselect version of the same fields. This is often quicker than editing prose directly, especially for fields with a fixed set of likely options.

7. Add supporting findings

If there is something you want to add that was not captured in the conversation, like radiographic findings, tap the eye icon next to the relevant section to expand it, and type your findings in directly.

8. Done

Once warnings are confirmed and any missing or ambiguous fields are resolved, your note is complete: structured, reviewed, and ready to file. After the first pass of setting up defaults and templates for your common procedures, most future notes need only a quick scan and confirm rather than manual writing.

Tips for success

Getting help

Email support@chairscribe.com, or give us feedback in-app using thumbs-up and thumbs-down with your comments.

Glossary