AI-Powered Speech-to-Text Platform for Clinical Documentation
Introduction
Our client is a leading healthcare technology provider offering an advanced EMR and practice management platform tailored for fertility clinics and reproductive health providers. The platform supports the complete clinical and administrative workflow — from patient intake and treatment planning to lab integrations and billing — ensuring efficiency and quality in care delivery.
Client Challenge
The client wanted to reduce the administrative burden on medical professionals by simplifying the documentation process. Specifically, they sought a solution that would allow providers to dictate clinical notes — including SOAP notes, consults, and progress updates — and have those notes automatically transcribed, summarized, and formatted for review and submission into patient records.
The primary goals were to
Our Solution
We partnered with the client to design and implement a speech-to-text AI platform called MediNote AI — a web-based application built to enhance documentation efficiency across their EMR ecosystem.
Voice Dictation
Providers can easily record clinical conversations or notes using the application.
Real-Time Transcription
The audio is instantly converted into text using AI-based speech recognition.
AI Summarization
The transcribed text is then summarized into concise, structured clinical notes.
Editable Output
Users have the ability to review and edit the notes before final submission.
Seamless Integration
The tool integrates into existing provider workflows and supports smooth data exchange with the client’s EMR platform.
Compliance Ready
Built with strong data privacy safeguards to ensure HIPAA compliance.
AI-Powered Speech-To-Text Platform for Clinical Documentation
Step-by-Step Workflow
Verbal Input During Consultation
- Provider speaks naturally during an IVF consult (e.g., follicular scan, embryo transfer notes, post-procedure advice).
- This includes both clinical dictation and patient-specific instructions (e.g., medication, precautions).
Real-Time Audio Capture
- The system captures provider speech instantly during the session.
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Examples:
“Start progesterone support on Day 14.”
“Trigger shot advised tonight at 10 PM.”
AI-Powered NLP Engine Processes
The spoken input is fed into an AI NLP engine with:
- Specialized medical vocabulary
- Customizable models (tailored for IVF/fertility care)
- API integrations with downstream systems (EMR, billing, patient apps)
Real-Time Transcription and Summarization
The NLP engine performs:
- Accurate transcription of provider notes
- Context-aware summarization of key clinical and patient instruction content
- Generation of structured written summaries
Output Generation
The system produces the following structured deliverables:
- Treatment Summary – SOAP-style clinical documentation
- ICD/CPT Billing Codes – auto-extracted from notes
- Cycle-Day Specific Patient Instructions – like medication reminders or procedural steps
Integration with Downstream Systems
Outputs are automatically sent to:
- EMR system – for provider review or direct filing
- Billing platform – with correct codes
- Patient education app/portal – with personalized instructions
AI-Powered Speech-To-Text for IVF Clinics
Embryo transfer notes, Follicular scan interpretations
Medication guidance, Post-procedure do’s & don’ts
AI-Powered NLP Engine
Context-Aware Summarization
From Consultation to Documentation - All in One Step, Save 70% documentation time per consult
Benefits
We designed and developed a comprehensive Robotic Process Automation (RPA) solution using UiPath, tailored to automate critical steps of the insurance eligibility and benefits verification workflow:
Time Savings
Significantly reduced the time spent by practitioners on manual note entry.
Improved Accuracy
Minimized errors from manual typing or delayed documentation.
User-Friendly Interface
Simplified the user experience with an intuitive web-based interface.
Documentation
Ensured clinical notes followed a standard, structured format.
Operational Efficiency
Freed up provider time to focus more on patient care rather than paperwork.
Tech Stack
Azure Speech Services
Azure OpenAI
Azure App Services
Azure API Management
Azure Key Vault
