Scribe records a consultation, transcribes it and drafts a structured clinical note for you to check. It can also draft a note from what is already recorded for the visit. Nothing Scribe writes becomes part of the record until a clinician signs it.
Before you start
- Scribe must be switched on for the practice. An owner or practice manager does this in Settings under AI & workflows, where Scribe — note drafting shows On or Off.
- Recording captures the patient's voice, so the patient must be told and must agree before you start. You confirm this in Scribe before the microphone is used. Your privacy notice should tell patients that AI is used in preparing their records.
Steps
Record a consultation
- Open Scribe from the main navigation, choose Record consultation and Start recording, then pick the patient. You land on their Clinical notes tab with the recorder ready. You can also open that tab directly and choose Take AI notes.
- Under Scribe — record a consultation, tell the patient the consultation will be recorded and ask for their agreement. Tick The patient has been told this consultation will be recorded and has agreed. The start button stays disabled until you do.
- Press Start Scribe. A timer shows while Recording.
- At the end press Stop & transcribe, or Discard recording if you do not want to keep the audio.
- Wait while Maxillo shows Uploading and transcribing the consultation… and then Drafting the clinical note…. The Transcript appears on the left.
- Review Drafted note — edit before signing. The draft is split into sections from Reason for attendance and Examination findings through to Post-operative advice and Follow-up / recall. Empty sections read Not covered in the consultation.
- Correct anything that is wrong, fill in what is missing, and check every section against what actually happened.
- Press Approve & Sign. To throw the draft away, press Discard.
Draft from the record instead
- On the Scribe page choose Draft from record and Create draft, or go to AI notes — draft from the record on the patient's Clinical notes tab.
- Press Draft with Scribe. The draft restates what is already recorded for today and leaves your findings and plan blank.
- Complete every marked section, then press Accept as draft note. This adds an unsigned draft that you sign from the Timeline in the usual way.
What happens next
After Approve & Sign, Maxillo confirms Note signed and the note is in the patient's clinical notes under your name. The Scribe page lists drafts under Awaiting your review and notes under Recently signed.
Signed notes can produce suggestions, such as charting or a follow-up appointment mentioned in the consultation. These appear on the relevant tabs and stay suggestions until you press Approve.
Common problems
- "Recording is switched off" — the practice has not switched Scribe on. Ask an owner or practice manager to enable it under AI & workflows in Settings.
- Start Scribe is greyed out — tick the consent confirmation first.
- The patient does not agree to being recorded — do not record. Write the note yourself, or use Draft from record, which uses no audio.