Bells Virtual Scribe FAQ
Do we have to use a consent?
No, this is configurable, you may already have this covered in your existing consent/initial paperwork.
Do we have to record consent every time we do a note?
No, there is configuration for the consent that lets you decide how frequently we present the consent.
Can Bells Virtual Scribe work offline/without connectivity?
Yes, data will be stored within the Bells encrypted database on your device. Once connectivity is restored, the audio file is uploaded to be transcribed and turned into the note summary.
How long do you store the recorded session?
The recording, transcript, and note summary are automatically deleted once the note is finalized. The audio file is available up to 60 days until the encounter is finalized. Once the encounter is signed, the audio file is hard deleted. For further clarity, for encounters not finalized, the audio files are hard deleted after 60 days.
Does this work on any device?
Yes, as long as your device has a microphone.
How many languages are supported for Virtual Scribe?
English, we're currently partnering with AWS for Spanish soon.
Can I use Virtual Scribe in my groups? How many voices can be recognized in the session?
Up to 10 voices can be recognized. The group session workflow is being worked on.
How does Virtual Scribe know the different voices?
In partnership with AWS, we are using a process called diarization to recognize the different voices during the record, tag them to the appropriate speaker and then reorganize the audio for the transcription and note summary.
What is diarization? It's the process of separating an audio recording into segments based on who is speaking.
How well does Virtual Scribe handle accents?
Pretty well but we don't have any hard metrics.
What if my notes aren't in GIRPP format?
At this time, Bells Virtual Scribe supports the GIRPP (Goal, Intervention, Response, Plan and Progress) format for the Summary. Additionally, for the physical health industry, we also support a H&P format (History and Physical).
Don't worry, you can still take the text from the transcription or the summary and use it in your notes regardless of that format.
We're also working on supporting more formats moving forward!
Can I see how Virtual Scribe is being used across my organization?
Yes! We have a Virtual Scribe report in Bells that shows metrics and breakdowns of how your users are utilizing Virtual Scribe, including top users, staff speaking distribution, percentage of content that comes from Virtual Scribe, how consents are being used and more!
Where are the recordings stored?
Recordings are stored in the Netsmart hosting environment alongside your Care Record storage.
Who has access to the recordings?
Only the individual who recorded the listening session has access to the session's content.