Documentation that fits how clinic actually goes.
From recording the visit to releasing the note, here's what Scribe Mutual does — and what stays in your hands at every step. The medicine is yours. The typing doesn't have to be.
1 · Capture — record the visit, in pieces if you need to.
You don't always get to record an encounter in one clean take. Patients arrive mid-thought. The phone rings. Your medical assistant pops in with a quick question. Scribe Mutual handles all of that — pause and resume freely, record in pieces, and let the encounter stitch itself back together for you.
The transcription is tuned for medical language, with role-aware vocabulary that distinguishes between clinician, patient, and allied health voices, and section-aware vocabulary for History of Present Illness (HPI), Review of Systems (ROS), Physical Examination (PE), and assessment-and-plan. Speakers stay separated in the transcript, so your voice and the patient's are kept distinct.
Audio is encrypted from the moment you stop recording and scoped to the specific patient and encounter — your visits never sit in a shared pool. The application is built for native support on iOS, Android, Windows, and the web. The clinician experience is optimized for Windows today; mobile capture is rolling out for clinicians who document on the go.
2 · Draft — a structured note in the format you already use.
Within minutes of finishing the encounter, a structured draft appears in the format you choose — Subjective, Objective, Assessment, and Plan (SOAP), History and Physical (H&P), progress notes, consults, discharges, or procedure notes, aligned with national documentation standards. The draft adapts to the setting (inpatient or outpatient) and fills in sections based on what was actually discussed, keeping the note clean and relevant without leaving empty headers behind.
Behind the draft, separate passes extract clinical facts — problems, medications, labs — and write the narrative. The structured data stays structured, and the prose reads like clinical writing, not generated filler.
By focusing on national standard note formats rather than custom free-text templates, we ensure that your documentation is always ready for easy portability and interoperability with other systems.
3 · Suggest — helpful suggestions for codes and problems.
Every problem suggested for the assessment traces back to something that was actually discussed in the encounter. To help with your documentation and coding, the application makes helpful suggestions for ICD-10 codes and Evaluation and Management (E/M) coding based on the visit's complexity and content. Family history doesn't sneak onto the active list, and negations are understood in context. When the model is uncertain, it offers candidate suggestions for your review rather than deciding for you.
These features are designed to assist you, not override your judgment. Code suggestions highlight potential specificity gaps, letting you decide whether to clarify with the patient or accept the closest valid code. Clinical data is structured to conform to national terminology and coding standards.
4 · Review — your edits, your judgment, your signature.
Scribe Mutual keeps your notes in an editable draft until you sign them. The AI-generated text is a starting point, not a finish line — read it, change anything, and remove what doesn't reflect the visit before you finalize the encounter. Drafts can be exported if you need a copy while you are still working.
When you sign, the note is finalized in the chart with a permanent audit record of who signed and when. Access to patient information is logged, and signed notes are protected against unauthorized changes. These controls are designed to support your HIPAA compliance obligations without getting in the way of daily documentation.
5 · Organize — patient context that grows with the relationship.
Each visit becomes part of a longitudinal record built on FHIR R4 with US Core profiles. Problem list, medications, allergies, encounters, vitals, lab results — organized so the next visit doesn't start from scratch. When you open a chart, you see the patient, not a pile of one-off notes.
We use the same data model your hospital and your next system both speak. Nothing is locked in proprietary shapes, and nothing depends on us still being your vendor a year from now.
6 · Share / Export — where the note goes after you sign.
After you sign, the note becomes part of the patient's chart inside Scribe Mutual. You can export it as PDF, DOCX, or plain text, or generate standards-based packages (FHIR and C-CDA) when your workflow needs structured data rather than a readable document.
As soon as you sign, the note is available to the patient through their portal — no fax delays or records-request paperwork. Notes from co-managing clinicians on Scribe Mutual who are involved in that patient's care also appear in your view as they are signed, keeping the immediate care team in sync without email attachments or PDFs over fax.
Deeper EHR integration is on the roadmap: pushing signed notes into an external EHR, launching Scribe Mutual from inside another system via SMART on FHIR, HL7 v2 ADT messaging, and Direct Secure Messaging. Some pilots may enable pieces of this stack early; we will always confirm what is turned on for your account before you commit.
C-CDA and other structured import from outside systems is not part of the current clinician workflow. If inbound document exchange matters for your practice, tell us during the pilot conversation so we can align expectations.
Over the longer term, we are also building toward a standalone, cloud-based EHR capability, pursuant to applicable ONC certification pathways. That work is ongoing and separate from the documentation platform you'd be using today — we'll share more as it matures.
Transient Note Mode — temporary by design.
Alongside the numbered workflow above, Scribe Mutual offers a transient note mode for quick capture when you do not want to open a full patient chart workflow yet. Transient notes are intentionally short-lived and should be treated as temporary working drafts, not durable chart records.
- Transient notes auto-delete after a server-enforced time limit (maximum 12 hours).
- Transient share links are time-limited and expire with the note or their own share timer (whichever comes first).
- Deleted or expired transient content cannot be recovered.
- Transient notes are not part of the permanent chart until you explicitly convert them to a permanent draft note.
If you need to retain a transient note, convert it to a permanent note before expiry so it can be reviewed and finalized in the patient chart.
What stays in your hands.
A clinician documentation tool is only as trustworthy as its limits. Here are ours:
- The note is a draft until you sign it. Nothing is sent, billed, shared, or finalized from a draft.
- We won't auto-sign notes.
- We won't draft from nothing. If it wasn't in the encounter, it doesn't show up in the chart.
- We don't sell your audio, your notes, or your patients' data, and we don't run a data-partnerships business.
- We won't lock you in. Your data is FHIR. You can export it any time, in standards your next system also speaks.
Joining the pilot.
Scribe Mutual is in closed beta. We're onboarding clinicians one at a time so we can support each new account properly — which means approval usually takes a few business days, and you'll hear back from a real person, most likely the founder. The pilot conversation is how we make sure your workflow fits before we hand over credentials.
What we cover together:
- Your specialty and the kinds of encounters you document most.
- The EHRs and other systems you work alongside.
- The templates and note formats you already use.
- Practical onboarding logistics — devices, sign-on, BAA, and how the trial period maps to your week.
A note on what this page is.
Ready to see if it fits?
We'd love to talk through your workflow before handing over credentials. Beta approvals usually take a few business days, and you'll hear back from a real person — most likely the founder.