The phrase function in Noteless is a powerful tool that allows you to tailor your notes to your personal writing style. For example, if you have performed a specific examination on a patient and have a standard documentation setup, the phrase function can help you document the examination exactly as you want. For optimal use, you need to create a phrase with a verbal trigger that can be easily and effectively used during the consultation. In this article, we provide tips on how to use phrases effectively to personalize your notes in Noteless.
How to Choose a Good Verbal Trigger
When you generate a note, Noteless will check whether any of your created phrases should be included. This is done by searching the transcription for matches between the words spoken and the verbal triggers you have defined in your phrases. It is therefore important to carefully consider what makes a good verbal trigger so that phrases are added when you want them to be—and not by mistake. Here are key principles for effectively using the phrase function:
Choose simple words as a verbal trigger to ensure accurate transcription. Transcription errors can occur during consultations for various reasons. Complex words may be transcribed incorrectly, especially if they are spoken quickly or unclearly. Background noise can also affect quality. By choosing simple words as a verbal trigger, you increase the likelihood of accurate transcription and ensure that the phrase is added to your note.
Ensure that the verbal trigger is unique and does not occur randomly in conversation. Adding a phrase should be a deliberate action. Therefore, avoid using single words like "heart," "lung," "shoulder," or "throat" as triggers, as these can easily appear in other contexts during the consultation.
Keep verbal triggers short and concise. A verbal trigger should not contain more than 4-5 words to function optimally. Longer triggers are harder to recognize in transcription, especially if the wording differs slightly from the defined trigger. Note that it is not possible to specify multiple alternative triggers in the same field by separating them with commas—the trigger must match exactly what is said.
Avoid abbreviations in the verbal trigger. Abbreviations can be difficult to transcribe correctly, especially if they resemble other words. If you must use abbreviations, we recommend testing the trigger by starting a new dictation and verifying that the abbreviation is transcribed correctly.
Effective Use of Verbal Triggers During Consultations
There are several ways to ensure that your verbal triggers are activated during a consultation. If you have created a trigger that naturally fits into the conversation, you simply need to make sure to say the words exactly as defined in the phrase.
For example, if you have a phrase for a heart examination with the trigger "the heart sounds fine," you must ensure that you say these words exactly to the patient when relevant.
For verbal triggers that do not naturally fit into the patient conversation, you can activate the phrase by saying the trigger after the patient has left the office but before you generate the note. This allows you to verify that the trigger is transcribed correctly. This approach can be useful whether you believe the trigger was mentioned during the consultation or not, ensuring that the desired phrases are included in the note.