Devinote — User Manual

1. What Devinote is — and what it is not

Devinote supports the documentation of a consultation. It records the conversation, produces a transcript and turns it into a SOAP-style note.

What Devinote is not:

• Not a billing system.

• Not a diagnostic system. Devinote does not diagnose and does not recommend treatment.

• Not a patient archive. Transcripts and clinical notes are not stored in the database. Download PDF or TXT for a permanent copy.

Clinical responsibility for every note stays with you.

2. Account: register, confirm, sign in

Register

1. Open Register.

2. Enter your email and password, then repeat the password.

3. Select your medical specialty. It drives terminology and is required.

4. If you have a referral code, enter it under bonus code.

5. Tap Create account.

Confirm your email (6-digit code)

After registration Devinote sends a 6-digit confirmation code by email. The code is valid for 10 minutes.

• Enter the code on the Confirm email page.

• Nothing arrived? Check the spam folder, then use Resend confirmation email.

• Without a confirmed email address you cannot sign in.

Sign in

1. Open Sign in.

2. Enter email and password.

3. Enable Remember me if you do not want to sign in on every visit (14 days).

Forgot password

1. Tap Forgot password? on the sign-in page.

2. Enter your email address.

3. Open the link in the email and set a new password. At least 6 characters with letters and numbers.

Two-factor authentication (2FA)

You enable 2FA under Profile. With 2FA active you enter the code from your authenticator app after the password. Keep the recovery codes — without the authenticator app and without those codes the account is locked and support has to reset it.

Common sign-in problems

• "Email not confirmed" — request a new confirmation code.

• Account temporarily locked — after several failed attempts a lockout applies. Wait or reset the password.

• No licence seat assigned — you were invited as a team member but are not actively assigned. The account owner assigns the seat under Team.

• No subscription — you land on Plans. Start the trial or choose a plan.

3. Dashboard and navigation

After signing in the Dashboard opens with key figures and quick actions.

Menu on the left:

• Overview — Dashboard

• Documentation — Live transcription, Text summaries

• History — Sessions, Archive (licence owners only)

• Account — Profile, Subscription, Team, Billing & invoices, Refer & earn

• Devontra — Help, Manual, Install on phone, Suggest a feature, Contact

• Legal — Privacy, Imprint, Terms

Top right you find language, light/dark mode, notifications, Help and your account.

4. Language and appearance

App interface language (German/English)

Change the interface language with the language switch in the top header (DE/EN). It applies to menus, buttons and hints and is stored on this device. It also works on the sign-in and registration pages.

Recording language

The language of the conversation is a different setting. You choose it when starting a consultation, in the Language field on the Start new consultation page. It defines the language that is spoken and transcribed — set it before you start recording.

Light and dark mode

Use the icon in the top right to switch between light and dark mode. The setting is stored on the device.

5. Live transcription: recording a consultation

How to start a transcript

1. Open Live transcription in the menu.

2. Choose the conversation language under Language.

3. Optionally enter doctor and patient identification. These fields are display only and are not stored as patient data.

4. Confirm the patient's consent for this session.

5. Tap Start.

6. The first time, the browser asks for the microphone — allow it.

7. Tap Start recording and hold the consultation.

While recording

• Fast mode (default): recording happens in the browser. After a short pause in speech (about 3 seconds), or when you pause, the segment is sent for transcription. The text appears a few seconds later — not word by word.

• Realtime mode: if the device cannot record (very old iPads before iOS 14.3) Devinote switches automatically. Text then appears while you speak. The final result is the same.

• Automatic pause: after 3 minutes without speech recording pauses automatically. It is not stopped — continue with Resume recording.

• Silence is not uploaded. Only spoken segments are sent for transcription; the audio file is not stored on the server.

Tip for a better AI note

At the end of the session, dictate the key facts yourself for about 30 seconds: "55-year-old patient, known hypertension, chest pain today …". Your clear speech and your terminology are understood far more reliably than the patient conversation, and the note becomes much more accurate.

Microphone: which browsers work

• iPhone/iPad: Safari is the most reliable.

• Android: Chrome, Edge, Firefox, Samsung Internet.

• Avoid: in-app browsers (links from Facebook, Instagram, WhatsApp) — the microphone is often blocked there.

• The page must always be loaded over HTTPS.

Microphone in Chrome on iPhone

iOS grants the microphone right per browser app. Safari and Chrome have separate permissions: Safari may be allowed while Chrome is still blocked. In that case there is often no dialog, only an error.

How to allow the microphone for Chrome:

1. Open iPhone Settings

2. Tap Chrome

3. Turn Microphone on

4. Close Chrome completely and reopen it

5. Tap Allow microphone in Devinote again

Alternatively open Devinote in Safari. No website can set this permission itself — Devinote included.

Typical microphone errors

• NotAllowedError / access denied — you declined, or iOS/the browser blocks the microphone.

• NotFoundError — no microphone found on the device.

