This article is for providers with AI Note Transcription enabled on their account.
AI Note Transcription turns your appointment audio into a structured clinical note. You can record the conversation right in Prospyr or upload an existing audio file, choose a Smart Note template, and Prospyr will generate a note attached to the correct patient and appointment.
Before you begin
AI Note Transcription must be turned on for your individual provider account.
Your practice must have at least one Smart Note template set up.
If you don't see recording controls, see Why can't I access AI Note Transcription? below.
Important: Follow your practice's policies and any applicable laws for getting patient consent before recording an appointment.
Important: AI-generated notes are a starting point, not a finished record. A qualified provider must review and edit the note before it's finalized or used for patient care.
How do I record an appointment?
Open the patient's appointment in Prospyr.
Go to the Notes section.
Select Record Appointment. (Allow microphone access if your browser prompts you.)
Choose how you want to provide the audio:
Select Record Audio to use your device's microphone, or select Upload Audio File to use a recording you already have.
Select Pause any time you don't want audio captured.
Select Resume to pick the recording back up.
A recording indicator shows while your microphone is active, and the recording continues even if you navigate to another area of Prospyr.
Select Stop Recording once the conversation is finished.
Select Process Audio with Selected Template.
Prospyr will transcribe the recording and generate a structured clinical note attached to the patient and appointment.
Note: Processing can take a few minutes depending on the length of the recording. You can safely leave the page — processing continues in the background.
Can I upload an existing recording instead?
Yes. Open the Upload Audio File tab, then click the upload area or drag and drop your file into it.
Supported file types include:
MP3
WAV
AAC
M4A
MP4 video
Other audio formats your browser recognizes
Wait for the upload to finish before selecting a template.
How do I choose a Smart Note template?
A Smart Note template controls how the generated note is organized — for example, your practice might have separate templates for consultations, follow-ups, procedures, or specific services.
Once your audio is ready, search or browse the available templates.
Select the template that best matches the appointment.
Select Process Audio with Selected Template.
Note: If your practice only has one Smart Note template, Prospyr may select it for you automatically.
What information does Prospyr include in the note?
Prospyr uses the appointment audio and your selected template to build the note, pulling in existing patient, appointment, and provider details where they apply — things like the appointment date, provider name, reason for visit, or available patient information.
The generated note is designed to:
Summarize key clinical findings.
Organize information into the selected template's sections.
Fill in relevant fields based on the conversation.
Leave a field blank rather than guess when information isn't clear.
Link automatically to the correct patient and appointment.
Important: AI output can be incomplete or inaccurate. Reviewing and correcting the note is the provider's responsibility.
Where do I find the completed note?
The generated note attaches automatically to the patient's appointment. Go back to the appointment's Notes section to open, review, and edit it.
The note title includes the Smart Note template name and the date the note was generated.
Can I leave the page while the note is processing?
Yes. Once processing starts, it's safe to navigate away — transcription and note generation continue in the background.
What should I do after the note is generated?
Before you rely on the note:
Read through the entire note.
Compare it against the appointment conversation and your clinical findings.
Correct anything that's inaccurate, unclear, or missing.
Remove any content that doesn't belong in the patient's record.
Complete your practice's normal review and signing process.
AI Note Transcription assists with documentation — it doesn't replace your clinical judgment or your documentation responsibilities.
Common Issues
Why can't I access AI Note Transcription?
Access is granted per user. If you see an access screen instead of the recording controls, your provider account doesn't currently have the required license. Select Ask About License to contact Prospyr Support.
Why can't I start recording?
Check the following:
Your browser has permission to use the microphone.
A microphone is connected and available.
No other application is blocking browser access to the microphone.
You're using a supported, up-to-date browser.
The appointment and patient loaded correctly.
If recording still won't start, refresh the page and try again, or upload an existing audio file instead.
Why can't I process the recording?
Before processing can start, Prospyr needs:
A completed recording or uploaded audio file.
A selected Smart Note template.
A fully completed audio upload.
If the Process Audio with Selected Template button isn't available, confirm the page shows Audio Ready and that a template is selected.