BizzyAI: Scribe & Note Refine

Learn how to use the BizzyAI: Scribe & Note Refine to transcribe, create, and reformat your session notes.

With BizzyAI creating session notes couldn't be easier. Allow BizzyAI to securely transcribe and summarize your session to prepare a note draft according to your selected note template. Add dictations to be transcribed and incorporated into the note. Use Refine to make any modifications to meet your writing style. Whatever it is you want, BizzyAI will do it for you. Read on to learn how. 

In this article:

• Overview of the BizzyAI Note functionality
• How to Enable BizzyAI Scribe & Refine
  • Transcript Retention Settings

• How to use BizzyAI: Scribe for transcribing your session

• How to use BizzyAI: Refine for modifying your notes
• Setting up your default note output preferences
• Pricing & Release Timeline
  • BizzyAI: Scribe Usage Report
• Security Information & FAQs

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Overview of the BizzyAI Note functionality

While editing or creating a note, you will see the following options for BizzyAI:

1. 1. Transcribe: Used to transcribe your session or dictate session information.
   2. View Transcript: View and edit the session transcription. 
   3. Refine: Ask BizzyAI to make updates to your note. Undo and redo changes made by BizzyAI.
   4. AI Settings: Apply default note output preferences.

How to Enable BizzyAI Scribe & Refine

You will need to opt-in to use AI features in you Zanda account. By default, AI features and AI Scribe will be off in your account. Follow these steps to enable access to AI features for all users in your account:

1. Navigate to Settings > Practice > Subscription
2. Open the Optional Add-Ons Page
3. Under the section "BizzyAI Features" toggle on "Enable AI Features". This will allow you to enable other AI features such as Scribe, it will enable access to Refine in notes for all users in the account with access to notes.
4. Toggle on '" Enable Scribe". This will enable the transcribe functionality for all users in your account with access to notes. 

Transcript Retention Settings

You have the option to automatically delete transcripts after a selected period—so they’re only available for as long as you need them.

This feature is especially helpful if you prefer to keep your workspace clean, or if you need to align with specific data storage policies.

Here's how to set this:

1. Navigate to Settings > Practice > Subscription > Optional Add-Ons.
2. Go to BizzyAI Features > Transcript Retention Period.
3. In the available drop-down field you can choose to:

• Never delete transcripts (this is the default)

• Delete after 1 day

• Delete after 7 days

• Delete after 30 days

Once you’ve set your preferred retention period, BizzyAI will handle the rest.

Here’s how it works:

• A transcript associated with a note will be deleted after the set period, according to the start time of the recording made for that note.
• If a note includes multiple recordings, all transcripts in that note will be deleted once the last recording's start time has reached the end of the retention window. For example, if your setting is 7 days, all transcripts from that note will be deleted 7 days after the last recording began.
• There is a daily process that runs overnight to remove the transcripts according to the selected retention period.

This feature helps ensure transcripts are only visible while needed, giving you full control over what stays and what goes.

How to use BizzyAI: Scribe for transcribing your session

You can record your session with the client, or dictate notes to be transcribed and summarized into a clinically relevant session note. This works for both clinical and admin notes in the client's profile, and you can can add a transcription to a new note, or an existing note. 

Here's how to transcribe your session with BizzyAI: Scribe:

1. While in the client's notes page (Client Profile > Records > Notes) either create a new note, or edit an existing note. 
   1. If creating a new note, select the date and template first. Your template must have a single line or multiple line text field - these are the only fields that the BizzyAI generated content will populate in the note template.
2. Ensure you obtain informed consent from the client before recording your session (read more under FAQs).
3. Press Allow to give access to your microphone
4. Press Transcribe
5. Select your microphone (if you are on mobile, your default microphone will be used).
6. Press Test Microphone to test that your audio is captured. This will record a few seconds of audio and play it back to you.
7. Press the Record icon and wait a moment to connect. Once it starts recording you will see your sound picked up in the audio wave.
   
   
8. Conduct your session. While recording, you can type notes to the Context Notes field to be incorporated into the note draft. This may be things such as objective notes about the patient
9. Once you've finished recording press the Pause button to stop the recording. You can press the Pause button to pause the recording and then click Play to resume at any time.
   
