Creating a Medical Record from an Audio Recording

Modified on Thu, 19 Jun at 1:20 PM

It's easy! Just follow the steps below to create a medical record, be it a SOAP record or an email to your client.

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

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.

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2. On the case page, click on the New Recording button. CoVet will start to record audio right away.

New Recording Button-1

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

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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.

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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. You can find out more about organizing your templates here.

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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.

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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.

Generate Window

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!

Case Content Feed

Review your Document to Make Sure It Is Complete and Accurate

Feel free to make any edits directly in CoVet.

Editing Record

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.