Troubleshooting & Tips — Mic, Drafts, Search & More
Quick fixes and pro tips — microphone checks, file limits, never losing your work, usage limits, Records Vault, and the ⌘K global search.
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What this video covers
The narration of the video, chapter by chapter. Any draft shown is a starting point that the clinician reviews and edits before it is used.
Welcome
A few quick tips to keep things running smoothly — and simple fixes for the little things that can trip you up along the way.
Let's start with the most common one: your microphone.
Check your microphone
The first time you record, your browser will ask permission to use your microphone — click Allow. If you ever blocked it by accident, just click the microphone icon in your address bar and turn it back on.
As you speak, the Sound level meter moves — so keep an eye on it. If it isn't moving, or you see the amber warning that your microphone isn't picking up any sound, check three things: the right microphone is selected, your input volume is up, and no other app, like Zoom or Teams, is using the mic. If the meter still doesn't move, stop and start a fresh recording.
Never lose your work
Your work is protected at every step. If a recording is transcribed but the report doesn't generate, you'll see a message that your audio and transcript are safe — just click Retry.
And on the Draft page, your report autosaves as you type. Even if you close the tab, you'll find it waiting under Saved Drafts, ready to pick up right where you left off.
Know your file limits
A quick note on file sizes and types. In Smart Scan, you can add up to five images at ten megabytes each, or a single PDF up to twenty-five megabytes.
On the Draft page, you can attach up to five documents — Word, PDF, text, or spreadsheets — at ten megabytes each. And for audio, files up to one hundred megabytes work best. If a recording is very long, split it into shorter segments.
Usage limits and plans
Each plan includes a monthly number of reports. You'll see a usage meter that gives you a heads-up as you get close, and a friendly message when you reach the limit — with a link to upgrade whenever you're ready. You can also keep up to twenty custom templates.
Records Vault tips
The Records Vault works best in Chrome or Edge — that's what lets it reopen your original files after you close and return.
A few good things to know: if a file has moved or been renamed, it'll tell you instead of failing silently. To open a PDF, allow pop-ups for the site. And if Smart search ever can't load, exact search still works, with a Retry button right there. Everything stays on your own computer.
Search everything
Here's a favorite. From anywhere in the app, press Command K — or Control K on Windows — to search across all of your recordings, reports, templates, and scans at once.
It's the fastest way to find that one note or report when you can't remember exactly where it is.
Getting help
Two last things. If you've been away for a few hours, you may be asked to sign in again — that's just to keep your data secure; simply log back in and continue.
And if you ever get stuck or have a question, we're here to help — just reach out any time through Contact Us in the sidebar.
The AI drafts. You decide.
My Clinical Writer writes a first draft from what you record, type or upload. You review it, edit anything that does not match your clinical judgment, and only then sign or export it. The assessment, the diagnosis and the plan are always yours, and you remain responsible for the final record.
Patient data is protected as described on our security and HIPAA page: 256-bit encryption in transit and at rest, role-based access, audit trails, and a Business Associate Agreement that every account accepts at registration.
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