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 article.
Step 1: Open AI Scribe
Log in to your Pabau account and in the left sidebar menu, navigate to Clients, then select "AI Scribe." This opens the Sessions view, which lists your appointments for the day. You can filter by location or clinician to find the right appointment.
Step 2: Select an Appointment
Click on the appointment you want to start a session for. This opens the session screen for that client, showing their name and appointment details.
Step 3: 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 4: Start Recording
Once consent is captured, click the record button to begin capturing the consultation. Make sure your browser has microphone access enabled. Speak clearly and naturally - AI Scribe will transcribe the conversation as it happens.
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.
Alternatively, if the consultation has already taken place, you can upload an audio or text file instead of recording live.
Step 5: Stop and Generate
When the consultation is complete, click "Stop" to end the recording. AI Scribe will begin generating the note in the background - you do not need to stay on the page. You will receive a notification once the note is ready to review.
Step 6: 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 prompt template. Review each section, make any edits needed, and confirm the content is accurate before finalizing.
Letter: If a letter template was used, a draft letter will appear for you to review and proof before saving.
ICD-11 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 record as Client Problems.
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.
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 7: 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.
Step 8: Finalize the Session
Once you are satisfied with all the outputs, click "Finalise" to sign off the session. This saves every approved output to the correct place in the client's record:
- Treatment note → Chart tab
- Letter → Communications tab (awaiting proofreading status)
- Prescription → Chart > Prescriptions
- ICD-11 codes → Chart > Client Problems (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.
With your session finalized, all documentation is stored in the right place in the client's record, ready for your team to access.
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For more guides, browse the related articles below or use the search bar at the top of the page. You can also watch our video learning series, the Pabau Academy, or visit the Support page for additional help.