10. Click Finish & View Note. It may take a moment for BizzyAI to process the transcription and summarize the content into your note template. You'll see loading screen this while the context is being generated.
11. Once the note output is ready, you'll land on the Refine tab. You will see a confirmation message that your note has been updated, and you'll see the note draft in the single and multiple line fields in the note below. Any notes you had written into the template prior will be used to compile the new note summary, however, the exact wording may be changed to fit the new context.
12. You can edit the note output directly in the field:
13. If you want to revert the changes made to the note you can press the undo icon. You can only undo the last immediate change made by BizzyAI. Once you've saved the note again, you cannot undo. You also have the option to redo to go forward to the note produced by BizzyAI.
14. You can click on the View Transcription tab to view the transcription.
    1. To edit some text in the transcription click into the line to edit. Once done, press Save Transcript. The changes made here will only be incorporated into the note draft when you either make another recording, or use the AI Actions to make a change to the note draft.
       
15. Once you are finished, click Save as Draft or Save and Complete to finish editing. Your note will be auto-saved as changes are made to it. 

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How to use BizzyAI: Refine for modifying your notes

Once you've got a note draft (either using BizzyAI: Scribe, or if you've typed some notes), you may want to change the formatting or make some changes to it. You can use the Refine window to ask BizzyAI to make these changes for you. Here's how to use it:

1. While editing a client's note, click on the Refine button.
2. You can select one of the default instructions (e.g. "Make more detailed") or you can type a custom instruction. Some example of instructions you can use are:
   
   1. Rewrite using appropriate professional language and tone
   2. Add more quotes from the client
   3. Replace the word {example1} with {example2}
   4. Use the patients name instead of "the patient"
3. After the change has been made to the note, you can press the undo or redo buttons to go back to a previous version, or forward again. You'll see the content updated in the relevant note fields below. 

AI Settings: Setting up your default note output preferences

• When you first use BizzyAI in your notes you will see the following modal pop-up:
  
• This can later be opened by pressing AI Settings:
• The AI settings modal can be used to save your default note preferences. This includes how you would like the note to be formatted (in paragraphs or bullet points), and the level of detail (detailed or concise).
• Once you press "Save preferences" these will be applied to every note produced by BizzyAI.
• You can also type in custom preferences - this could be anything from clinical context (e.g. "You are writing notes for a clinical psychologist that specializes in child therapy") or instructions on abbreviations (e.g. "Use L for left; use R for Right" or "use the degrees symbol instead of the word"), or anything else that would aid the AI in producing a note that meets your style and content.
• Another use may be if the transcript mistranslates a word that you commonly say, you can ask if to correct this based on the output it produces in the transcript. For example, if it commonly transcribes CBT as CBD you could instruct it "replace CBD with CBT". 
• You can still use BizzyAI: Refine to make changes to a specific note. If you have the default setting to use paragraphs for example you can instruct it to use bullet points instead of paragraphs to override this setting.

Pricing & Release Timeline

• BizzyAI: Scribe & Refine are currently in a beta and have been released to all accounts. 
• Given the staggered rollout, BizzyAI: Scribe will remain in beta for free until:
  • 1st May 2025 for users that login via us.zandahealth.com and uk.zandahealth.com.
  • 12th May 2025 for users that login via my.zandahealth.com.
• BizzyAI: Refine will remain free as there is no charge for this product.
• Pricing for BizzyAI: Scribe will be based on your billing currency as follows:
  • $1 USD / transcription hour
  • $1 AUD +GST/ transcription hour
  • £1 GBP / transcription hour
  • €1 EUR / transcription hour
  • $1 NZD / transcription hour
  • R20 ZAR/ transcription hour
• The minimum billing duration for BizzyAI: Scribe will be 1 minute. The duration will be charged based on your total minute usage per month, at the rate of $1/hour. You can calculate the price based on your minute usage using the following calculation: 1 / 60 * minutes usage. For example, for 20 minutes it would be calculated as 1/60*20 = $0.33.
• For information on other upcoming AI Functionality please see our article here

BizzyAI: Scribe Usage Report

The AI Scribe Usage Report helps you monitor how transcription is being used across your account. It shows the total transcription time per user for a selected date range, making it easier to track usage and manage your billing.

Available Report Filters

• Search On: Transcription Date or Session Note Date
• Start Date and End Date - use to select the search period for the transcriptions
• Use UTC Time Zone -transcription usage is billed in UTC time. To match your report with invoiced usage:

  • Enable the “Use UTC timezone” toggle to view timestamps in UTC.

  • If this setting is off, the report uses your account's local timezone instead. (Your Zanda account time zone is defined in Settings > Practice > Business Info).

