Welcome back to Scout's School! In this lesson, you'll learn how to record an appointment and let Scout generate your medical documents automatically. Watch the video above for a visual walkthrough, or follow along below.
Starting a Recording
In the bottom right corner of your screen, you'll see Scout's recording widget with a teal microphone icon and a field that says "Enter patient name." Type in your patient's name and click the microphone to start recording. The widget will switch to show "Recording a Clip" with a timer counting up, an audio waveform, and a list of your available document templates.
Selecting Your Documents
While your recording is running, scroll through the list of document templates and select the ones you'd like Scout to generate. Options include HappySOAP, HappyEmail, HappyChecklist, and more depending on what your practice has set up. Selected documents will show a teal checkmark and the count will update at the top of the list.
If you see an orange "No audio detected" banner, don't worry — it just means Scout hasn't picked up any sound yet. Once you start speaking, the banner will go away.
Stopping Your Recording
When your appointment is finished and you've selected your templates, you'll see two buttons at the bottom of the widget. "Stop & Close" saves the recording without generating documents — useful if you want to come back to it later. "Stop & Generate" stops the recording and immediately tells Scout to create your selected documents.
Reviewing Your Generated Documents
After clicking Stop & Generate, Scout will take you into the visit record. On the right side of the screen, you'll see the Visit Assets panel with your Library containing the recorded clip and the documents you selected. Give Scout a moment to process — you'll see a loading animation while it works.
Once generation is complete, your documents appear as tabs at the top of the main content area. Click between them to switch views. For example, the HappySOAP tab shows a full SOAP note broken into Subjective, Vitals, Objective, Assessment, and Plan. The HappyEmail tab shows a client-ready summary letter you can send to the pet owner.
Editing Your Documents
Everything Scout generates is fully editable. Click into any field to make changes — add a missing weight, update a respiratory rate, adjust a body score, or tweak any detail Scout may have missed. Your changes auto-save as you work, and you'll see a "Saving..." indicator in the toolbar followed by "Saved" once it's confirmed.
Viewing the Transcript
Want to verify what was actually said during the appointment? Click the transcript icon in the toolbar to open a popup showing the full text of your recording, labeled by speaker. This is helpful for double-checking details before finalizing your records. Close it out when you're done.
Toolbar Actions
Above your document you'll find a row of action icons. These let you give feedback on Scout's output, copy sections, send emails, and more. If something doesn't look right, use the feedback buttons to let us know — it helps Scout improve over time. You can also use the copy icon on the right side of each individual section to copy that section directly into your PIMS.