AI scribe
Turn a recorded visit into a structured SOAP note in seconds.
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How it works
The AI scribe listens to the exam conversation through your device's microphone and transcribes it live, in a continuous series of short (~10 second) windows, for as long as the recording runs. There's no wait at the end for a long audio file to upload and process. When you end the visit, Chartling runs its full AI pipeline against the accumulated transcript and proposes a complete draft, not just the SOAP: the note itself plus charges, medications, and reminders pulled from what was said. Nothing is committed to the patient record until you review and confirm it.
AI-generated content is a draft, not a finalized note. Always review for accuracy (especially dosing, differentials, and plan items) before signing.
Using the scribe
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Open a visit and start recording
Start or open an in-progress visit and click Start recording (microphone icon). Confirm the consent prompt first: Chartling requires a recorded consent event before it captures any audio. Your browser will then prompt for microphone permission the first time; allow it.
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Conduct the exam naturally
Speak normally with the client and talk through your findings as you examine the patient. You don't need to dictate in any particular format. The scribe is trained on veterinary exam dialogue and understands clinical shorthand. A live detection panel shows what it's picking up (vitals, meds, diagnoses) as you go.
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End the visit to run the AI pipeline
When the exam is complete, click End visit. Chartling runs the full AI pipeline against everything transcribed so far: SOAP draft, charges, medications, and reminders. This typically takes 15 to 30 seconds, regardless of how long the recording itself ran.
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Review everything the scribe proposed
The visit moves to a review screen with each section (SOAP, charges, medications, reminders, and more) shown as a proposed item you confirm, edit, or reject individually. The scribe draft is a starting point, not the final record. If a two-column triage layout suits your workflow better than the classic single-column review, toggle it from the review screen; it's a per-person display preference, remembered on your device, and doesn't change what gets confirmed.
Once everything reads correctly, click Confirm all to accept every proposed item in one step instead of confirming each card individually. Lab and imaging orders are the one exception: confirming those needs the
lab.order/imaging.orderpermission on top of the general review permission, so if you don't hold it, Confirm all accepts everything else and leaves any proposed order for someone who does, rather than silently skipping or blocking the rest of the visit. -
Confirm and sign
Once everything looks correct, click Sign & finalize visit. Chartling shows your name and credentials, resolved from your own staff profile, and asks you to click to attest; there's nothing to type or draw. The signed note is your record. The AI-generated origin is logged in the audit trail but not displayed to the owner.
Audio & privacy
Audio is transmitted over an encrypted connection and used only to generate the SOAP draft for that visit. By default, Chartling transcribes the audio in-flight and never stores the raw recording at all. Only the transcript is kept. Your clinic can opt in to a recoverable audio trail from Settings → Clinic profile, choosing to keep the recording until you sign the note (then auto-delete) or for a fixed 14- or 30-day window, for example to allow a second listen if a draft needs review. Transcripts are retained as part of the visit audit trail regardless of the audio retention setting.
Inform clients that ambient recording is in use at the start of the visit. Chartling's consent capture includes an ambient-recording disclosure when enabled in your clinic settings. If your clinic has opted in to extended audio retention, make sure your consent language reflects that raw audio is held for a period after the visit rather than deleted immediately.
| Detail | Value |
|---|---|
| Languages supported | English |
| Max recording length | No fixed cap for an in-visit recording; audio is captured and transcribed in a continuous series of short windows for as long as the exam runs. (A separate ~10-minute clip limit applies to quick voice notes recorded elsewhere in Chartling, e.g. call logging or AI form fill.) |
| Audio retention | Never stored by default (transcribed in-flight); clinic can opt in to keeping it until sign-off or for a 14- or 30-day window in Settings |
| Transcript retention | Retained with visit audit trail |
| Model | Gemini, via Chartling's AI gateway |
FAQ
Recording runs from when you click Start recording to when you click End visit. Nothing is recorded outside that window, and within it Chartling transcribes live in short rolling windows rather than waiting until you stop.
The scribe handles typical clinic background noise (equipment, the animal). For very noisy recordings, some sections may be incomplete or uncertain. Those sections are flagged in the draft. Review them carefully and fill in any gaps manually.
Yes. The scribe uses the device's built-in microphone. A phone or tablet held near the exam table typically produces good results. An external Bluetooth microphone also works.
Yes. Both the live transcription during the recording and the AI pipeline that runs when you end the visit draw from your monthly AI quota. The scribe itself is available starting on the Free plan, where it shares your 100 AI actions a month with Copilot and other AI features; Intelligence and Practice run it unlimited. Quota usage is visible under Monthly usage on Settings → Plan & subscription.
The in-visit recording has no fixed time limit, so a longer exam is fine. If you're recording a quick voice note elsewhere in Chartling (call logging, AI form fill) instead of the in-visit scribe, that recorder does cap clips at roughly 10 minutes.