AI Notes

AI Notes

  1. Overview of the AI Notes Feature
    1. What AI Notes Can Do
    2. Best Practices for Getting Accurate AI‑Generated Notes
  2. Enrolling in AI Notes - Practice Level
    1. How to Enable AI Notes for Your Organization
    2. Managing User Access and Permissions
  3. Enrolling in AI Notes (Basic Users)
    1. How to Join AI Notes if Enabled by Your Admin
  4. Custom Notes with AI Prompts
    1. Accessing Your AI Prompt Settings
    2. Customizing Note Structure and Sections
    3. Setting Preferences for Tone, Detail Level, and Formatting
    4. Configuring What AI Should Pull from Sessions
    5. Resetting or Updating Your Preferences
  5. Using AI Notes in Daily Workflow
    1. Starting an AI‑Assisted Note
    2. Editing, Reviewing, and Finalizing AI‑Generated Notes
    3. Adding Manual Content

AI Note Overview

What AI Notes Can Do
Our AI Note feature creates clear, accurate clinical notes in seconds, reducing paperwork and helping clinicians stay consistent, compliant, and focused on client care.
Best Practices for Getting Accurate AI‑Generated Notes
  1. Provide Clear, Structured Input
    1. Share the session details in a logical order (presenting concerns → interventions → client response → progress).
    2. Use short, direct sentences to reduce ambiguity.
    3. Include only clinically relevant information.
  1. Stick to Objective, Observable Language
    1. Describe what the clinician saw, heard, or did, not interpretations.
    2. Avoid emotional or speculative phrasing unless clinically appropriate.
  1. Specify the Desired Format
    1. Tell the AI exactly what structure you want (SOAP, DAP, progress note, brief note).
    1. If you have a custom template, mention the section names.
  1. Highlight Key Priorities
    1. Call out essential elements like risk, safety planning, homework, or goal progress.
    2. Note any changes from previous sessions.
  1. Review and Revise
    1. Read the draft for accuracy and alignment with your clinical judgment.

Enroll in AI Notes - Practice Level

Alert
For pricing details please review the AI Notes section on our website (https://www.mbpractice.com/ai-notes)
To enroll in AI notes, please reach out to support at customersupport@mbpractice.com, so we can enable the feature on your account. Then, follow the steps below.
Step 1: Navigate to Account Settings - Practice Settings - Telehealth / AI Notes. Then, check Use AI Notes. *must be enrolled in telehealth first.

Step 2: General Settings / Note Format

Require Approval for AI Notes

Generates a queue for approval within the To-Do list AI Note tab. Once approved, the note will be posted to the session.

Delete Recording After Processing

The session recording will be deleted once the note is processed.

Overwrite Existing Note

The AI note will replace any existing note(s) for the session. 

*If this is not checked off, the AI note will be posted below any existing text.



Enroll in AI Notes (Basic User)

Step 1: Navigate to Account Settings - Staff & Users. Then, select the appropriate professional name.

Step 2: Select the Telehealth / AI Notes tab. Then, check Use AI Notes. *must be enrolled in telehealth first.

Step 3: General Settings / Note Format

Require Approval for AI Notes

Generates a queue for approval within the To-Do list AI Note tab. Once approved, the note will be posted to the session.

Delete Recording After Processing

The session recording will be deleted once the note is processed.

Overwrite Existing Note

The AI note will replace any existing note(s) for the session. 

*If this is not checked off, the AI note will be posted below any existing text.


Creating a Custom Note with AI Prompts

Step 1: Navigate to the Custom Note tab within Account Settings and select '+ Add New Custom Session Note'


Step 2: Name the note and set up any applicable hide preferences. Then, move to the Design tab to add your sections.

📒Elements that can be included for AI Prompts include:

Text Box
Text Area
Rich Text Editor

Step 3: Select Save Changes and re-open the note to find the AI Prompts tab.
      
      First, enable the base prompt and give a general guideline for the base prompt.
      Then, enable each field and provide a more granular set of instructions for each.
      Once completed, select 'Save Changes'.



Using AI Notes in Daily Workflow

📒AI notes can be enabled during telehealth and/or in-office appointments provided the telehealth platform is active and recording. An in-office session does not need to be marked as telehealth to access the telehealth link.

Step 1: Select the session from your calendar. Then, ‘Launch Telehealth Video’

*Telehealth video is accessible 20 minutes before the appointment start time.


Step 2: Select Join to open the telehealth platform and access the record button.


Step 3: Select record and begin the session. You will know the session is recording when you see ‘Recording 00:00’


Step 4: When the session concludes select ‘Stop Recording’ and ‘leave’ the telehealth session.


🔼If you do not require approval for AI Notes within your Practice Settings, then the note will populate automatically. If you do require approval, follow the steps below.


Step 5: Navigate to the To Do List. Select AI Notes. Then, filter to review pending AI Notes. 


Step 6: Select the Action drop-down to review the note. Then, select Approve or Reject.

Once approved, the note will populate in the session note.



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