Guide to Using Freed AI Scribe for Medical Providers 2025-01-10

What is Freed AI Scribe?

Freed AI Scribe is an AI-powered medical documentation tool that uses artificial intelligence to transcribe patient conversations during a clinical visit into structured SOAP notes, essentially acting as a virtual medical scribe that automatically generates detailed patient records.

Responsibility for the Accuracy of Freed AI Scribe notes

The AI Scribe can be an effective tool in helping with notes, but it is not perfect.  It is your responsibility to always review and verify every word before copying and pasting into your note to ensure accuracy.

Before Your First Use

Set up Two-Factor Authentication

• Go the settings menu by clicking   in the top-right corner of the page. Under account, click to turn on Two-step authentication. From there you will be promoted to scan a QR code from your Google Authenticator app.

  • You should already have Google authenticator on your phone, as it’s also used by DHIN.

• Once enabled, two-step authentication will remain active for the entire session (up to 4 hours). Be sure to sign out if you’re using a personal or home computer after your session.

Set Preferences

• Go to the settings menu in the top-right corner   and under note set your Preferred Note Length. (From Concise to Elaborate – suggest starting with Standard)

Set Consent Language

• Then look under “What consent language should be included in your notes?” then select CUSTOM and add: "Verbal consent obtained to use AI scribe to transcribe notes during this visit." This will automatically document that you obtained the patient’s consent.

Using AI Scribe to Create a Note

Access the Platform

• Sign in to the Freed AI website from your desktop.

  • The microphone only works when you open Freed AI Scribe from the desktop browser.  It won’t work if you only open Freed from within the FARM terminal server.  

• Enter the patient's name and select their preferred pronoun.

• Click "Capture Conversation" to start recording.

• You can pause and resume the session if needed.

• When you're finished, click "End."

• The AI Scribe works for both in-person and telehealth visits.

• Visit the Freed Help Center for more information and video guided instructions.

Generate the Note

• After you finish your session, the system will take about a minute to generate your note. Use this time to enter orders and diagnoses.

• You can review and edit your notes within the Freed platform.

• Alternatively, you can copy the notes directly into your EMR and edit there, although this won’t allow the AI to adapt to your style.  (See Customizing the AI, below)

• Once the note is complete, you can review and copy+paste selected sections (usually the Subjective, Assessment & Plan, and Patient Instructions) in the chart.

Copy Notes into the EMR

• Option 1

  • Copy and paste directly from the desktop browser into the EMR note.

• Option 2

  • Sign in to Freed AI on both your desktop browser and on the FARM terminal server at the start of your session.  Capture the visit using the desktop version and then, within the FARM, copy and paste the info from the AI Scribe into the EMR.

Customizing the AI

Teaching the AI your style

• If you'd like the AI to learn your style and generate more tailored notes, you can use the "Learn Format" feature.

  • Edit your note in Freed to your style and template and then use the “Learn Format.” This helps the AI to learn your style. 

  • For example, if you prefer notes to be in bullet points rather than long text, edit your note and click “Learn Format” and the AI Scribe will learn your style.

Using the "Magic Edit" Button

• Use the Magic Edit feature to make overall changes to your note. For example, you can say, "Expand the subjective portion of my notes" or "Add negative ROS”.

Tips & Tricks

Transcribing a Hospital Discharge or ED Summary

• To transcribe long discharge summaries, start the session before you enter the room, transcribe the summary, then pause the session. Restart the session when you begin the visit. This allows the AI to include the summary in the subjective portion of your note.

• Alternatively, if you want to copy the exact wording of what was said, scroll all the way to the bottom of the page under "Full Transcript".

Recording Exam Details

• To include exam findings, verbally describe what you are observing. The AI will capture this information as part of the exam section.

• Consider using existing EMR templates for most exams, complemented with additional info from the scribe, if needed.  

• The AI's exam feature is particularly helpful for documenting specific details like rashes and skin findings.

Handling Interpreters or Family Members

• If an interpreter or family member is present, differentiate their input for the scribe for better note quality. For example, say, “Interpreter, can you please ask the patient when their symptoms started?” or “Mom, can you share more about Kevin’s rash?” This will help the AI accurately capture the conversation.

Patient Instructions

• The AI does an excellent job transcribing patient instructions based on your conversation. As always, ensure its accuracy.

• You can use the Magic Edit button to modify instructions, such as "Translate instructions to Spanish" or "Rewrite for 5th-grade reading level."

• If you are fluent in Spanish and want the AI scribe to automatically generate instructions in Spanish for your Spanish speaking patients, please notify clinical IT and we’ll turn on that feature for you.

Helping the AI Understand the Visit Type

• Start the beginning of the visit with “Today we are going to talk about your diabetes” or “Johnny is here for his 4-year well child check” to help trigger the AI to know which “template” to use.  This doesn’t always work for complicated patients that have multiple concerns, but for those more “templated visits” it can be very helpful.

How to Explain AI Scribe to Your Patient

Notes from Dr. Pirestani

Explainer Example

I usually start by saying something like “I’m using an AI scribe to help with my notes, It puts our conversation in a note format which I will review and confidentially put in your chart. Is that ok with you?” I’ve had a few patients ask questions about it though no one has declined so far.

This is the suggested explainer from the Freed Website “To provide you with the best care and attention, I am using a scribe service that transcribes conversations and helps with my notes. Your information is private just like the rest of your medical records. Do I have your permission to use this service during our visits?”

Common Questions from Patients

• Am I required to give my consent? What happens if I say no?

  • I will not use this tool unless you consent.  You can withdraw your consent at any time during this visit. This service is designed to help me focus on you during our visits instead of writing notes, but if you choose not to it will not negatively impact your care.

• Are the audio recordings saved?

  • Audio recordings are temporarily saved in a secure manner until note summaries and quality checks are complete, and then they are automatically deleted.

• Is my information safe?

  • Your information is protected by law under HIPAA and secured using encryption technology.

• How accurate is this technology?

  • The scribe uses AI technology to generate accurate transcriptions and note summaries. As your clinician, I am still responsible for reviewing the content for accuracy and completeness.