DocSense | User Guide

Purpose

This article providers guidance for the use of DocSense by providers using DocNow. 

Audience

DocNow users. 

Overview

DocSense is an AI-powered medical documentation assistant integrated into the DocNow platform that transforms voice dictations into structured, clinically relevant medical notes. The system uses advanced Large Language Models (LLMs) to process audio recordings and generate comprehensive medical documentation that follows standard clinical templates.

There is no dedicated recording equipment necessary other than a device that has a built in microphone. 

Table of Contents

• Admin Set Up
• Provider Workflow
• Best Practices
• Troubleshooting 

Admin Set Up 

Please speak to your DocNow Implementation Specialist or Account Manager if you are interested in using DocSense. 

Once your Practice's account has been enabled to use DocSense, the only setup needed is enabling the DocSense user permission for any providers you would like to have access to DocSense. 

 

Enhancing Templates

*If you are a DocNow beta participant DocNow has already applied enhancements to your designated templates. 

Enhancing a template prepares a template to work better with DocSense AI. It is recommended to enhance all templates prior to using DocSense. 

The Enhance button adds invisible labels and boundaries to each section. The template looks exactly the same to the provider, but DocSense can now directly locate each section. This results in more accurate placement, faster processing, and better handling of special elements like dropdown menus. 

1. Open any template you would like to enhance from the admin portal. Select the Enhance Template button.  
   
   
    

2. After applying you will see visual indicators of what was applied - headers and footers of the note will be highlighted and separated, headings will be blue, dot phrases will be blue and underlined, and the sections underneath headers will have a spanning vertical line. 
   
   
    
3. To add or remove enhanced elements one by one, you can use the DocSense Labels option in your tool bar. The most common use of this would be to fix the formatting of a non system recognized heading. 
   1. Note how procedure was included in the section of Wound Assessment since it is note a system recognized heading. 
      
   2. For this example you would highlight the section, and then choose the Section label to remove the formatting, then correctly label Procedures as a heading before re-adding section labels. 
      
      Removing Section formatting
      
      
      Applying Heading formatting to Procedures
      
      Applying section formatting for each header - when applying section formatting you must associate the section to a matching heading
      
       
   3. When finished with changes make sure to save. At any point you may remove all enhanced template formatting by using the Remove Enhanced Template button at the top of the template editing screen. 

Provider Workflow

One Time Set Up - Set Your Preferences 

1. Navigate to the DocSense tab within any open note and open settings 
   
   
   
   
   
   
    
2. Auto Apply: When enabled, DocSense automatically applies Template Preview content to the note editor after the initial processing completes. For subsequent changes when using DocSense and initial changes have already been applied, select “Apply to Template”.
    
3. Contextual Changes (Recommended enabled): When enabled, DocSense may modify existing default text in template fields to incorporate dictated content. When disabled, DocSense only appends content and does not alter existing text.
    
4. Drop Down Changes (Recommended enabled) When enabled, DocSense will attempt to select matching dropdown options in the note editor based on dictated content. When disabled, DocSense will only append content as text and will not interact with dropdown fields.
    
5. Conversational Script: When enabled, the transcript displays speaker-differentiated segments. Speaker detection is automatic.
    

Notes: 

Making any changes to your preferences will save these preferences for all future uses of DocSense. 

Record Your Content

1. Activate DocSense by selecting the DocSense icon near the top of the note. You may record in person patient visits for ambient dictation, or you may use direct dictation for pre or post visit charting. 
   
   Note: You may need to alter browser settings to allow your browser to use your computer's microphone. 
   
   
   
   While recording the DocSense icon will change to indicate that you are currently recording. 
   
   

Recording Recommendations: 

• Annunciate words clearly.
• Include template headers explicitly in your dictation to increase accuracy.
• Dictate your drop down options verbatim for best results. 
  
   

2. When you are finished recording select the Recording icon shown above to stop recording and process the audio you have recorded. 

3. You may record multiple transcriptions for a single note. 

Review, Edit, and Apply Your Content

1. To review your recording and how it was parsed navigate to the DocSense tab. View the Transcript at any time to see your verbatim dictation(s), and view the Template Preview to see how your transcript was parsed for your note and to make edits before applying. 
   
   
   
   
   
    

2. In the Template Preview sub tab you can review and apply the content that DocSense has created from your recording and where it has parsed it in the template you are currently using.

   • Use the arrows icon for Remap To Different Heading to move the given content to a different header.
   • Use the reverse icon for Revert DocSense Changes to remove the parsed content from this section.
   • Use microphone icon for Record to record content that will be applied to this specific header.
   • Use your cursor to edit any of the text that was created for the given header.
   • The sections shown here can can be expanded by dragging the icon in the lower right area of each section.
   • Select Delete All to delete any current captured recordings for this encounter.

   3. When you have made your desired changes choose Apply to Template to apply the content of the Template Preview to your note in the note editor. 

   4. DocSense will place the parsed content into your note. It will fill out drop down menus, free text areas, and make contextual changes to preset text depending on the settings you have enabled. 

Notes: 

• DocSense will not overwrite or override data that has been pulled in from PCC in a dot phrase such as .meds@pcc 

Considerations

Troubleshooting 

Poor or Spotty Internet Connection

Since it is used through DocNow web application, DocSense depends on a stable internet connection to function properly. 

If at any point your internet connection is disrupted during recording or processing of a DocSense dictation you will see the recording button change to Reconnecting...

Once you regain internet connection the audio that was recorded before the internet was lost can be processed by selecting Resume Processing. After the original audio is processed you may record more dictations if desired. 

Note: This reprocessing will only work for 24 hours after connection was lost until the audio is lost. Additionally, the audio that is recorded will only be available for processing on the same device that you were using when connection was lost. 

No DocSense Recording Icon

• Ensure your practice admin have set DocSense up for your company and have enabled your individual user permission

 

Dropdown Selection Errors

Symptoms: Dropdown options not being populated correctly 
Causes: Dropdown feature not activated, unclear pronunciation, option name mismatch 

Solutions:

• Ensure dropdown toggle is activated before recording
• Speak clearly and mention options naturally during recording
• Use exact option names when possible
• Check dropdown options before recording
• Use manual selection if automatic population fails

 

Content Generation Delays

Symptoms: Long processing times for audio 
Causes: Large audio files, system load, network issues 

Solutions:

• Break long recordings into smaller segments
• Check internet connection stability
• Close unnecessary applications

 

Incomplete Content Generation

Symptoms: Missing sections or incomplete information 
Causes: Audio quality issues, unclear speech, system limitations, provider oversight 

Solutions:

• Manually review all generated sections for completeness
• Re-record unclear or missing sections
• Speak more clearly and slowly during recording
• Use section-specific regeneration for identified gaps
• Manually add missing information through editing

If you have questions or need further support, please contact [e-mail] or your Account Manager.