By sharing your system audio through your browser, Maxly captures the conversation and generates structured clinical notes.
What Is Virtual Consultation Mode?
Virtual Consultation Mode enables Maxly to record and transcribe conversations during web-based video calls (e.g., Zoom, Microsoft Teams, or Google Meet). It uses your browser's native functionality to share system audio, and after the session, Maxly processes the audio to create accurate clinical notes. This feature is ideal for veterinary professionals conducting virtual consultations with clients, allowing you to focus on the case while Maxly handles the documentation post-session.
Important: Virtual Consultation Mode requires the use of headphones or a headset to avoid audio feedback. If you're using speakers, switch to Normal Mode instead.
How to Use Virtual Consultation Mode in Maxly
Follow these steps to set up and record a virtual consultation session with Maxly:
Step 1: Prepare Your Video Call
Open Your Meeting: Start your virtual consultation video call in a separate browser tab (e.g., Zoom, Microsoft Teams, Google Meet).
Ensure Audio Works: Test your microphone and headphones to confirm both you and the client can hear each other clearly.
Step 2: Create a New Note in Maxly
Log In: Sign in to Maxly at https://secure.maxly.vet/en/sign-in.
Start a New Note: From the dashboard, click "Create a Clinical Note" to begin a new session.
Select Virtual Consultation Mode:
By default, notes are created in Normal Mode.
Toggle to "Virtual Consultation Mode" by clicking the option in the note setup screen. This adjusts the note structure to accommodate virtual consultation recording.
Step 3: Share System Audio
Start Recording: In Virtual Consultation Mode, click "Start Recording Session" to begin.
Select the Window:
Maxly will prompt you to choose the browser tab or window containing your video call.
Select the tab where your meeting is active (e.g., your Zoom or Teams tab).
Enable Share Tab Audio:
Check the box labeled "Share tab audio" (or similar, depending on your browser). This ensures Maxly captures the audio from both you and the client.
Confirm your selection by clicking "Share" or "OK" in the browser prompt.
Step 4: Conduct Your Virtual Consultation
Continue the Conversation: Proceed with your virtual consultation as usual. Unlike Normal Mode, transcription will not occur in real-time—Maxly will record the audio for processing after the session.
Monitor Recording: You can switch back to the Maxly tab to ensure the recording is active, but live transcription will not be displayed.
Important: Transcription in Virtual Consultation Mode is not real-time—it occurs after the conversation is recorded and processed. Unlike Normal Mode, you won't see live transcription during the call.
Step 5: Finalize the Recording
End the Session: When your virtual consultation session is complete, return to the Maxly tab.
Stop Recording: Click the red "Stop Recording" button to finalize the session.
Process the Audio: Maxly will process the recorded audio after stopping, generating a structured clinical note (e.g., SOAP format). This may take a few moments depending on the session length.
Review the Note: Once processed, review, edit, and approve the note as needed.
Export or Assign: Copy the note to your PIMS, export it as a PDF, or assign it to a patient in your dashboard.
Important Notes for Virtual Consultation Mode
Post-Processing Transcription: Transcription is not real-time in Virtual Consultation Mode. The AI processes the audio after the recording stops, so you'll see the completed note only after processing is finished.
Headphones Required: Virtual Consultation Mode only works with headphones or a headset. Using speakers can cause audio feedback, which disrupts recording quality. If you're using speakers, switch to Normal Mode instead.
Browser Compatibility: Virtual Consultation Mode works best with modern browsers like Chrome, Safari, or Firefox. Ensure your browser supports the "Share tab audio" feature.
Tip: Mute other browser tabs or applications to avoid unwanted background sounds during recording.
Benefits of Virtual Consultation Mode
Seamless Virtual Documentation: Record virtual consultation conversations without manual note-taking, with notes generated after processing.
Accuracy Post-Session: Maxly's AI ensures accurate transcription of both voices, even in a virtual setting, once the audio is processed.
Enhanced Flexibility: Combine Maxly's power with your existing virtual consultation tools for a streamlined workflow.
Troubleshooting Virtual Consultation Mode
No Audio Captured? Ensure you enabled "Share tab audio" when selecting the window. Check your headset connection and browser permissions (see Troubleshooting Microphone Permission Issues).
Delayed Processing? If the note takes longer to generate, ensure a stable internet connection and avoid large file interruptions.
Feedback or Echo? Confirm you're using headphones, not speakers, to prevent audio feedback.
Need Help? Watch our demo video for a visual guide: Watch the Maxly Demo, or email us at hello@maxly.vet.
Get Started with Virtual Consultation Mode
Ready to use Maxly during your next virtual consultation session? Log in at https://secure.maxly.vet/en/sign-in to start a new note in Virtual Consultation Mode. For a personalized walkthrough or to learn more, book a demo with our team.