• Users - you can filter the report for transcriptions made by all users or by specific users in your account. 

What This Report Shows

• The total transcription duration (in minutes and hours) for each user.

• A user filter that lets you view transcript data for specific team members.

• A summary total at the bottom of the report for all filtered results.

How User Attribution Works

Each transcript is attributed to the first user who started recording it in a note.
If multiple users contribute to a single note's transcript, only the first recorder is shown in the report.

Who Can Access This Report?

Only users with the “Access Financial Reports” permission can view the Transcript Usage Report. Enable this permission for authorized users in Settings > team > Users > User Management.

Security Information & FAQs

The BizzyAI: Scribe and Note Refine have been built with privacy and security at the forefront. Zanda adheres to strict privacy standards and the services we are using for transcribing and summarizing notes meet rigorous industry standards for security and compliance.

Learn about the extensive security and privacy measures in place that protect your data, and the steps we are taking to keep the tool accurate and reliable.

About the services we are using:

Transcription Service:

• We use using Amazon Web Service (AWS) Transcription for transcribing the sessions.
• AWS is an industry leading AI service that converts speech to text in real time.
• AWS meets rigorous industry standards for security and compliance and does not retain or store any customer data after processing.
• Zanda has a zero retention agreement with AWS to ensure that no data is stored after processing.
• All API calls are encrypted with SSL/TLS to ensure data security.

Note Summarization and AI Actions:

• We are using the AWS Bedrock service to access an industry leading LLM (large language model) for generating the note draft summary and for performing AI Actions on the note.
• We have configured AWS Bedrock to use Anthropic's Claude for processing and generating note content.
• Data is encrypted in transit and at rest.
• No data is used to train the AI model, and all information is processed securely in real-time.
• Zanda has a zero retention agreement with AWS to ensure that no data is stored after processing. 

