🎉 What is HappyDoc?
HappyDoc is an AI scribe built for veterinarians. It listens to the appointment and turns the conversation into an accurate, structured medical record, so you spend less time typing after the visit and more time with your furry patients. 🐶🐱
Before you start
This article is for anyone at the practice who is new to HappyDoc and wants the whole picture in one place. It covers the web app at app.gohappydoc.com.
Chrome on a computer (recommended). Firefox isn't supported, and Safari on a Mac isn't recommended.
Your own HappyDoc login, on a practice account that's set up and active.
Step 1: Set up your account
Go to app.gohappydoc.com in Chrome and log in.
Click the Account menu at the top right and choose Settings.
Click Team & Access on the left, then Add User, so each person gets their own login. If you don't see Team & Access, message us and we'll switch it on.
Click Schedule and stay on the Staff tab to check your doctors are listed. If your practice system is connected, they usually come across on their own.
Click Integrations to check your practice system is connected. Its card says Pulls appointments, and Writes documents if notes go back into it.
Step 2: Choose how you see your schedule
Click Visits at the top of HappyDoc.
Click Go to Visits Calendar for a calendar like most practice systems, or Go to Visits List for all of the day's appointments in one list.
Click Select Resources and pick one doctor or room, several, or All Resources. This is especially handy for technicians who support particular doctors.
Use Previous day, Next day and Today to move between days.
HappyDoc remembers your Select Resources choice on each computer. Appointments that came from your practice system show a circular arrow.
Step 3: Start a recording
From your schedule: click the microphone Start recording button on the appointment's row.
Without an appointment: type the patient's name in the Quick Start box at the bottom right and click Record. This creates a new visit dated today.
The first time, Chrome asks to use your microphone. Click Allow.
Have the appointment as you normally would.
When you're done, click Stop and Generate to write the note straight away, or Stop and Close to save the recording and generate later.
⚠️ 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 note go back into it. If you used Quick Start for a patient who is on the schedule, click the three dots on the visit and choose Merge with another visit to combine it with the synced appointment.
Step 4: Generate documents on the visit page
Click the visit to open it.
If you clicked Stop and Generate, your document may already be there. If not, go to Generate Documents on the right.
Pick a document from the Select documents dropdown. Your default document is normally already chosen.
In Visit Assets, check the recordings and uploads you want included are ticked.
Click Generate.
Want to add more context? Click Upload file to add a PDF, JPG or PNG (up to 25 MB) or an audio file, or click Start recording to add another clip, then generate again with everything ticked.
Step 5: Review, edit and send the note
Finished documents appear in the middle of the page. Click the tabs to switch between them.
If there's more than one version, use the arrows next to the version number. The latest version shows first.
Click into the text to edit it.
If something was missed, retry that section, or click Retry document generation in the toolbar to redo the whole document.
When the note is ready, click Export if you're on Cornerstone, Avimark or Impromed, or Approve & Sync if you're on ezyVet, Shepherd or Covetrus Pulse.
Step 6: Choose your documents
Open Settings, then Documents.
Use the switch next to each document to turn on the ones you'll use. HappySOAP is the best place to start.
Turn on HappyEmail if you'd like a client friendly summary to send to owners.
To make your own (treatment plans, declined services, summaries), click Create Custom, pick a template and click Get Started.
Every document can be adjusted over time, so start simple and refine once you've seen real notes.
Step 7: Edit faster with Scout
Open the visit and click Scout, the round dog icon at the bottom right.
Ask for what you want in plain words, like "turn the plan into bullet points", "add that we discussed a dental cleaning", "move the bloodwork to diagnostics" or "make the client email warmer".
Read the highlighted changes and click Accept to keep them.
⚠️ Scout first, your own edits last. Asking Scout for a change rewrites the whole note, so make your Scout changes before you type your own edits.
Step 8: Summarize outside records with HappyHistory
Open the visit and click Upload file.
Choose the PDFs you want summarized, such as referrals, records from another clinic or lab work.
Pick HappyHistory from Select documents and click Generate.
Instead of reading a long PDF, you get a short summary of visit and medical history, vaccines and due dates, abnormal findings, and diet and husbandry details. If HappyHistory isn't in the list, switch it on in Settings, then Documents.
Step 9: Tell us how the note did
Click Output Perfect (thumbs up) in the document toolbar when a note needs no changes.
Click Information Issues (thumbs down) and add a comment when something is wrong.
Click Flag terminology when a medical term is wrong.
Take a guided tour: Click the Help menu at the top of HappyDoc and click Start next to Welcome Tour, Settings Tour or Quick Start.
Check your setup: Go to app.gohappydoc.com/check-setup to test your internet, uploads and microphone.
On a phone or tablet: Record in the HappyDoc app, then review and edit the note on a computer.
Troubleshooting / FAQs
Q: Can our whole team share one login?
A: Each person can have their own login, and we recommend it so every note is attributed to the right person. Open Settings, then Team & Access, and click Add User. If you don't see Team & Access, message us and we'll switch it on.
Q: I stopped the recording but no note appeared.
A: You probably clicked Stop and Close. Open the visit, pick a document under Generate Documents and click Generate. A recording that hasn't been used in a document yet shows yellow.
Q: The Export button is greyed out.
A: This usually means the visit was started in HappyDoc rather than from an appointment that came from your practice system. Merge it with the synced appointment (three dots, Merge with another visit), or send us the patient name and visit time and we'll check.
Q: Can I record in my phone's web browser?
A: Use the HappyDoc app on phones and tablets. If you ever have to record in a phone or tablet browser, keep the tab open and on screen until the recording has uploaded.
Q: Where do I see my doctors?
A: Open Settings, then Schedule, and stay on the Staff tab.
💬 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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