BizzyAI Note Assist

Learn how to use the BizzyAI Note Assist to record, transcribe, and reformat your session notes.

With BizzyAI, writing 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 the AI Actions window to ask BizzyAI 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.

BizzyAI Note Assist is currently in beta testing phase. If you or your practice is interested in joining our beta focus group please reach out to connect@zandahealth.com to express your interest.

How to use BizzyAI 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.

Some tips for a successful recording:

Reduce external noises. Try to find a quiet environment to avoid external conversations being picked up.
Ensure you allow access to the microphone in the browser.
Ensure that all speakers are close to your microphone so that it can capture all speakers.
You may wish to do a test recording to ensure your microphone is working and your sound is being detected before starting the session.

Here's how to record your session with BizzyAI Note Assist:

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 note assist will populate in the note template.
Ensure you obtain informed consent from the client before recording your session.
Click the AI Assist button. The BizzyAI Note Assist window will be launched.
Ensure your microphone has been selected.
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.
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.
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.
Click Finish & View Note. It may take a moment for BizzyAI to process the transcription and summarize the content into your note template.
You will be taken to the Note Draft tab to review your completed note summary. 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.
You can choose to edit the note draft by clicking into the text field.
You can click on the Transcribe tab to view the transcription.
Once you are finished, click "Save Note" to save the draft to your notes. This AI Note Assist window will be closed, and the content will be visible in your note.

Note about the Context Note content:
The context notes are saved to the Note Assist session when you first open the AI Note Assist window for a particular note.

If you update the clients name, date of birth, gender, or pronouns and then view the Note Assist window for that specific note again then the context notes will not fetch the latest changes. This is to ensure that any custom information you add to the context notes are not overwritten.

You can edit the context notes directly if needed to reflect any changes in that information.

Important:
While the transcription and summarization tools we use are leaders in accuracy, it is advised that the practitioner reviews all note output content as the practitioner remains responsible for the documentation.

How to use BizzyAI for modifying your notes

Once you've got a note draft, you may want to change the formatting or make some changes to it. You can use the AI Actions window to ask BizzyAI to make these changes for you. Here's how to use it:

While editing a client's note, click on the AI Assist button. This will open the BizzyAI Note Assist window.
Click on the Note Draft tab to view the note.
In the AI Actions section enter your command. Here are some examples:
1. Add more quotes from the client
2. Format the note in bullet points
3. Replace the word {example1} with {example2}
You can press the undo or redo buttons to go back to a previous version, or forward again.

Note:

When making a change, the tool will aim to make the change with as little changes to your current draft as possible. So if you ask the tool to replace a word or phrase used throughout the note, it will aim to do just that without rewriting the whole note and changing significant pieces of the note.

Security Information & FAQs

The BizzyAI Note Assist has 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. 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. 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.

FAQs

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 AI Note Assist window and the transcript and note draft content for that note.
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.
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.
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.
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.
Is the AI Note Assist feature HIPAA-compliant?
Yes, the AI Note Assist feature is HIPAA-compliant. 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: Policies and procedures to ensure the privacy, confidentiality, integrity, and availability of PHI, adhering to HIPAA standards.
  2. ISO 27001 Certification: This certification demonstrates that we have implemented stringent security measures to protect sensitive information and maintain data integrity.
  3. Business Associate Addendum (BAA): We had signed a bidding 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.