You don't need a major IT project to implement speech-to-text. Here's the path from «we should try this» to a completed medical record after the first consultation – step by step.

Most clinics don't adopt new tools because they lack good intentions. They refrain because the threshold seems high: Who will set it up? What about privacy? Does everything have to be integrated with the medical records system first? Will it be yet another thing that steals time before it potentially saves time?

The good news is that speech-to-text falls into the simpler end of health technology. You neither need installation, an integration project, nor a lengthy training session to get started. This guide will take you through the steps – whether you are a solo practitioner wanting to test it yourself, or a leader considering it for the entire clinic.

Step 1: Create a free account

The first step costs nothing. You register on app.medivox.ai and can start using the tool right away. The free version gives you access to the features and allows you to generate medical records. three times a day, with no commitment and no trial period. That's enough to test the tool in real consultations over several days before you decide on anything further.

The point of starting for free is that you get to try Medivox in your own everyday life, with your own patients and your own workflow – not in a demo that's rigged to look good. If you want higher volume later, there are subscriptions available, but they are not a prerequisite to getting started. We have previously written about how The free subscription has made it easier to try it out.

Step 2: Build a template that fits your subject

This is where a lot of the difference lies between a tool that «sort of works» and one that actually fits your practice. In Medivox, you create your own templates. You decide which fields the note will have, in what order, and with what terminology.

A general practitioner will gladly build a template according to a known structure for consultation notes. A psychologist will need space for the relational aspects and for things that don't fit into checkboxes. A physical therapist or manual therapist will need space for the patient history, examination findings, and interventions. The point is that the template follows the profession – not the other way around. It's worth spending some time on this in the beginning; a good template will pay for itself every single consultation. If you need inspiration for the content itself, we have a separate guide for that. how to write a good progress note.

Step 3: The First Consultation

Once the template is in place, using it is straightforward. Before the consultation begins, inform the patient that you are using a speech-to-text tool and obtain their consent. This is good clinical practice, it is required by privacy regulations, and it should be noted in the medical record.

So you do as usual: you talk to the patient, and you dictate what needs to be included. Medivox captures what is said and delivers a structured draft according to your template. You don't need to switch between listening and writing – the idea is that your attention can be on the patient, not on the keyboard. Norwegian Directorate of Health's AI Code of Conduct is a handy checklist of what you should be aware of when incorporating AI into patient care.

Step 4: Review, Edit, and Approve

The draft is just a draft. You read through it, correct what needs to be corrected, and approve it. It is your clinical judgment that determines what remains – the tool replaces the writing, not the professional assessment. When the note is finished, you paste it into your electronic health record system. Medivox runs in the browser and requires no integration with the EHR to function, so The psychologist who stopped taking notes in the evening stated that it worked in practice.

This last step is important for another reason as well: the documentation responsibility is still yours. The Norwegian Directorate of Health is clear that the medical record should contain what is necessary and relevant., and that the therapist is responsible for the content. An AI draft does not change that – it just gives you a better starting point.

Secure data processing from day one

Many postpone trying new tools because they are unsure about privacy. This is a healthy reflex in the healthcare sector. With Medivox, the patient's directly identifiable information pseudonymized before the data is processed further, and all data processing happens in Norwegian data centers. The solution is built to follow Standards for Information Security and Privacy in the Health and Care Sector.

For a clinic, this means you don't need to finalize privacy before testing. It's taken care of by how the tool is built – and you can concentrate on what's actually new: that the note is written before the next patient comes in.

How to roll it out across the entire clinic

If more people are going to start using it, we recommend a simple approach. Let one or two enthusiasts try it out first during regular consultations for a week. Have them create a template that the rest can use as a starting point. Share the experiences in a brief meeting—what worked, what needed to be adjusted in the template, and which types of consultations worked best. Once a template and workflow are in place, it’s quick for the next people to get started.

This is an approach that is widely applicable—from the family doctor’s office to those professions often overlooked in health digitalization, such as optometrists, occupational therapists, midwives, and speech-language pathologists. The tool doesn’t care what your title is; it cares about what was said in the room.

Frequently Asked Questions

Does it cost anything to try Medivox?
No. You create a free account at app.medivox.ai and can generate medical notes three times per day, with no commitment and no trial period. If you want a higher volume, there are subscriptions available, but they are not necessary to get started.

Does Medivox need to be integrated with our patient record system before we can start?
No. Medivox runs in the browser and functions as a standalone tool. You review and approve the note, and then paste it into your journal system.

How long does it take to get started?
The registration process itself takes just a few minutes. The best approach is to spend a little time creating a good medical record template first—that way, every note will be better from the very first consultation.

Do I need to inform the patient that I am using speech-to-text?
Yes. The patient must be informed and consent before the conversation is transcribed. This is good clinical practice, follows privacy regulations, and should be documented in the medical record.

What happens to patient information?
Directly identifiable information is pseudonymized before the data is processed further, and all data processing takes place in Norwegian data centers. The finished note is what you save in your own journal.

Use Medivox for free – Get started completely free

Are you considering Medivox for the entire clinic? Contact us – we'll help you get started and show you how the template builder can be adapted to the professional groups you have.

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