How Exam Notes Works

The Exam Notes feature in DigitalTCO is a robust tool designed to streamline dental documentation, offering multiple functionalities and customisations. This article provides a detailed overview of the buttons, features, and workflow in Exam Notes.

Top Row Buttons

  1. Refresh Button
    • Resets the note back to its initial state.
  2. Patient ID Box
    • Input the patient ID here to associate the note with the correct patient.
  3. Pick Your Exam Template
    • Use this box to select your desired exam template.
    • Start typing the template name (e.g., "Basic Exam"), and select it using the keyboard or mouse.
    • Templates can be customised in Templates > Templates > Exam Templates.
  4. Import Previous Exam
    • Allows you to use a prior examination as a template for the current note.
    • Watch Video #10 in the Learn > Knowledge Vault > Exam Notes Layout for a detailed guide.
  5. Chart Button
    • Toggles the chart view and provides instructions for using DigitalTCO's automatic voice charting.
    • Watch Video #12 in the Learn > Knowledge Vault > Dental Chart for a detailed guide
  6. Save Audio Button
    • Lets you decide whether to save the audio recording for the current session.
    • Default settings can be adjusted in Settings > Profile.
    • Useful for cases where the patient requests not to save audio.

Left-Hand Column

  1. Conversation History
    • Your recorded transcript(s) and any additional edits you wish you make to the original transcript.
  2. Nurse's Notes
    • A text box for the nurse to input additional observations or details during or after the appointment.
  3. Dentist Observations and Notes
    • This is where your dictated or typed notes appear if you still wish to type your dental notes (generally no longer needed).
    • Voice input is highly recommended for efficiency.

Right-Hand Column

  1. Selected Template View
    • Displays the active template for reference.
    • Nurses can use this for prompts or updates during the appointment.
    • Templates follow the "Healthy Patient Baseline" model and are updated, not added or subtracted from.

Audio Recording Controls

  1. Microphone Button
    • Starts the recording. The audio box will turn purple in the background and move with your voice.
    • A message will also appear "Recording in Progress" to make you aware that the microphone is on and recording.
  2. Pause Button
    • Pauses the recording and a message will appear "Recording Paused" in orange.
  3. Play Button
    • Resumes a paused recording, turning the bar purple again and move with your voice.
  4. Stop Button
    • Ends the recording, processes it, and generates the transcript in the "Conversation History" box.

Discussion Options

  1. Feather Icon
    • Generates a lighter, concise discussion suitable for routine appointments.
  2. Flame Icon
    • Produces a detailed and comprehensive discussion for complex cases, new patient consultations, or extensive treatment plans.
  3. Paper Airplane Icon
    • Combines all inputs (template, nurse’s notes, dentist’s observations) into a finalised note.
    • If unsatisfied with the note, you can press the button again, switch between Feather or Flame modes, manually edit the transcript, or record another transcript by pressing the microphone icon again and it'll add it to the "Conversation History".

Additional Features

  1. Get Patient Recommendations
    • Generates a brief patient report.
  2. Upload Audio Button
    • Allows you to upload saved audio files if the internet connection is lost during recording.
  3. Check Audio Quality
    • Useful for troubleshooting transcript errors.
    • Common issues:
      • Microphone not working or poor quality.
      • Background noise (e.g., radio interference).
      • Long silences in the audio file.

AI Output Section

The AI Output section on the right-hand side displays the finalised note generated from the input data.

  1. Edit and Save
    • You can manually edit the AI output via microphone recording or typing into the "Dentist Notes", press "Process Transcript" and changes will update your existing dental note.
  2. Copy Button
    • Copies the note for use in patient management systems.
  3. Copy Simple
    • Formats the note specifically for older software like Exact or Software of Excellence.
  4. Share Template Button
    • Share your templates with colleagues.
  5. Template Exchange
    • Add your templates to the Template Exchange in Templates > Template Exchange.
  6. Patient Letters and Molar Mail
    • Access these features by navigating to the Notes List, selecting the specific note, and choosing your desired option.

Workflow Summary

  1. Choose a patient ID and template.
  2. Record observations using the microphone.
  3. Pause, play, and stop as needed to manage the recording.
  4. Use the Feather or Flame discussion options to refine the note.
  5. Generate the final note with the Paper Airplane button.
  6. Access additional features like patient letters or Molar Mail through the Notes List.

Conclusion

The Exam Notes feature is designed for flexibility, efficiency, and precision, catering to live appointment recordings and post-appointment dictation. Whether you’re using templates, saving audio, or generating patient communications, Exam Notes integrates seamlessly into your workflow.

For more detailed instructions, visit the Knowledge Vault or contact support for assistance.

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