AI-assisted notes: Notes generated from Headway Telehealth transcript

Headway’s AI note assistant, Scribe, captures what’s said in one-on-one Headway Telehealth sessions and uses the transcript to generate a progress note for you to review right after the session. Notes will be clawback protected after you review, edit and update as needed, and sign.

Scribe and all of Headway’s AI-assisted notetaking features are included at no extra cost.

Want to see it in action? Walk through a step-by-step demo 
 

How it works

Step 1: Join the Headway Telehealth session 

1. Visit your Calendar page
2. Click on the session you want to join 
3. Click Join session

If you don’t have Headway Telehealth set up yet, you can add it to a session from your calendar by updating the session location in your Calendar page. To see more on setting up Headway Telehealth, visit our article: Headway Telehealth.
 

Step 2: Request client consent

Consent is a two-part process required in order to use AI transcription for notes. Once you obtain consent once, you won’t need to ask again in future sessions with that client. 

You can request client consent in 2 ways:

• Via the AI transcription client consent form, or 
• Live during a Headway Telehealth session.

Option 1 

To send an AI transcription consent form, you can add it through your Forms library or on your Calendar page.

Option 2

To enable AI transcription, click the Transcribe pencil icon during the session.

• You initiate the request to transcribe.
• Your client will see a pop-up asking for their consent.

• If your client does not consent, the transcription will not start, and an AI-generated note will not be created. The session will proceed as a normal telehealth call and you will be responsible for writing your progress note manually.

In future sessions, if the client has already consented to AI transcription, you will see AI transcription: On in the session details in the Calendar.

Step 3: During the session

Once consent is given, the session is securely transcribed in the background.

• At the top left corner of the telehealth session window, you’ll see a status that shows whether or not transcription is on.
• You can pause the transcription at any time during the session.
• If the call drops, you and your client can rejoin the call through the same link and the transcription will continue. You won’t need to click the pencil icon to start again.
   

Session eligibility and limitations

Scribe is available for one-on-one sessions using Headway's telehealth offering (video session must be held through Headway Telehealth, not any other telehealth platform) only. It is not available for:

• Intake sessions: Scribe does not support AI-generated notes for intake sessions at this time.
• Group, family, and couples therapy sessions: Scribe is not available for sessions with multiple clients.
• In person sessions

Additionally, if you did not previously use a Headway Telehealth note template, some portions of your Scribe-powered note may not have AI-generated drafts. These fields rely on pre-fill, and without a prior TH note template on file, they will need to be completed manually.

Data security and privacy

This feature was designed alongside clinicians with privacy and security as a top priority. The entire process is managed in accordance with data privacy frameworks, including HIPAA.

• Scribe is not a third-party solution. It is developed by the Headway team. 
• We partner with Anthropic and use their HIPAA-compliant models. We have a zero data retention policy with Anthropic, meaning your transcription is not stored by them or used to retrain their models.
• The session transcript is processed only to create your draft and be evaluated against our clinical safety standards. Transcripts will only be saved for the duration of this audit process, approximately 30 days, during which a select group of Headway employees may access your transcript to review for accuracy. The transcript will be deleted after that period.
• The session note will contain PHI from the session transcription. Aside from the content of that note, no patient PHI is retained from the transcription after approximately 30 days.
• You cannot access the session transcript; it is processed only to create your draft.

Reviewing and signing notes

Draft generation 

Once you leave the session, you’ll see a page that confirms the transcript is being processed. You can close out of this page.

Immediately after the session ends, Scribe will securely process the transcript and automatically draft a progress note. Typically, this takes a few minutes or less, and the status will show as Generating note. 

To view the draft, go to your Calendar and click into the session to view the Status. The Status will change from Generating note to Ready to confirm.

Edit and sign

Once the status changes to Ready to confirm, open the progress note draft from the session details in your calendar by clicking View generated session note.

You’re required to review and make any necessary edits to ensure the progress note is accurate and reflects your clinical judgment. Once reviewed, sign and submit the completed note.

Talking to your clients about consent

We recommend framing Scribe as a secure tool that helps you draft accurate progress notes so you can provide great care. When requesting consent, you can let your clients know that it’s optional, secure, and HIPAA-compliant.

Suggested script: 

Before we get started, I wanted to let you know that there’s a new AI feature on Headway that will be using the transcript from this session to help me generate a note for me. While I still keep my own separate documentation, this allows me to be more present in the session with you.

It’s HIPAA-compliant and the transcripts are only stored for the duration of Headway’s audit process, approximately 30 days, during which a small group of Headway employees may access your transcript to review for accuracy. It’s optional, and we can absolutely proceed without it. But if you’re open to it, I can send a transcription consent request now. You’ll see it pop up, and just need to click ‘Yes, I consent’. You can revoke consent at any time in your telehealth settings.

Revoking consent

Clients can revoke consent at any time in their Settings. If a client revokes consent mid-session, you will not see a generated note after the session ends. 

For future sessions, you'll need to request client consent again to use the Scribe feature.