How to Troubleshoot and Prevent Issues with Visit Transcript Generation in Freed Scribe
Freed Scribe users may occasionally encounter issues where visit transcripts are not generated. These problems often stem from audio capture issues, browser or device settings, or user actions during the recording process. This article provides a comprehensive guide to troubleshooting and preventing such issues.
Common Causes of Transcript Issues
Microphone or Audio Capture Problems - The microphone may not be working or permissions may not be enabled. Ensure that your browser (e.g., Chrome) has permission to access your microphone and that the microphone is functioning properly. - On mobile devices, technical errors can occur if the microphone is not capturing audio. Restarting the phone often resolves these issues.
Browser or Device Settings - If the Freed window is minimized, navigated away from, or loses visibility, audio capture may stop. Keep the Freed tab open and visible during the entire recording. - Power-saving modes or sleep settings on your device can interrupt audio capture. Ensure your device stays awake and active during the visit.
User Actions During Recording - Pausing the recording for extended periods or not ending the visit can result in incomplete or missing transcripts. We recommend using the "End Visit" button to save audio and generate the note. A helpful guideline: try to end visits within 14 days of starting them — audio for visits left in a Paused state is no longer retained after 14 days, so the visit can't be turned into a note afterward. - Ending the visit too soon (e.g., after only a few seconds) may not provide enough audio for transcription. Use the "Pause" button for temporary interruptions instead of stopping the recording.
How long Freed keeps your audio
Active (Paused) visits: Try to press End Visit within 14 days of starting a recording. The audio for visits that stay Paused longer than that is no longer retained, so they can't be turned into a note afterward.
Resuming a visit: Once a visit has been ended, you have 28 days from when the recording first started to use Resume Visit if you'd like to add more recording to that note.
Troubleshooting Steps
If you encounter issues with transcript generation, follow these steps:
Check Microphone Settings - Verify that your microphone is working and that Freed has the necessary permissions to access it.
Restart Your Device - On mobile devices, restart your phone to resolve microphone or capture issues.
Keep the Freed Tab Active - Ensure the Freed window remains open and visible throughout the recording. Avoid minimizing the tab or navigating away from it.
Monitor Audio Levels - Check for the green audio levels in Freed to confirm that audio is being captured. In Chrome, a red recording icon will pulse if the tab is in the background. Return to Freed and resume recording if needed.
Avoid Power-Saving Modes - Disable energy-saver or power-saving modes on your device and keep it plugged in during the visit.
Preventative Measures
To prevent future issues with transcript generation:
Keep the Freed Window Visible: Always keep the Freed tab open and active during the visit.
Avoid Interruptions: Do not minimize the Freed tab or navigate away from it.
End Visits Properly: Use the "End Visit" button to save audio and generate a note.
Use the Freed Chrome Extension: This tool allows you to use Freed alongside your web-based EHR in the same browser window, ensuring uninterrupted recording.
Limitations and Recovery Options
Missed Captures: If no audio was captured or uploaded, a transcript cannot be generated.
Audio retention windows: (a) The audio for visits left in a Paused state for more than 14 days is no longer retained. (b) Completed visits can be resumed for up to 28 days from when the recording first started.
Dictation Option: If the original audio cannot be used, you can create a new visit in Freed and dictate the details to generate a SOAP note.
By following these guidelines, you can ensure successful audio capture and transcript generation in Freed Scribe.