FAQs

• How does BizzyAI know where to add the note information on my template?
  You can use any custom note template however it must contain a single form multiple line text field as these are the only fields in the template that BizzyAI will populate. When the note template is passed to the AI model it interprets the headers of these fields and uses this as context to determine what content to put in that section. For example, if you have a multiple line field where the field title is "Subjective" then BizzyAI will place subjective content into that field.  
• Who can view the transcript?
  The transcription and note draft is only accessible when accessed directly through the note in the client profile.  This means that only authorized users in your account that have access to that client's notes will be able to view the BizzyAI content including the transcript and note draft content for that note.
• How do I track who made changes to a note in the BizzyAI tool?
  A log file entry will be added to the main Log File, as well as to the note log when the note has a recording added, is edited, or is saved from the BizzyAI tool. This will track the time and username that performed the action.
• Are the recordings stored?
  We stream the audio to our transcription service, who returns the transcription text to us for processing in real time. There is no storage of the audio for the recorded session, and we only store the text based transcription output which is double encrypted in our database. Zanda has a zero retention agreement with AWS to ensure that no data is stored after processing. 
• I transcribed but didn't press "Finish & Update Note" and no note was produced - what can I do?
  Your transcript will be saved to the note every few second and available to view in the View Transcript modal, regardless of whether you click Finish & View note to produce a note summary. If you have had created a transcription and didn't get to produce a note you can either press transcribe again for a few seconds and then press Finish & Update Note and then it will create a note based on all transcripts available for that note and other context - or you can use the Refine area to prompt it to produce a note based on your transcript.
• I have Completed my note - how can I view the transcript?
  Currently, the transcript and AI options are only available to view for a Draft note. If you have Completed a note and you want to view the transcript you will need to unlock the note first. After unlocking the note, you will see the option to View Transcript. 
• Is there a maximum recording time?
  The maximum recording time is currently three hours. You will be notified at 2hours 50 minutes, and then at 3 hours you will be notified again and your recording paused. You are able to continue recording by pressing the play button. 
• Will my data be used to train the AI model?
  No, our service (AWS) does not use any data input out output for training their own or any third party model providers. 
• Can I transcribe my telehealth calls?
  • To transcribe your telehealth sessions using BizzyAI: Scribe, ensure that you conduct the session through a speaker. This setup allows BizzyAI: Scribe to capture the audio and generate a transcription. You can open one Zanda window to initiate your telehealth session and another window to access a client note while enabling BizzyAI: Scribe.
  • However, please note that if you use a headset during your telehealth session, BizzyAI: Scribe will not be able to transcribe the client's speech.
  • We are collaborating with Zoom to develop a built-in solution that will allow for secure transcription of telehealth calls conducted through Zanda when using a headset. This initiative is still in its early phases, and we will provide updates on its availability as the project progresses.
• How accurate is the transcription output?
  We use a highly accurate automatic speech recognition service that handles a wide range of speech and acoustic characteristics, including variations in volume, pitch, and speaking rate. The quality and content of the audio signal (such as background noise, overlapping speakers, accented speech, or switches between languages within a single audio file) may affect the accuracy of output. While this is an industry leading service, it is expected that on occasion some words may not be transcribed accurately given the variety of factors that can affect speech recognition.
• How accurate is the note output?
  We deliver extensively fine-tuned instructions to the LLM service to control the information being returned to ensure that it is is healthcare specific and based on the information provided in the transcript, note draft, context notes, and AI Actions prompting. The instructions have been built by practitioners in line with healthcare documentation standards. We will continue closely monitoring and fine tuning performance to ensure the model is delivering high quality and accurate output. It is recommended that the practitioner reviews all note output content as the practitioner remains responsible for the documentation. 
• Where is the transcription and note draft content stored?
  The transcription, note content, and context notes are double encrypted at rest in our database in a region according to your Zanda region. 
• What happens if I lost internet connection during the recording?
  We have mechanisms in place to warn you once your connection with our transcription service has been interrupted. If you are actively recording and experience a network connection issue, or your connection to our service is interrupted, we will display a warning to notify you that we are attempting to reconnect to the service. If you are able to be reconnected during this time we will reconnect you and show a confirmation.  After one minute without a successful connection, an error will convey that we are unable to connect. Recording will not be ongoing while this occurs. 
• Can I use my mobile for recording?
  Yes, you can use your mobile device for recording the session. Please be aware that while using your mobile device you must keep the Zanda browser page open and active for the recording to continue. If you switch to another app (e.g. your camera) then the recording will be paused. 
• Do I need to gain consent from my clients to use this service?
  Requirements on this may vary per region, however, it is advised to gain informed consent from your clients before utilizing this service. You can record this with a toggle in the note template and by toggling this on when informed consent has been obtained. Alternately, you can use a form to explain the service and have clients sign and date their agreement. We have an example consent form in our template library (accessible in Tools > Form Designer > Template Library) under the name "AI Scribe Consent Form". 
• We have written a dedicated article for sharing with clients that explains how the scribe works and covers the compliance of the feature which you can access here.
• Can I delete the recording transcription?
  You are able to select a default retention period for the transcripts in your account to determine when they will be automatically deleted. You can learn more about this feature here: https://support.zandahealth.com/bizzyai-note-assist#transcript-retention. 

• Which server location are you interacting with for AWS? 
  We are using US servers for the AWS Transcribe & Bedrock services and in doing so we make sure your data stays safe and meets AU, EU, and UK privacy laws. We use legally binding agreements—like the EU’s Standard Contractual Clauses (SCCs) or the UK’s IDTA—to make sure your data remains protected. We follow the approved rules for each region:
  
  • EU: We work with US companies certified under the EU-US Data Privacy Framework.
  • UK: We use the UK-US Data Bridge, the UK’s version of the above.
  • Australia: We follow the Australian Privacy Act and use extra safeguards (like contracts) when needed.
• Does BizzyAI: Scribe & Note Refine comply with data protection laws?
  Yes, the BizzyAI: Scribe & Note Refine features are compliant with GDPR, HIPAA and other regional laws. AWS services and Zanda are designed to meet healthcare industry regulations, ensuring patient information is handled in accordance with legal and ethical standards.
  1. 1. HIPAA Compliance: Adheres to U.S. HIPAA regulations, safeguarding protected health information (PHI) with robust privacy and security measures.
     2. GDPR: Full compliance with EU and UK GDPR, ensuring lawful data processing, minimization, and protection of data subject rights.
     3. Regional Laws: Complies with other key regulations, including Australia’s Privacy Act, Canada’s PIPEDA, South Africa’s POPIA, and California’s CCPA.
     4. ISO 27001 Certification: This certification demonstrates that we have implemented stringent security measures to protect sensitive information and maintain data integrity.
     5. Business Associate Addendum (BAA): We had signed a binding BAA agreement with AWS covering all the services included in the AI functionality. We offer the same standardized BAA for customers, providing them a secure environment to process, maintain, and store PHI.