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Voice Notes FAQ

Get answers to the most common questions about VideaAI Voice Notes, including how it captures chart-ready notes with ambient AI, what problems it solves, setup requirements, clinical outcomes, and privacy and consent safeguards.

Product Basics

What is it?
Voice Notes turns chairside conversation into chart-ready clinical notes without changing how dentists work, using ambient AI. One click to start, review, and write back to the PMS.

Who is it for?
DSOs and independents; dentists, hygienists, and care teams; clinical leaders standardizing documentation quality.

What problems does it solve?
Manual charting time, inconsistent notes, delayed payments due to missing documentation, screen-time fatigue, provider burnout, and audit risk.

How does it work?
Click Start Note → Speak naturally → Review → Save to PMS. Use the Smart Ambient Mode for natural dialogue; the Quick Dictation Mode is for direct narration.

Features and Capabilities

  • Smart Ambient and Quick Dictation Mode > Works in noisy operatories and understands various accents
  • Custom Templates > seamless adaptation to existing templates
  • Visit length up to 3 hours > Languages (English, Spanish - soon)

What makes Voice Notes unique is combining:

  • Built on the knowledge from ~50k VideaAI users
  • Dental clinical intelligence (trained on 1B+ dental images)
  • True ambient capture (no dictation required)
  • Seamless PMS integration with writeback
  • Chart-ready output requiring minimal editing

Outcomes and Proof Points

  • Time savings: ~10–15 minutes per visit; ~10 hours/week back per provider (pilot-reported).
  • Documentation quality: ~95% first-pass completeness (early usage).
  • Production impact: frees chair time to add cases
  • Patient experience: more focused face-to-face time, positively impacting trust and potentially case acceptance.

Setup and Integration

Requirements: Chrome, operatory workstation, built-in or USB mic; ~5-minute onboarding.
Recommended mics: Tonor G11, but compatable with other microphones.

PMS support:
Ask your VideaHealth representative.

Security, Privacy, and Consent

  • HIPAA-compliant
  • Clinician-controlled recording: session-based and not “always on”, prompts users for consent before the visit, and records this consent in the note. This ensures transparency for patients, even in states that only require one-party consent.
  • Data retention: PHI encrypted in transit/at rest; raw audio is deleted after note generation. Audio transcripts are de-identified at the source and not considered part of the official medical record
  • Consent helper + audit trail included; works for one-party states and supports opt-out workflows.

Patient Privacy & Security

  • HIPAA-compliant
  • Clinician-controlled recording (session-based; not “always on”).
  • PHI encrypted in transit/at rest; raw audio deleted after note generation; transcripts de-identified at source.
  • Consent helper + audit trail included; works for one-party states and supports opt-out workflows.