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Set Up and Manage AI Scribe

This article provides step-by-step instructions for using, and managing AI Scribe, including permissions, user licenses, AI charting summary layouts and making your existing forms AI-ready.

Note

This feature is not enabled by default. Reach out to your Zenoti representative to enable this feature for your organization.

Prerequisites

  • AI Scribe is available only on the Zenoti Mobile App (ZMA) for tablets and mobile devices. It supports Android devices with a minimum of 4 GB RAM and iOS devices with a minimum of 2.5 GB RAM. See the list of supported devices for ZMA.

  • To view generated insights or fill forms using AI on Zenoti Web, ensure you are using the latest guest profile (v2).

  • Only form builder forms can be made AI-ready.

Roles and permissions required to use AI Scribe

Default AI Scribe permissions by user role

The following table outlines the default AI Scribe–related permissions enabled for standard user roles. These defaults help organizations understand baseline access and decide whether customization is required.

User Role

AI Scribe

AI Scribe Templates

AI Scribe User Management

Manager

View

View

View

Administrator

No access by default

View, Create, Edit, Delete

View, Edit

Owner

View

View, Create, Edit, Delete

View, Edit

Therapist

View

View, Create, Edit, Delete

View

Grant view-only access to AI Scribe

This permission allows users to view recordings, transcripts, and insights.

  1. At the organization level, click the Configuration icon.

  2. Search for and select Security roles from under Security.

  3. Select a role and click the Permissions tab.

  4. Expand the Appointment Book section, and for AI Scribe, select the View checkbox.

    AI_Scribe_view.png

  5. Click Save.

Permissions to manage AI charting layouts

These permissions control who can manage AI charting layouts.

  1. At the organization level, click the Configuration icon.

  2. Search for and select Security roles from under Security.

  3. Select a role and click the Permissions tab.

  4. Expand the Appointment Book section, and for AI Scribe Charting Templates, select the View, Edit, Create, or Delete checkboxes, as required:

    AI_Scribe_charting_layout_perms.png

    • View: Users with this permission can view the list of charting layouts and the services associated with them.

    • Edit: Users with this permission can edit the charting layouts.

    • Create: Users with this permission can create custom charting layouts.

    • Delete: Users with this permission can deactivate existing charting layouts.

  5. Click Save.

Permissions to manage user licenses

These permissions control who can view or manage AI Scribe licenses for employees.

  1. At the organization level, click the Configuration icon.

  2. Search for and select Security roles from under Security.

  3. Select a role and click the Permissions tab.

  4. Expand the Administrator section, and for AI Scribe user management, select the View or Edit checkboxes, as required.

    AIS_user_management_perms.png

    • View: Users with this permission can view the list of employees and the status of their AI Scribe licenses.

    • Edit: Users with this permission can activate or deactivate AI Scribe licenses of employees

  5. Click Save.

Manage employee licenses for AI Scribe

Providers need an active AI Scribe license to record, edit insights, and fill forms.

To activate or deactivate the AI Scribe license for an employee, do the following:

  1. At the organization level, navigate to Configuration > AI Scribe > User Management – AI Scribe.

    user_management_start.png

  2. Use the Zone/Centers, Job, or Status filters or search for a specific employee using the search field.

  3. Turn the Enable toggle on or off, as required.

    user_management_main.png

  4. To enable licenses in bulk, select the checkbox next to Enable and turn on Enable AI Scribe.

  5. Click Confirm changes.

The total number of active licenses is displayed at the top of the page.

Note: At the center level, you can manage AI Scribe licenses only for employees in centers where you have an assigned role.

Note

  • When you activate or deactivate AI Scribe for an employee, the change takes effect immediately.

  • If you activate AI Scribe for an employee associated with multiple centers, the license becomes active across all those centers. Similarly, if you deactivate AI Scribe for that employee, the license becomes inactive across all associated centers.

  • If an active employee is terminated, their AI Scribe license status becomes inactive automatically.

Create and manage AI Scribe charting layouts

Charting layouts define the format in which the AI-generated insights and clinical notes appear.

