--- title: How to Use AI Scribe description: "Run an AI Scribe session: set your languages, test your microphone, record, review and regenerate the note, add letters or prescriptions, then finalise." --- [Skip to content](https://support.pabau.com/en/pabau2/how-to-use-ai-scribe#main-content) [![pabau logo white](https://support.pabau.com/hubfs/pabau%20logo%20white.svg)](https://support.pabau.com/en/pabau2?hsLang=en) Open main navigation Close main navigation - [Get Support](https://pabau.com/support-center/) [Get Support](https://pabau.com/support-center/) Pabau Knowledge Base - There are no suggestions because the search field is empty. 1. [Pabau Knowledge Base](https://support.pabau.com/en/pabau2?hsLang=en) 2. [Pabau AI Scribe](https://support.pabau.com/en/pabau2/pabau-ai-scribe?hsLang=en) # How to Use AI Scribe ## In this article, we'll walk you through how to run an AI Scribe session, from finding your appointment and recording the consultation to reviewing the generated outputs and finalising the note. AI Scribe listens to a consultation, or reads a recording you upload, and drafts the clinical note for you in your clinic's own template. This guide takes you through a session from start to finish: setting your languages and checking your microphone, recording, reviewing and editing what AI Scribe drafts, adding more outputs, regenerating a note and finalising the session. **NOTE:** Before using AI Scribe, make sure you have been granted access by your admin. If you don't see AI Scribe in your sidebar, contact whoever manages your Pabau account to enable it for your profile. For the full setup guide, read our [How to Set Up AI Scribe](https://support.pabau.com/en/pabau2/how-to-set-up-ai-scribe?hsLang=en) article. #### **Step 1: Open AI Scribe** [Log in to your Pabau account](https://app.pabau.com/) and in the left sidebar menu, go to **Clients**, then select **AI Scribe**. This opens the **Sessions** view, which lists the day's appointments grouped by client. Use the day strip (or **Today**) to change the day, and the **All employees**, **All services** and **Select location** filters to find the right appointment. #### **Step 2: Start a Session for an Appointment** 1. Click **Start** on the client's row. This opens the session screen for that client, showing their name and appointment details. 2. If the client has more than one appointment that day, click the arrow beside **Start** to pick the appointment you want to record against. ![The AI Scribe Sessions view with the Start button and the appointment picker arrow marked](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/456204473563-01-sessions.png) *Start a session from the Sessions view* **TIP:** You can also start a session from the client card. In a treatment note, select the appointment at the top of the note, then click **Start AI Scribe** in the bar at the bottom of the note. The session opens over the client card. #### **Step 3: Choose Your Languages** 1. Click the language button in the top bar. It shows your current language, for example **English (UK)**, and opens **Language settings**. 2. **Input language** is the language spoken in the consultation. It is used for transcripts, dictations and uploaded recordings. 3. **Output language** is the language AI Scribe writes in. It is used for notes and documents. ![The Language settings panel with the language button, Input language and Output language marked](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/456204473563-02-language.png) *Set the language you speak and the language your notes are written in* Your choice saves straight away and applies to all your sessions until you change it. These are your own settings: the first time you open AI Scribe they start from your clinic's language, and changing them doesn't affect anyone else. #### **Step 4: Check Your Microphone** 1. Click the microphone button in the top bar to see the microphones connected to your computer. The one in use is highlighted; click another to switch. 2. Click **Test microphone**, then **Start test**, and read the short passage aloud. After 10 seconds Pabau scores your setup on **Volume**, **Clarity** and **Consistency** and tells you what to adjust, for example to move closer or pull the microphone back. Click **Try again** to retest, or **Done**. ![The microphone menu listing microphones, with the microphone button and Test microphone marked](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/456204473563-03-microphone.png) *Pick a microphone and test it before you record* If a microphone you've just plugged in isn't listed, click **Not seeing your devices? Refresh**. If the microphone button turns red, Pabau can't record and the menu explains why: - **Microphone access blocked**: click the lock icon in your browser's address bar, allow microphone access, then refresh the page. - **No microphone detected**: plug in a microphone or headset, then click **Try again**. - **Microphone not supported**: open Pabau in the latest Chrome, Edge or Safari. Until the microphone works, **Capture** is unavailable, but you can still upload a recording. #### **Step 5: Capture Consent (If Required)** If your clinic has configured recording consent, you will need to capture it before the session can begin. Depending on your settings, this may be: - **Verbal:** Confirm that the patient has verbally agreed to be recorded before proceeding. - **Written:** The patient signs a digital consent form during check-in through the Client Portal. - **Verbal and Written:** Both are required before any recording can start. #### **Step 6: Record the Consultation** 1. Click **Capture**. 