TS
TherapyScribe AI
PRACTICE PLAYBOOK

Operational Integration Manual

Review onboarding timelines, device setups, and patient consent practices for running TherapyScribe AI in physical, chiropractic, and occupational therapy clinics.

01 // Position the Capture Device

Time: 10s Target: Workspace Setup

Secure capturing relies on clean microphone visibility. Place your smartphone, tablet, or laptop on a clear side desk at arm's length from your main position, keeping microphone channels oriented toward the patient's treatment zone.

TELEMETRY DIAGRAM // MIC CALIBRATION
[Patient Zone] <---- 4-6 Feet ----> [MIC Device on Desk] <---- 2 Feet ----> [Therapist Desk]
Do's
Clear workspace obstructions from the microphone ports. Angle tablets slightly upward.
Don'ts
Do not cover recording devices with charts, towels, or folders during active therapy.
PRO TIP: Magnetic wall mounts positioned 5 feet high provide solid coverage, away from direct contact with paper files or cups.

02 // Initialize & Obtain Verbal Consent

Time: 15s Target: Legal Compliance

Start session ingestion within the secure client. If the patient is new, read the standard verbal consent script. Most practices integrate this statement into standard sign-in paperwork to simplify clinic tasks.

VERBAL CONSENT SCRIPT

"Just so you know, I use a secure, encrypted documentation assistant to capture our clinical evaluations so I can focus on hands-on care instead of writing notes. No real names are uploaded, and it is fully secure. Are you comfortable with this?"

Do's
Add a written consent line in standard client intake forms.
Don'ts
Do not bypass consent checks. Flag patient refusal flags immediately within the system profiles.

03 // Administer Treatment Normally

Time: 15-45m Target: Active Care

Speak normally as you guide patients through assessments and physical rehabilitation exercises. Say measurements clearly out loud (e.g. "flexion is 115 degrees today", "MMT is 4 out of 5").

Do's
State physical coordinates and scales out loud (e.g. "L4 tenderness is moderate").
Don'ts
Avoid using generic terms like "it looks better" or "we'll keep doing this." Say specific numbers.

04 // Terminate Session Capture

Time: 5s Target: Raw Data Processing

Once your session wraps up, click End Session in the interface console. The voice database packages the audio segments and starts compiling clinical text outputs immediately.

PRO TIP: If a session goes over schedule, you can pause recording mid-session to take breaks or coordinate outside scheduling items.

05 // Note Processing Cycle

Time: 45-60s Target: AI Synthesis

The system processes audio segments, removes small talk, compiles orthopedic scales, and outputs formatted drafts to the SOAP editor panes in under 60 seconds.

Do's
Review other client cases while processing compiles in the background.
Don'ts
Do not reload browsers during active progress sequences.

06 // Review, Adjust, & E-Sign

Time: 60-90s Target: Validation & Signing

Inspect the drafted SOAP sections. Modify any fields as needed. Once verified, click Sign Note to apply electronic signatures and close the document.

PRO TIP: Highlighted metrics are linked directly back to specific transcribed statements, letting you verify exact joint angles and measurements.

07 // Export to Clinical EHR

Time: 5s Target: Data Writeback

Push finalized notes into your EHR system (WebPT, Epic, Jane, Cerner) using direct API sync channels, Chrome extension writebacks, or secure copy-paste processes.

08 // Secure Archiving & Analytics

Time: Continuous Target: Security Vault

Finalized, signed documents are stored securely in local, isolated AWS vaults. Cryptographic hash ledgers register all system changes, providing clean audit trails.

Onboarding Timeline Checklist

Step-by-step goals to help clinical teams successfully integrate TherapyScribe AI during their first week.

DAY 1
Hardware & Baseline Calibration

Run baseline system checks. Configure side desk placements, evaluate room echo parameters, and coordinate initial verbal patient consent procedures.

DAY 3
Standard Ingestion Training

State patient progress indicators and ROM angles clearly out loud. Review the drafted assessment blocks against insurer necessity checklists.

DAY 7
Full EHR API Integration

Establish direct API link settings between the documentation system and your EHR database (e.g. WebPT, Jane) to eliminate manual entry steps.

Acoustic Requirements Matrix

Acoustic and technical settings to ensure optimal transcription accuracy.

Parameter Index Optimal Value Minimal Standard
Room Background Echo < 40 dB (Quiet room) < 65 dB (Active gym area)
Physical Device Range 2 to 4 feet Maximum 8 feet
Sample Frequency Rate 16,000 Hz (Mono Opus) 12,000 Hz minimum
Crosstalk Interference Zero overlapping talk Diarized separation tags

Troubleshooting Guide Accordion

Quick troubleshooting guidelines for common hardware and system questions.

Gym background noise is corrupting ROM degrees.
Make sure your device's primary microphone isn't blocked by protective covers. Try moving the device to an elevated wall stand, away from metal weights and direct airflow.
The SOAP engine isn't detecting patient subjective complaints.
Confirm that patient responses are spoken clearly. If needed, summarize their symptoms verbally during the session (e.g. "so your knee swelling resolves completely when you apply ice, correct?") to capture the metric.
Notes show mapping sync errors on EHR writeback.
Verify that clinical patient ID tokens in your EHR matches the metadata fields in TherapyScribe AI. Clear your browser cookies or reload the secure extension link if errors persist.