Occasionally, you may accidentally begin your second patient session on top of another, causing the transcripts to merge. This can lead to both patients’ transcripts appearing as a single session, and will often confuse the template being used. This can can create errors in the note.
Below is a step-by-step guide to separate these sessions and create individual notes for each patient.
Steps to Separate Merged Sessions
Identify the Merge Point: Open the transcript and locate where the first patient’s session ends and the second patient’s session begins. For example, if the merged session includes Steven and Boris, find where Steven’s notes end and Boris’s begin.
Method 1. Fast Method: Use Heidi to Split Notes
Use the ask Heidi AI tool, example you might say -
“The transcript includes two sessions. Please create a SOAP note from this point onward for Boris."Heidi will generate a separate SOAP note from that starting point, allowing you to divide the sessions more easily.
Click Add new tab
Method 2. Best Method: Create Individual Sessions
Start a new session for each patient’s notes:
Begin with the first session
Copy the section of the transcript where the first session starts, and ends.
Paste in to the context of a new session
Give the context a clear heading: Consult with [patient] on [Date]
Start a transcript - this is an interim fix, we just need to get Heidi to produce a note, a brief intro like "This is Dr Joe Blogs, in the context is the transcript for my session with [patient] on 24/12/2024"
Stop Transcribing
Voila you can now create any documents from that session as if the note was transcribed right in that session!
Then, repeat the process for the second session
Open a new session tab and paste into the context the part of the transcript corresponding to this session, giving it a clear heading it as “[Patient] – Visit on [Date].”
Edit and Finalize:
Review each note for completeness and clarity. Heidi allows you to adjust the templates, so feel free to customise them for each patient if the context was a bit different, eg. Initial Consult or Follow-up.
Add a clear heading to the notes to avoid confusion in future visits, e.g., “Steven – Initial Consult” and “Boris – Follow-Up Visit.”
Double-Check the Separate Notes:
Confirm that each session has its own note, with no overlapping content.
If necessary, revisit the template settings to make sure each note is tailored for the session type (initial consult, follow-up, etc.).
Tips for Using Heidi’s Tools Efficiently
Adjust the Template: You can always refine Heidi’s note templates to better fit the session’s context, ensuring that each patient’s session remains distinct.
Label Each Note Clearly: Using clear labels and dates for each session helps keep records organized, particularly for follow-up visits.
If you encounter any issues while separating sessions, feel free to explore our template guide for additional tips on customising notes in Heidi.
This should help you keep each patient’s records clean and organized for better continuity in care.