To access charting layouts:

  • At the organization level, navigate to Configuration > AI Scribe > AI Scribe charting template.

    AIS_charting_layout_start.png

Create a layout

When creating a layout, you can either use a predefined template or create one from scratch.

To create a layout from scratch:

  1. Click Add layout.

  2. On the Configure layout page, enter a Layout name and Description.

  3. Select the Default text format that the notes should appear in.

  4. Select a service from a list of predefined services to help the AI identify context.

    configure_layout.png

    Note

    The following subsections are added by default to a new layout: Patient Details, Clinical Observations, Health and Lifestyle, Additional Conversations, and Commercial Summary

  5. Click Add section and enter a section name to add a section to the layout.

    add_section.png

  6. Click Add subsection.

    • Choose from a set of predefined subsections, or

      select_subsection.png

      Note

      Subsections that are already added to another section in the layout appear greyed out and cannot be added again.

      already_added.png

    • Add a custom subsection with clear AI instructions. You can edit these instructions at any time.

      custom_subsection.png

  7. Click Save and continue to move to the next step, or Save as draft to save it as a draft and continue later.

  8. On the Assign to services page, a list of service categories and subcategories are displayed. You can expand them to view individual services and turn on the toggle next to the services/subcategories/categories that you want to assign the layout to.

    assign_to_services.png

    Note

    If a service already has a layout associated with it, it will be greyed out and not be available for selection

    greyed_out.png

  9. Click Save and Activate to make the layout active. The layout will now be used to generate insights for the linked services.

To use a predefined template:

  1. Identify the template you want to use from the list of available templates under the Predefined templates section.

  2. Click Use on the required template.

    predefined_template.png

  3. Follow the steps outlined in the create a layout section from step 4 onwards.

    The layouts created by your organization appear under the Created layouts section on the AI Scribe charting template page.

    created_layouts.png

Tip

It is recommended to use custom charting layouts when creating layouts to ensure they are tailored to your specific services and documentation needs.

Note

If a service-specific layout is not assigned to a service, Zenoti automatically assigns a default layout.

Edit, duplicate, or deactivate layouts

Under the Actions column:

  • Edit: Click the Edit icon and update details or services, as needed.

  • Duplicate: Click the Duplicate icon.

  • Activate/Deactivate: Click the More icon and select Activate or Deactivate.

Make forms AI ready

Required permissions

To make forms AI ready and fill forms using AI, you must have the necessary permissions to view and edit forms data.

Note

To make forms AI ready, you must be at the organization level.

Add instructions

To fill charting forms using the insights generated from AI Scribe recordings, you must set up instructions for the relevant fields in those forms. These instructions help the AI determine the details that need to be filled in the form based on the insights.

To make a form AI ready, follow these steps:

  1. Navigate to Configuration > Forms > Custom forms.

  2. Search for the form and click Add under the AI Instructions column, and click Confirm.

    add_instructions_start.png

  3. Add instructions, either manually or using AI by clicking Generate AI instructions, to guide the AI on the details to fill in the fields.

    add_instructions_popup.png

  4. Click Save.

Edit instructions

To edit or add additional instructions to an AI ready form, follow these steps:

  1. Navigate to Configuration > Forms > Custom forms.

  2. Search for the form and click Edit under the AI Instructions column.

    edit_instructions_start.png

  3. Modify the instructions for the fields as required.

  4. Click Save.

Turn off AI readiness for a form

  1. Navigate to Configuration > Forms > Custom forms.

  2. Search for the form and click Edit under the AI Instructions column.

  3. Turn off the AI Ready toggle.

    turn_off_ai_readiness.png

  4. Click Save.

The form will now no longer be available for AI filling.

Add instructions to updated forms

When updating an AI ready form in the form builder, you will be prompted to add instructions for fields that were newly added. To do so:

  1. Add the instructions for the applicable fields.

    updated_forms_-_add_instr.png

  2. Click Save.

Alternatively, you can also add instructions later by clicking Add instructions later.

In this section: