Maxly's Notes tab lets you add extra information to your clinical encounters, ensuring nothing important is missed.
Whether you're preparing details before a patient appointment or jotting down observations during the consultation, the Notes tab on the side makes it easy to include content that might not come up in the recorded discussion. This article explains how to use this feature to enhance your documentation.
Why Use the Notes Tab?
The Notes tab is a flexible tool for capturing information that isn't part of the dictated or recorded encounter but is critical for your clinical records:
Pre-Encounter Prep: Add patient background, reminders, or questions to ask before the appointment starts (e.g., "Check vaccination history" or "Ask about dietary changes").
During the Encounter: Note observations or details not mentioned in the conversation (e.g., "Patient (Labrador, 5y) appeared lethargic during examination").
Comprehensive Records: Ensure your final clinical note includes all relevant information, even if it wasn't part of the recorded dialogue.
Adding Information Before an Encounter
Prepare for your patient appointment by adding notes in advance:
Step 1: Start a New Encounter
Log In: Sign in to Maxly at https://secure.maxly.vet/en/sign-in.
Create a New Encounter: From the sidebar, click "New Encounter" to start a new session.
Step 2: Use the Notes Tab
Open the Notes Tab: On the right side of the encounter screen (as shown in the screenshot), find the "Notes" tab—its icon looks like a small notepad.
Add Pre-Encounter Information:
Click into the Notes tab to open a text box.
Type details you want to reference during the appointment, such as:
"Patient history: 4-year-old Golden Retriever, recently diagnosed with hypothyroidism, on levothyroxine 0.1mg/kg BID."
"Reminder: Discuss weight management and exercise plan."
"Question: Has the owner noticed any changes in appetite or energy levels since starting medication?"
Save Your Notes: The Notes tab autosaves as you type, so your information is ready when the encounter begins.
Step 3: Reference During the Encounter
Keep Notes Visible: The Notes tab stays open on the side, so you can glance at your pre-added details while speaking with the client and examining the patient.
Incorporate into Recording: Mention these details during your dictation or recording to include them in the final clinical note, or add them later (see below).
Adding Information During an Encounter
Capture real-time observations or extra details while the encounter is happening:
Step 1: Start Recording or Dictating
Begin the Encounter: Use Dictation Mode or Virtual Consultation Mode to record your conversation (see ).
Keep the Notes Tab Open: The Notes tab remains accessible on the right side of the screen during the encounter.
Step 2: Add Notes in Real-Time
Type Observations: While speaking with the client, type into the Notes tab to capture details not mentioned in the conversation, such as:
"Patient guarding abdomen during palpation."
"Noticed improved mobility compared to last visit."
"Owner mentioned offhand: 'She's been drinking more water than usual.'"
Autosave Feature: Your notes are saved automatically as you type, ensuring nothing is lost.
Step 3: Integrate Notes into the Final Document
After Recording: Once the encounter ends, Maxly's AI generates a clinical note based on the recorded conversation.
Manually Add Notes: Copy the content from the Notes tab and paste it into the "Clinical Note" tab under the relevant section (e.g., "Physical Examination Findings" or "Assessment").
Use Smart Transform (Optional): Click "Smart Transform" and enter an instruction like "Add [pasted note] to Physical Examination section" to integrate the notes without manual editing (see ).
Uploading Document Attachments for AI Context
In addition to typing notes, you can upload supporting documents directly into the Notes and Context section to give the AI scribe more context when drafting your clinical note:
Upload Files: Click the upload icon at the top-right of the Notes and Context section, or drag and drop files onto the area. Supported file types include PDFs, Word documents (.docx), text files (.txt), and images (PNG, JPEG, GIF, WebP), up to 200 MB per file.
Automatic Text Extraction: Maxly extracts text from your uploaded files. You'll see a status indicator on each attachment—a green checkmark means the content is ready.
Better Note Drafts: The extracted text from your attachments is included as context when Maxly drafts your clinical note, and the AI Assistant can reference your uploaded documents when answering questions.
This is especially useful for uploading lab results, diagnostic imaging reports, or referral letters so the AI has the full picture when drafting your note. For a full guide, see our How to Upload and Use Document Attachments in Maxly article.
Creative Ways to Use the Notes Tab
Pre-Encounter Checklists: Create a checklist of topics to cover, like "1. Review bloodwork results, 2. Discuss heartworm prevention compliance, 3. Plan follow-up for dental cleaning."
During-Encounter Prompts: Jot down prompts to remind yourself to explore specific areas, such as "Ask about home environment changes" if the client doesn't bring it up.
Post-Encounter Reflections: After the consultation, add reflective notes like "Consider adjusting pain management protocol at next visit based on patient's response to treatment."
Tips for Using the Notes Tab
Combine with Templates: Use a template (e.g., Wellness Exam or Surgery Report) to structure your final note, then add Notes tab content to specific sections for a polished document (see ).
Practice with a Demo: Try a demo note (click "Try Demo Note" on the dashboard) to get comfortable adding information via the Notes tab.
Export for Sharing: After integrating your notes, export the final clinical note as a PDF for printing or sharing (see ).
Troubleshooting
Notes Not Saving? The Notes tab autosaves, but ensure you're connected to the internet. If issues persist, refresh the page.
Can't Find the Notes Tab? It's on the right side of the encounter screen—look for the notepad icon. If it's not visible, try resizing your browser window.
Need Help? Email us at hello@maxly.vet or book a demo for assistance.
Get Started with the Notes Tab
Ready to enhance your encounters with the Notes tab? Log in at https://secure.maxly.vet/en/sign-in, start a new encounter, and try adding information before and during your session. For a visual guide, watch our demo video: Watch the Maxly Demo.