2. Choose the template AI Scribe should use to structure the note. Templates linked to the appointment's service appear first. 3. Recording starts. Speak clearly and naturally; AI Scribe transcribes the conversation as it happens. ![The Capture button in the session top bar](https://support.pabau.com/hubfs/image-png-Aug-20-2026-12-18-34-8164-PM.png) *Click Capture to start recording* During recording, you can: - **Pause:** Temporarily stop the recording without ending the session, for example during a physical examination or a private moment. - **Resume:** Continue recording after a pause. ![A recording in progress with the Stop and Pause buttons](https://support.pabau.com/hubfs/image-png-Aug-20-2026-12-20-44-2459-PM.png) *A recording in progress* If your template includes a checklist, a **Consultation checklist** appears under the live transcript. You can't tick the items yourself: each one ticks automatically once the recording picks up the relevant information, so you can see at a glance whether you've covered everything before you stop. Alternatively, if the consultation has already taken place, click the upload icon beside **Capture** (**Upload an existing recording**) and choose an audio file or document from your computer, or a voice note already on the client's card. ![The Add a recording window with Upload from files and From client card](https://support.pabau.com/hubfs/image-png-Aug-20-2026-01-32-04-3467-PM.png) *Upload a recording instead of recording live* **NOTE:** AI Scribe keeps a copy of a live recording in your browser while you record. If the browser or computer closes before the recording is saved, open AI Scribe again on the same computer and browser. A banner reads **Unsaved recording detected**, with the client's name, the recording length and how long ago it was saved. Click **Recover** to upload it and carry on with that session. **Dismiss** discards the unsaved copy for good. #### **Step 7: Stop and Let AI Scribe Draft the Note** When the consultation is complete, click **Stop** to end the recording (it becomes available after 10 seconds of recording). AI Scribe uploads the recording, transcribes it and structures the note. - Keep the page open while the recording uploads. Once the upload has finished you can leave: AI Scribe keeps working in the background and lets you know when the note is ready. - If a step fails, AI Scribe retries automatically and shows **Retrying automatically**. If it still can't finish, click **Try again**; your transcript is safe. ![The Building your note screen showing upload, transcription and structuring progress](https://support.pabau.com/hubfs/image-png-Aug-20-2026-12-28-54-9177-PM.png) *AI Scribe builds the note in the background* Notes and letters you add later (see Step 9) show **Drafting your note** in their own tab while AI Scribe works through **Reading transcript**, **Mapping to template** and **Polishing language**. **Step 8: Review the Generated Outputs** Once the note is ready, return to the session to review the generated outputs. Depending on the template and what was configured, you may see some or all of the following: - **Treatment note:** The primary output, a structured clinical note split into the sections defined in the template. Review each section, make any edits needed, and confirm the content is accurate before finalising. - **Letter:** If a letter template was used, a draft letter will appear for you to review and proof before saving. - **ICD codes:** Diagnostic codes suggested from the transcript, each shown with a rationale. Review each one and either **approve** or **reject** it individually. Only approved codes will be saved to the client's Diagnoses list. - **Prescription:** If medications were mentioned during the consultation, they will appear here for review. Confirm the details before the prescription is issued. - **Populated forms:** Any forms linked to the AI Scribe template will have been auto-filled with content from the consultation. Review the populated fields and correct anything that needs adjusting. On the left, the **Transcript** tab shows who said what. Your lines are labelled **You** and the client's lines carry their name (or **Patient**). Click a line to play the recording from that point. ![The Transcript tab with lines labelled You and Patient](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/456204473563-04-transcript.png) *The transcript labels each speaker* **NOTE:** All outputs are drafts until you finalise the session. Nothing is saved to the client's record until you confirm and sign off. #### **Step 9: Add Another Note, Letter, Prescription or ICD Codes** You can create more outputs from the same consultation without recording it again. 1. Click **Add** beside the note tabs. 2. Choose **Add note**, **Add letter**, **Add prescription** or **Add ICD codes**. For a note or letter, pick the template; AI Scribe drafts it from the same transcript in a new tab. ![The Add menu with Add note, Add letter, Add prescription and Add ICD codes](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/456204473563-05-add-menu.png) *Add more outputs from the same consultation* To remove something you added, open its tab, click the **⋯** menu (**More actions**) on the right of the tabs and choose **Delete**. **NOTE:** Each AI draft uses one AI credit, the same as the first note. See [AI Scribe: Overview, Setup and How It Works](https://support.pabau.com/en/pabau2/ai-scribe-overview-setup-and-how-it-works?hsLang=en) for how credits work. #### **Step 10: Edit Any Section** If any part of the generated note needs changing, click directly into the relevant section to edit it. You can reword, add detail, or remove content before saving. The original transcript remains available for reference throughout the review process. ![Editing the Aftercare section of an AI note](https://support.pabau.com/hubfs/image-png-Aug-20-2026-12-26-32-2264-PM.png) *Click into a section to edit it* - Click **Why?