PracticeRunner LogoPracticeRunner
Back to Help Center

AI Assistant Settings

How to enable optional Session Brief, note drafting, note revision, source-material, recording, and transcription tools in PracticeRunner.

AI Assistant is the name of the settings section that brings together PracticeRunner’s optional tools for appointment preparation and clinician-reviewed documentation. It includes Session Brief as well as tools that can prepare or revise note drafts.

AI Assistant does not write or save notes automatically. The practice decides which features are available, and the clinician decides when to use an enabled feature. Clinicians review, edit, and save any resulting note draft.

What AI Assistant includes

AI Assistant is divided into two groups. Archive is read-only and does not include these tools.

Included with your plan:

  • Session Brief for a short appointment-preparation summary based on recent saved note history. A Session Brief is preparation material and is not part of the clinical note.
  • Revise note for preparing a clearer or differently structured draft from text the clinician has already written.
  • Source text for note drafts for using pasted transcripts, rough notes, or text from another tool as source material.
  • Draft notes from attachments for extracting text from supported documents, scans, or photos, including a photo of a handwritten paper note taken with a phone or computer camera, and preparing a draft for review. The photo itself is processed for text and not retained.

Recording and transcription:

  • Record and transcribe sessions for recording appointment audio or uploading audio or video, creating a transcript, and preparing a clinician-reviewed note draft. Recording and transcription are included during PracticeRunner’s early stage, with no separate transcription charge today. PracticeRunner will explain any future allowance or charge before it applies.

Clinicians can also create personal note writing preferences under Settings -> Preferences. Saved guidance controls broad writing choices such as brevity, objective wording, or preserving the clinician’s voice. It does not turn on an AI Assistant feature by itself.

Recording and transcription support the AI Assistant workflow, but recording does not create or save a final clinical note by itself.

The Session Workspace recording controls showing an active recording, microphone selection, audio activity, and the separate progress-note editor.

Enable AI Assistant features

An owner or authorized admin can control these options for the practice.

  1. Open Settings.
  2. Go to General.
  3. Find AI Assistant.
  4. Turn on the features the practice wants to make available.
  5. Select Save Settings.

If recording and transcription are unavailable, go to Settings → General → AI Assistant and select Review membership options.

Set up saved note writing guidance

Each clinician can save reusable writing guidance after the practice enables the relevant note drafting features. The most direct route is Note tools -> Saved guidance -> Add or edit saved guidance in an editable appointment note.

The same manager is available under Settings -> Preferences:

  1. Open Settings.
  2. Go to Preferences.
  3. Under Note writing preferences, select Add preference.
  4. Choose a suggested example or enter a short name and general writing instruction.
  5. Edit the instruction to match how you write notes, then select Save preference.
  6. Select Default guidance if it should apply automatically to Revise note and drafts generated from pasted source text.

The Note writing preferences section is hidden when the practice has not enabled an available AI note-drafting feature. Do not put client-specific information in saved guidance. The same instruction may be used across appointments. When PracticeRunner prepares a draft, the processing dialog names the saved guidance being applied. Clinicians can review more examples and learn how guidance interacts with note tools in Notes and Source Material.

What clinicians should expect

Enabling a feature makes it available in the supported appointment or note workflow. It does not run in the background and does not require a clinician to use it.

  • Session Brief appears as an optional appointment-preparation tool.
  • Note drafting and revision actions prepare drafts for clinician review.
  • Source material remains separate from the final note until the clinician uses it, edits the note, and saves or signs it.
  • Recording requires appropriate consent under the practice’s policies, professional rules, client agreements, and applicable law.

A transcript opened for clinician review in the Session Workspace before it is used as source material for a note draft.

Privacy and control

AI Assistant features are off by default and controlled at the practice level. When enabled, supported processing runs under PracticeRunner’s HIPAA and BAA safeguards. Client information is used only to provide the requested feature and is not used to train shared AI models or improve AI for other practices.

The clinician remains responsible for deciding what belongs in the clinical note, correcting errors, removing unnecessary detail, and confirming that the final documentation reflects the services provided.