Recording & Documentation - Arvi Medical Transcription Knowledge Base
Recording & Documentation
This section provides a detailed walkthrough of the recording and documentation features within Arvi Medical Transcription. The platform is designed to make the process of creating clinical documents as seamless as possible, from capturing audio to generating polished, professional letters. These updated guides cover the two distinct recording methods, the multi-version generation process, and the final approval and distribution workflow.
Starting New Recordings: A Step-by-Step Guide
Arvi Medical Transcription offers two ways to record audio directly within the platform, depending on your clinical workflow:
Option 1: Recording Dialogue (Within Patient Profile)
Navigate to a specific patient’s profile and select the recording dialogue. Use this for sessions you want automatically linked to that patient's permanent record.
Option 2: Quick Recording (From Dashboard)
Use this option to start a session immediately without navigating to a profile. You will be prompted to enter basic patient details (Name, DOB, Gender) before beginning.
Step 1: Begin Dictation
Ensure your microphone is properly connected. Start speaking clearly to capture the consultation or your dictation.
Step 2: Stop and Save
Once finished, click the ‘Stop’ button. The recording is saved and ready for processing.
Uploading Existing Recordings: A Step-by-Step Guide
If you use a digital voice recorder or have pre-recorded sessions, you can upload them for AI processing.
Step 1: Select Upload Record
Within the patient profile, click the ‘Upload Record’ function.
Step 2: Choose Letter Type
Before uploading, the system will prompt you to select which of the six letter types you wish to generate.
Step 3: Select and Upload
Browse your computer for the audio file. Once selected, the system will begin preparing and transcribing the record.
Letter Types & Templates
Arvi Medical Transcription now offers six distinct letter types tailored to different clinical outcomes. You should select the letter type that best matches the patient's symptoms or the specific clinical requirement of the consultation.
AI Letter Generation & Versioning
Once a recording is captured or uploaded, the AI engine begins its work.
Step 1: Transcription & Preparation
The system first prepares the audio and then transcribes the record. Based on this transcript, the AI will generate your requested letter.
Step 2: Reviewing Versions
If the initial letter does not meet your requirements or requires a different perspective, you can click ‘Regenerate’.
You can regenerate up to five different versions of a letter from a single recording.
The system allows you to toggle between these versions to compare and select the most accurate output.
Step 3: Editing
If minor adjustments are needed, click the ‘Edit’ button to modify the text directly within the platform.
The Approval Workflow
Unlike previous versions, letters must now go through an approval process before they can be sent or finalised.
Select Best Version: Choose the version (out of the 5 generated) that is most accurate.
Approve: Click the ‘Approve’ button. This moves the document from the "pending" state into the ‘Approved Letters’ section.
Finalise: Once approved, the letter is locked and ready for distribution or further reporting.
Post-Generation Functions
Once a letter is in the ‘Approved’ or ‘Sent’ section, you have several powerful options for managing the documentation:
Send Letter via Email: Enter a recipient's email to send the letter. You can select custom email templates (configured in your User Profile) which include your organisation’s logo and professional formatting.
Download & Print: You can download the letter as a branded PDF or print it directly from your browser.
Additional Reports: From an approved letter, you can automatically generate a "Patient Summary" or a "Consultation Report" with a single click.
Resend: If a letter needs to be sent to multiple recipients, use the ‘Resend’ button to enter new email addresses.
