Upcoming Feature: Ambient Listening - Auto-Generate Notes from Client Sessions

Upcoming Feature: Ambient Listening - Auto-Generate Notes from Client Sessions

Upcoming Feature...

Overview

Ambient Listening is a powerful feature in ICANotes+ that automatically drafts a clinical note based on the provider's conversation with the client during a session. This feature uses ambient voice capture technology to listen passively in the background—requiring no manual typing during the session—helping providers save time and maintain focus on the client.

Notes
Using ambient listening feature, you can record both In-Person and Telehealth sessions.
Currently, this is available only for the Progress Note type. Support for additional note types will be introduced in future updates.

⚠️ Provider Responsibility Disclaimer

Use of the Ambient Listening feature acknowledges that your practice will obtain patient consent where applicable. ICANotes does not monitor or enforce consent collection. By enabling and using this feature, your practice acknowledges full responsibility for:

  • Informing patients of AI usage

  • Obtaining and documenting informed consent

  • Reviewing all AI-generated content before finalizing clinical notes

Use of AI tools is at your discretion and should not replace clinical judgment.


Important Notes

  • Recorded sessions are device- and browser-specific.

    • For example, if you record a session on your office laptop, you will not see it on your home laptop.

    • Similarly, recordings done in one browser will not appear in another.


Best Practices

  • Be clear and structured when speaking during the session. The clearer you speak, the better the AI can understand and summarize the conversation.

  • Avoid background noise as much as possible.

  • If your microphone is not connected or detected, a microphone troubleshooting popup appears with detailed instructions.

  • Always review the note before finalizing. Although AI-generated, the provider is responsible for the clinical content.


Step 1: Enable Ambient Listening 

Ambient Listening is a paid, per-user feature. To sign up and enable it for your account, contact our Support team by phone at 443-203-5857 or by email at ticket@icanotes.com. 

Step 2: Grant Access to the Feature 

Access to the ambient listening (AI Scribe) feature is restricted to authorized users. Admins can access the feature by default, but they must assign permissions for other users. 

To grant access:

  1. Go to Settings > Practice Settings > Roles & Permissions.

  2. Create a new role or edit an existing role.

  3. Expand the Notes tab.

  4. Select the AI Scribe checkbox.



Step 3: Set Microphone Permission to Default

Ensure that your microphone permission is set to prompt automatically:

  • Go to your browser's Site Settings > Privacy and Security > Microphone.

  • Set the permission to Ask (default).






Step 4: Allow Microphone Access

When prompted by your browser while initiating Ambient Listening:

  • Allow while visiting this site – Grants access every time you use this site.

  • Allow this time – Grants access only for the current session.

  • Never allow – Denies access and disables the feature. 






Selecting Never allow prevents the feature from functioning.

To proceed with recording, you must allow microphone access. The following screen allows you to adjust permissions.



​
Click Try Again to re-enable microphone access.

Step 5: Verify System Sound Settings

If your system detects silence after selecting In-Person or Telehealth session, a pop-up prompts you to verify sound settings. For telehealth sessions, the silence check applies to the clinician’s microphone.

  • Click Open Sound Settings to confirm your device’s microphone is working. Mac users will have to perform this step manually. 

  • Select the checkbox to suppress the pop-up in future sessions.









Step 6: Start Recording

Once microphone access is granted:

  1. Click Start Listening.

  2. Begin speaking clearly. Transcription occurs in real time.

  3. A green indicator in the audio level meter confirms successful input.

  4. Use Pause to temporarily stop recording if needed.



Step 7 (Optional): Hide/Show Transcript

During your recording session:

  • Click Show Transcript to view the transcription in progress.

  • Click Hide Transcript to collapse it during your session.


Show Transcript option



Hide Transcript option


Step 8 (Optional): Pause/Resume Session

During your recording session:

  • Use Pause to temporarily stop audio capture.

  • Click Resume when you're ready to continue.

NotesIf you try to navigate away while the session is paused, the system notifies you that the recording will be saved and stopped.


Pause Session option

Resume Session option


Notification on Exiting an Active Session
If you attempt to leave the session before it ends, the system will display a notification indicating that the recording will be stopped and saved.

The following is the message you’ll see when exiting mid-session:




Step 9 (Optional): Restart Session

If you wish to begin a new recording from scratch, click Restart Session. A confirmation dialog will appear.

Warning
Restarting will delete the recorded session and its transcript.





Step 10: Finish Session and Create Note

Once the session is complete:

  1. Click Finish Session and Create Note.

  2. The system processes the session and generates a draft note.

  3. Review the transcribed content and make necessary edits before finalizing.



FAQs

You are. As the provider or practice administrator, you are responsible for obtaining informed patient consent before using either AI feature with a patient. This includes explaining:
  1. That the session may be recorded (audio + metadata) 
  2. That AI may be used to help draft the clinical note
  3. That third-party processors will help power these features
If you are not able to obtain consent, you should not use the AI features for that patient.

What Data Is Captured?

When using the AI features, the following types of data may be collected:
  1. Text you enter
  2. Your voice and your patient’s voice 
  3. Session metadata required to properly structure the documentation
This data may include PHI (Protected Health Information).

How Is Data Handled?

  1. Data is processed by third-party AI providers:
    1. AWS Bedrock for Note Readability
  1. ICANotes maintains Business Associate Agreements (BAAs) with these vendors.
  2. All processing is conducted in accordance with HIPAA requirements.
  3. Data and AI-generated output may be used to improve model quality, under HIPAA-compliant safeguards.

Will AI Notes Be Automatically Saved to the Patient’s Chart?

No. All AI-generated output is saved as a draft and must be reviewed and accepted by the clinician before it becomes part of the patient’s medical record.

You are solely responsible for reviewing, editing, and finalizing the content.

Can I Use the AI Output As-Is?

We do not recommend relying on AI output without review. The AI tools are designed to assist you—not replace clinical judgment. Output may contain inaccuracies or require editing to meet your documentation standards.

Important Reminders

  1. You must obtain patient consent before using Ambient Listening.
  2. ICANotes does not verify consent—this is your responsibility.
  3. Review all AI-generated notes before saving them to the chart.
  4. These features are designed to assist, not diagnose or treat.


Common Questions About Ambient Listening


Q1. Does the client know they are being recorded?

A: Ambient Listening only transcribes audio locally and does not record or store any audio files. However, practices should inform clients that the session is being transcribed for clinical documentation purposes, as per HIPAA guidelines.

Q2. Is the note generated immediately after the session?

A: The draft is typically available within a few minutes after stopping the ambient listening session, depending on the length of the session.

Q3. Can I edit the auto-generated note?

A: Yes, you can and should review and edit the draft for accuracy before finalizing.

Q4. What happens if I forget to stop the listening session?

A: If you forget to manually stop it, the system will automatically time out after a pre-configured duration. However, it’s recommended to stop listening manually for better accuracy.

Q5. Can I use Ambient Listening on mobile devices?

A: Ambient Listening is currently supported only in the web application on desktop or laptop devices.


Need Help?

For further assistance, contact:
📞 Phone: 443-203-5857
📱 Text: 866-301-0085
📧 Email: ticket@icanotes.com
💬 Chat: https://app.icanotes.com


Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.



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