In this article
- Create Your CoVet Account
- Record Your Consultation
- Generate a Document From Your Recording(s)
- When Generating from Library - Select Your Templates and Click Generate
- View Your Generated Document in the Case Content Feed
- Review your Document to Make Sure It Is Complete and Accurate
- Export Your Document to Your Practice Management Software
- FAQ
Create Your CoVet Account
If you haven't already, navigate to this page to create your account and start a free trial. You'll be prompted to do some personalization when you first log in, but will then be directed to the Current Case screen.
You need to create your CoVet account via the webpage linked to above.
After that, you can access CoVet through our mobile app (Apple or Android) or through a web browser on any device. The process outlined below is the same regardless of which device you choose to use.
Record Your Consultation
1. From the Today's cases screen, click the + New Case button to get started. Once your case is created, click on it to go to the page for that specific case.
2. On the case page, click on the New Recording button. CoVet will start to record audio right away.
3. A recording dialogue box will pop up and will show the time elapsed in your recording, and will also show a waveform of the recorded audio as it happens
Important Note: When recording a discussion with a client, always be sure to ask for their consent.
Note that you are able to access some key settings from this recording dialogue:
- You can add an image (a handy shortcut when recording on a mobile device and you want to take a quick photograph)
- You can change your audio settings such as your input device (i.e. microphone) and the language in which you are recording.
- You can also manage the patients for this case, which is important when doing a multi-patient consultation. Find out more about this here.
4. Record your audio, then hit Pause Recording when you're done.
CoVet is designed to capture natural, ambient conversation so it works well recording a normal consultation where the discussion goes back and forth between you and a client. Don't worry! CoVet knows to include everything that is medically relevant and will leave out material that is not important.
Alternatively, you can also speak directly to CoVet in order to summarize an exam, some new test results, or any other piece of information.
You can pause and restart the recording for a case multiple times. Each time you pause the recording, a new recording entry will appear on your Case Content feed below the recording dialogue box.
By default, all recordings in a case will contribute to the document you will generate in the next step.
There are situations where you might want only certain recordings to contribute to a document (e.g. when summarizing a phone call recording that is contained in a case with multiple previous recordings). Click here to find out more about how to generate using selective recordings only.
Generate a Document From Your Recording(s)
You will now want to generate a document from your audio recordings by using a template.
Templates are an extremely important part of CoVet and you can think of them like a set of instructions that tells CoVet what sort of document to create.
There are a few different ways to generate a document, but the one you will use most frequently is the suite of Generate from... buttons in the bottom right of your screen.
From left to right, those buttons are:
Generate from Library - This button allows you to browse your template library and choose whichever template you would like to use for this case.
Generate from Favorites - This button will simultaneously generate using all of the templates you have marked as favorites. Use this to shorten your workflow if you tend to generate multiple documents for each case. For example, you could generate a SOAP record and an Email to the Client with a single click.
Generate from Default - This button will instantly generate a document using your default template. You are limited to setting a single default template, so use this to shorten your workflow if you use the same template for most cases.
You will need to set-up your Favorite and/or Default templates for those specific buttons to function properly. You should be prompted to do this the first time you click on each button and you can find out more about organizing your templates here.
Stop and Generate Default (or Favorite) Shortcut - There is also a "Stop and Generate" shortcut in the recording dialogue box you can use to end a recording and generate a case using a single action.
You can change this short cut button so it generates either your Default template or your Favorite templates and you can access this option in your App Settings page.
When Generating from Library - Select Your Templates and Click Generate
The shortcuts outlined above bypass the steps below, but the following outlines specifically how to use the Generate from Library option in more detail.
Just select your template(s) using the checkbox on the right, and click Generate at the bottom of the page.
Don't miss the fact that our templates are divided into 3 categories: Records, Summary and Email.
Use the tabs above the list of templates to jump from one category to another, and use the blue numbers in brackets as a hint to how many relevant templates you have for a given search in each category.
You can multi-select templates when generating from the library in order to create more than one document at once!
View Your Generated Document in the Case Content Feed
Once the document has finished generating click into the document on the Case Content feed (below the recording dialogue box) to review the contents. The generation process should take less than a minute, so you won't be waiting long!
Review your Document to Make Sure It Is Complete and Accurate
Feel free to make any edits directly in CoVet.
Export Your Document to Your Practice Management Software
When you're ready, check out our article on how to export records into your practice management software and you'll be off to the races!
CoVet is now integrated with multiple PMS systems to make exporting documents even easier. Check out our Integrations page to see all of the available integrations.
FAQ About Creating Records From Audio Recordings
Do I need to name my case or otherwise indicate which pet this record is for before I start the recording?
No, you don't need to do this, although you can edit the case name at any time simply by clicking on it. Assuming you don't name the case in advance, CoVet will name the case for you based on the content of your recording.
What if my client starts talking about their vacation, or something totally unrelated?
CoVet is intelligent and will leave any extraneous information out of your record entirely.
What if I want to access the exact transcript from the discussion as opposed to the record?
Instead of clicking into the Record in the final step outlined in this article, click into the Recording below in the Case Content feed. From there you'll be able to access the written transcript, and can even play back the audio from the recording by clicking the "Play" icon in the top right