Welcome to Chart Hound

Your new AI veterinary scribe is designed to automate your documentation and help you recover your evenings. Here is everything you need to get started.

Guide 1: Welcome & Setup

Let's get you logged in and set up for quick access during your busy day.

Step 1: Log In to Your Dashboard

  1. Open your mobile browser (Chrome or Safari).
  2. Navigate to charthound.ai.
  3. Tap "Log In" to access your practice dashboard.

Step 2: Add the Web App to Your Home Screen

For the best experience, save Chart Hound to your phone's home screen. It will act just like a native app, giving you one-tap access to recording.

  • On Android (Chrome): Tap the menu icon (three dots) in the top right corner, then select "Add to Home screen".
  • On iOS (Safari): Tap the Share icon at the bottom center of the screen, scroll down, and tap "Add to Home Screen".

You are now ready to start charting!

Guide 2: Creating a Chart – Choose Your Workflow

Chart Hound is flexible. You can record consultations live or upload them later, depending on what fits your schedule best.

Option A: Record Live in Situ (Best for Immediate Completion)

Use this method to finish your documentation as soon as the appointment ends.

  1. Open the Chart Hound web app from your home screen.
  2. From your dashboard, tap the large red "Record Live" button.
  3. Set your phone down nearby and conduct your consultation normally.
  4. When finished, tap the button again to stop. The audio will automatically submit for processing.

Option B: Upload a Voice Note (Best for Flexibility)

This method is great if you prefer recording back-to-back consults using your phone's native recorder and uploading them when you have a moment to catch up.

  1. Record the consult using your phone's built-in app (e.g., "Voice Memos" on iOS or "Voice Recorder" on Android).
  2. When you are ready to submit, open your Chart Hound dashboard.
  3. Scroll to the "Upload Voice Note" section.
  4. Tap to browse and select your pre-recorded audio files to upload them.
Crucial Note for iOS Users: If using Apple Voice Memos, you must first save your recording to the "Files" app before you can upload it to Chart Hound.

Guide 3: Reviewing & Finalizing Your Results

Within a short time after submission, you will receive your generated documents via email.

Step 1: Check for Transcription Flags

Before reading the final notes, always review the top of the email.

  • Look for the yellow section labeled "MANUAL REVIEW REQUIRED".
  • This section highlights terms the AI was unsure about (e.g., interpreting phonetic sounds like "tow stuck" as "toast"). Quickly verify these for medical accuracy.

Step 2: Review Generated Documents

Scroll down to review the complete, structured documentation created by the AI:

  • SOAP Notes: A fully formatted Subjective, Objective, Assessment, and Plan record.
  • Discharge Instructions: Client-facing instructions written in clear, accessible language based on your plan.

Step 3: Copy to Your PIMS

Once you have verified the accuracy of the notes:

  1. Go to the bottom section of the email labeled "FORMATTED FOR PIMS COPY & PASTE".
  2. Copy the text block.
  3. Paste it directly into the patient's record in your Practice Information Management System.

Guide 4: Personalizing Your Scribe

Chart Hound learns to work the way you do. Use these powerful features to mold the AI to your specific preferences and voice.

1. Custom Instructions

Do you have specific formatting rules or default assumptions? You can modify your outputs by setting custom instructions.

  • Define Your Rules: Tell the AI exactly how to behave. For example, "Always use bullet points for the plan," or "Assume body condition is normal unless explicitly stated otherwise."
  • Lock It In: Once you are happy with your instructions, you can "Lock" them. This ensures every single note you generate follows your exact guidelines without you having to repeat yourself.

2. Imprint Mode

Teach the AI to sound just like you by showing it your past work.

  • How It Works: Upload completed PDFs or paste text from your previous medical notes. The AI analyzes your sentence structure, vocabulary, and formatting style.
  • The Result: Chart Hound will "imprint" onto your style. Future generated notes will mirror your unique voice so closely that they look like they came directly from you—requiring no further tweaking or editing.

Guide 5: Best Practices for Optimal Accuracy

To ensure Chart Hound produces the most accurate and comprehensive notes possible, follow these four simple tips during your recordings.

  1. Clear Audio is Key: Keep your phone reasonably close to where the primary conversation is happening (e.g., on the exam table). Try to minimize loud background noises like barking or loud equipment when dictating critical findings.
  2. Verbalize Physical Findings: The AI records what it hears. Explicitly stating your physical exam findings helps create a precise "Objective" section.
    Try saying: "On palpation, the abdomen is soft and non-painful. Heart rate is 120, no murmurs auscultated."
  3. State the Plan Clearly: Toward the end of the recording, summarize the treatment plan clearly for the client. This is crucial for generating accurate Discharge Instructions.
    Try saying: "Okay, Mrs. Jones, the plan is to start Waylon on [Medication Name] twice a day for 7 days. We need to recheck bloodwork in two weeks."
  4. Natural Conversation is Fine: The AI is designed to parse natural dialogue between veterinarians, staff, and clients. You do not need to speak like a robot or dictate punctuation.