** beside a section to see the transcript lines it was written from. Click a line to jump to it in the **Transcript** tab. - Use the undo and redo arrows in the note toolbar to step back through your changes. - To have AI make a change for you, type an instruction in **Ask AI to edit this note…** at the bottom of the note, for example *shorten the plan*, and press Enter. This uses one AI credit. - When AI Scribe has picked out drug or condition names, a **Highlights** button appears in the toolbar. Click it to mark those names in the note so you can check they were heard correctly. #### **Step 11: Regenerate a Note** If a note isn't what you wanted, you can have AI Scribe write it again from the same transcript and template. 1. Click **Regenerate** in the note toolbar. 2. Optionally, type guidance in **Add context (optional)…**, for example *be more concise* or *include the dose breakdown*. 3. Click **Regenerate**. ![The Regenerate note panel with guidance typed and the Regenerate button marked](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/456204473563-06-regenerate.png) *Regenerate a note with extra guidance* If you've edited the note, Pabau warns you first: **This note has been edited since it was generated.** Your edits aren't lost. When the new version is ready, **Review regenerated note** opens with your **Current** note (labelled **Current (your edits)** if you changed it) next to the **Regenerated** one, and marks each section as changed, unchanged, new or removed. - Click **Use regenerated note** to replace your current note with the new version. - Click **Keep current note** (or close the window) to leave your note exactly as it was. **NOTE:** Regenerating uses one AI credit. #### **Step 12: Finalize the Session** Once you are satisfied with all the outputs, click **Finalize** to sign off the session. The button stays greyed out until every note and letter has finished drafting. Choose what to save, then click **Finalize** again. This saves every approved output to the correct place in the client's record: - **Treatment note** → EMR tab (**Chart** in US accounts) - **Letter** → Communications tab, awaiting review - **Prescription** → EMR \> Prescriptions - **ICD codes** → EMR \> Diagnoses (approved codes only) - **Populated forms** → Saved alongside the treatment note Every finalisation is recorded in the audit trail with a timestamp and the name of the clinician who signed off. ![The Finalize session window asking what you would like to save](https://support.pabau.com/hubfs/image-png-Aug-20-2026-12-27-32-3157-PM.png) *Choose what to save, then finalise* With your session finalised, all documentation is stored in the right place in the client's record, ready for your team to access. #### **Which languages does AI Scribe support?** The **Input language** and **Output language** lists in **Language settings** offer the same 18 languages: English (UK), English (US), English (Australia), French, Spanish, German, Italian, Dutch, Portuguese, Polish, Swedish, Danish, Norwegian, Romanian, Russian, Czech, Hungarian and Arabic. The two settings are independent, so you can record in one language and have the note written in another, for example a consultation held in French with the note written in English (UK). **NOTE:** You can only choose a language from this list. Languages that aren't on it, such as Farsi (Persian), aren't currently available as an input or output language. **Where this comes from:** the list is built into AI Scribe and is the same for every clinic. Your choices are saved to your own user, as described in Step 3. #### **Can I give AI Scribe text instead of audio?** Yes, as a document. Click the upload icon beside **Capture** (**Upload an existing recording**), choose **Upload from files** and select a PDF or a text file (.txt or .md), then pick your template. AI Scribe reads the text from the document instead of transcribing a recording, and drafts the note from it in the same way. The document's text appears in the **Transcript** tab, and the note uses AI credits in the same way as a recording. There is no box to type or paste text straight into a session. If your notes are in an email or another document, save them as a .txt file first and upload that. **IMPORTANT:** AI Scribe can only read PDFs that contain selectable text. A scanned PDF (an image of a page) shows **No text found in the PDF**. Run it through OCR software first, or copy the text into a .txt file and upload that instead. **What's next?** - [How to Set Up AI Scribe](https://support.pabau.com/en/pabau2/how-to-set-up-ai-scribe?hsLang=en) - [AI Scribe: Overview, Setup and How It Works](https://support.pabau.com/en/pabau2/ai-scribe-overview-setup-and-how-it-works?hsLang=en) - [How to Link an AI Scribe Template to a Treatment Form](https://support.pabau.com/en/pabau2/how-to-use-ai-templates-to-create-smarter-treatment-notes?hsLang=en) --- Was this guide helpful? 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