• NotReadableError — another app is using the microphone. Close that app.

• SecurityError / HTTPS — the page must be loaded securely.

6. Correcting the transcript, AI note, export

Correct the transcript

You can type into the transcript and correct the text at any time. New sentences are appended below without overwriting your correction. The AI note and the export always use the corrected text.

AI note (SOAP)

From the transcript Devinote produces a structured note: short overview, assessment and plan, next steps and the SOAP sections. You find it in the Summary tab.

Export as PDF or TXT

1. Open the Export tab.

2. Select the sections you want.

3. Tap Download PDF or Download TXT.

The file name is Transcript_yyyyMMdd_HHmmss.pdf or .txt and contains no patient name. After the download the session switches to Exported in the history.

On a phone the share sheet may open: choose "Save to Files" to store the file.

Because transcript and note do not stay in the database, the download is the only permanent copy. Export before you close the tab.

7. Text summaries (without recording)

If you already have text or do not want to record:

1. Open Text summaries in the menu.

2. Paste the existing transcript or type it directly.

3. Submit.

4. The Summary and Export tabs appear just as in live transcription.

The difference to live transcription: nothing is recorded and no microphone is needed. The session appears in the history with source Text.

8. History, archive and privacy

Where to find earlier sessions

• History → Sessions — your own sessions, live and text.

• History → Archive — licence owners only: your own sessions and those of the team.

Both lists show the export status (Exported / Not exported).

What is stored — and what is not

Only a metadata row is stored per session:

• Session name in the format Transcript_yyyyMMdd_HHmmss

• Doctor / professional name

• Status, start and end time, duration, language, source (live or text)

Not stored: transcript text, clinical note, patient name, audio file.

The live transcript is kept only temporarily in the browser (sessionStorage). It survives a reload in the same tab and is deleted when you close the tab.

Why there is no "View" action in the archive

Because no clinical text is in the database. There is nothing to load. So: download PDF/TXT during the session.

What is sent to Azure

Only spoken segments go to Azure Speech for transcription, and text goes to Azure OpenAI for the note. Silence is discarded in the browser. The audio file is not stored permanently. Details are in the privacy policy.

9. Team, plans and referrals

Roles

• Licence owner — pays the subscription, manages seats and sees the team archive.

• Team member (seat user) — uses a seat of the licence without an own subscription.

Invite a team member (as licence owner)

1. Open Account → Team.

2. Enter the email address and send the invitation.

3. The invitation is valid for 7 days. Your colleague accepts it through the link; without an account they register first.

4. Then assign the licence seat.

Without an active seat the team member sees an access message and cannot document.

Plans and subscription

Under Account → Plans & trial you start the trial, change the plan or manage the subscription. Invoices and payment methods are under Billing & invoices; that is also where you open the customer portal and download invoice PDFs.

If the subscription ends, the account is restricted: sign-in and account pages stay reachable, documentation does not.

Refer & earn

Under Account → Refer & earn you find your personal bonus code. Referred colleagues get free months on their first paid subscription; your reward is credited after a waiting period. The exact number of months is shown on the page.

10. Install Devinote on your phone

Devinote can sit on your home screen like an app.

• In the app: menu → Install on phone, or use the hint on the dashboard.

• iPhone (Safari): share icon → Add to Home Screen.

• Android (Chrome): tap Install now or menu → Install app.

The icon opens the app directly: the dashboard when signed in, otherwise sign-in.

11. Troubleshooting

Recording does not start

1. Is microphone access granted? On iPhone in Chrome: Settings → Chrome → Microphone.

2. Is the page served over HTTPS and not inside an in-app browser?

3. Is another app using the microphone? Close that app.

4. Try Safari on iPhone.

No text appears

In fast mode text arrives after a pause in speech. Wait a few seconds or tap Pause recording — the segment is then processed immediately.

Recording paused on its own

That is the automatic pause after 3 minutes without speech. Continue with Resume recording; the session is preserved.

The connection is disconnected

On "Disconnected" check the network and reload the page. The corrected transcript text is preserved in the same tab. If the error persists, send the message via Contact support or the support chat.

I cannot document

Check the notice banner at the top:

• Please complete subscription — choose a plan under Plans.

• No access / no licence seat — the account owner assigns a seat under Team.

Old text has disappeared

Transcripts are not stored in the database. After closing the tab the text is gone. Only the download (PDF/TXT) is permanent.

An error page appears

The error page shows a trace ID. Send it along via Contact support; it lets support find the event in the logs.

12. Help and human support

There are four ways to get help:

1. Support chat — the button at the bottom right of every page, including sign-in and registration. The assistant answers how-to questions and helps with errors.

2. Ask for human support — the button inside the chat. Your conversation gets a ticket number and is sent to support. Support will contact you as soon as possible; you do not have to keep the window open.

3. Help centre — videos and frequently asked questions under Help.

4. Contact — a form for longer requests with attachments.

Please do not send patient data to support. Session name, time, device and browser are enough.