How Exam Notes Works

The Exam Notes feature in DigitalTCO is a robust tool designed to streamline dental documentation, offering multiple functionalities and customizations. 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 customized in Customize > Your Templates > Exams.
  4. Import Previous Exam
    • Allows you to use a prior examination as a template for the current note.
    • Watch Video #4 in the Knowledge Center > Knowledge Vault > Exam Notes for a detailed guide.
  5. Chart Button
    • Toggles the chart view and provides instructions for using DigitalTCO's automatic voice charting.
  6. Save Audio Button
    • Lets you decide whether to save the audio recording for the current session.
    • Default settings can be adjusted in Customize > Profile.
    • Useful for cases where the patient requests not to save audio.

Left-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.
  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.
    • Voice input is highly recommended for efficiency.

Audio Recording Controls

  1. Microphone Button
    • Starts the recording. The audio box will turn green and move with your voice.
    • If the box is red, check the microphone settings under Profile > Default Microphone.
  2. Pause Button
    • Pauses the recording and turns the bar orange.
  3. Play Button
    • Resumes a paused recording, turning the bar green again.
  4. Stop Button
    • Ends the recording, processes it, and generates the transcript in the "Dentist Observations and Notes" box.
  5. Plus Button
    • Allows you to append additional audio to the transcript after stopping the initial recording.

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 finalized note.
    • If unsatisfied with the note, you can press the button again, switch between Feather or Flame modes, or manually edit the transcript.

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 finalized note generated from the input data.

  1. Edit and Save
    • You can manually edit the AI output, and changes will be saved automatically.
  2. Copy Button
    • Copies the note for use in patient management systems.
  3. Exact Copy Button
    • 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 Customize > 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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