Before you start
This article is for anyone recording their first visit in HappyDoc on a computer. Use Chrome. On a phone or tablet, use the HappyDoc app instead. Try it on a real appointment: Scout is built for real conversations, and a staged test won't show you what it can do.
Step 1: Find or create the visit
Click Visits at the top of HappyDoc. If your practice system is connected, today's appointments are there.
Find the patient you're about to see.
If they aren't on the schedule, type their name in the Quick Start box at the bottom right. HappyDoc will create a new visit dated today.
⚠️ Start from the appointment when you can. A visit from your practice system is linked to the patient's record, which is what lets the finished note go back into it. A Quick Start visit isn't linked. To choose the doctor for a new visit, use Add visit and pick the Staff instead.
Step 2: Allow your microphone
The first time you record, HappyDoc shows "Let HappyDoc use your mic. Chrome will ask once." Click Allow.
Click Allow again in Chrome's own prompt.
Check the microphone line says Ready and names the microphone you expect.
If it's the wrong one, click Change and pick your microphone by name.
Step 3: Record the visit
Click the microphone Start recording button on the appointment's row, or click Record in Quick Start.
Have the appointment exactly as you normally would. You don't need to dictate or talk to the software.
Say the patient's name early if you didn't type it, for example "so Fluffy hasn't been herself this week".
Leave it running through the whole consultation, including the conversation with the owner.
Seeing two pets in one appointment? Name the visit "Bella and Max" and HappyDoc writes a note for each. See Multi-Pet Visits: Recording Two Patients at Once 🐾.
Step 4: Stop and generate
Click Stop and Generate to finish and write the note straight away.
Or click Stop and Close if you want to add another recording first and generate once at the end.
To generate later, open the visit, pick a document from the Select documents dropdown under Generate Documents, and click Generate.
Give Scout a minute or two. Longer recordings take a little longer.
⚠️ A yellow recording just hasn't been used yet. It's saved, but no document has been generated from it. Pick a document under Generate Documents and click Generate.
Step 5: Read it before you sign it
Check the patient details are right.
Check anything said aloud made it in, especially measurements and doses.
Check nothing has landed in the wrong section.
To see exactly what was said, click the three dots next to the recording and choose View Transcript.
Click into the text to edit, or ask Scout (the round dog icon at the bottom right) to make the change.
Step 6: Send it to your practice system
Click Export in the document toolbar if you're on Cornerstone, Avimark or Impromed.
Or click Approve & Sync if you're on ezyVet, Shepherd or Covetrus Pulse.
Check the note has arrived in the patient's record.
Several notes to check: Click Review visits at the top of HappyDoc to step through every visit waiting in Review, with Previous, Skip and Finalize & next.
Guided tour: Click the Help menu at the top and click Start next to Quick Start.
Troubleshooting / FAQs
Q: I stopped the recording but no document appeared.
A: You most likely clicked Stop and Close. Open the visit, pick a document under Generate Documents and click Generate.
Q: I recorded on the wrong patient.
A: Open the visit, click the three dots next to the recording, choose Move Clip, search for the right patient and confirm. No need to record again.
Q: The Export button is greyed out.
A: That's usually because the visit was started in HappyDoc, not from an appointment in your practice system. Send us the patient name and visit time and we'll sort it.
Q: How long can one recording be?
A: Up to three hours.
Q: The visit was in another language.
A: Record as normal and the note comes out in English. Need the note in another language? Open Settings, then Documents, copy or create a custom document, open Advanced Settings and choose the Output language. Or tell us and we'll help.
💬 Need a hand? Chat with us in the app (bottom right corner) or email [email protected]. We're always happy to help.
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