AI Notes on TheraPlatform

TheraPlatform offers AI Notes in three different formats, available as an optional add-on for providers on the Pro and Pro Plus plans. This feature requires an additional recurring fee per provider.

Please note: The AI Notes add-on fee does not include the cost of video or audio recording for Telehealth sessions. Recording features are available for an additional fee.

This article will review how to enable the AI notes feature, how to use each function, and provide answers to frequently asked questions (FAQs).

Three AI note functions:

• Text-to-Text AI Notes
  With TheraPlatform’s text-to-text feature, you can type a few words or sentences from a client session, and AI will generate a clinical note in seconds.
• AI Dictation
  Prefer speaking over typing? Simply speak a brief session summary or a few key phrases into your microphone, and the AI will convert your speech into a polished, clinical note within seconds.
• Telehealth AI Notes
  This feature generates structured clinical documentation from virtual sessions after they are completed. You have the option to record audio only, or both video and audio of the Telehealth session. Once the recording is complete, the system will generate a transcript, from which you can create a clinical note.

All new AI features are built from the ground up to be secure, private, and HIPAA compliant. Our commitment includes: 

• End-to-end encryption (in transit and at rest)
• Strict access controls and audit logs
• De-identified data
• Data is not used to train AI models.

Free trial of AI notes:

A free 30-day trial of AI notes is available for all users on ALL Plans—both new trial users and existing paid subscribers who have never used AI notes.

To get started with the free trial:

1. Sign up for a TheraPlatform free trial or log in as a current subscriber.
2. Set up a SOAP AI-enabled template under Settings (instructions below).
3. Once configured (consider setting it as your default template), you’ll see a Free Trial button when documenting with the SOAP AI template.

Note: Users on the Basic Plan can try AI Notes during the free trial period. However, to purchase and continue using AI Notes, they must upgrade to either the Pro or Pro Plus plan.`

Note: If you plan to use TheraPlatform's dictation feature, ensure your computer has a built-in or external microphone.

How to Purchase a License for AI Notes Add-On

To purchase a license for the AI Notes add-on:

1. Log in to your account on our main website.
2. Navigate to the Manage Plan< Purchase section.
3. Under AI Notes, update the number of licenses you'd like to add. Your subscription will be updated accordingly.
4. Once you purchase the license(s) on our main website, log in to the platform to assign them.

How to assign AI Notes License to Yourself (Admin/Main User):

1. Log in to your TheraPlatform account
2. Navigate to My Account
3. Click on Details
4. Under the Licensing section, toggle on the switch for AI Notes
5. Click Save Changes

How to assign AI Notes License to Therapists:

1. Go to the Therapists section in your admin panel
2. Click the edit icon (pencil) next to the therapist’s name
3. In the pop-up window, click Next Step

        4. Find the AI Notes option and toggle it on

      5.  Click Save Changes        

      6.  To activate assigned license, the therapist must sign out and in to the platform

How to Set Up a SOAP AI-Enabled Note Template

To document using TheraPlatform’s AI notes (Text-to-Text, Dictation, and Telehealth), you’ll need to set up a SOAP AI-enabled note template. Follow these steps:

Step 1: Go to Settings > Notes > Progress

Step 2: Click on Browse Library

Step 3: Find SOAP AI in the list and click Select

Once selected, the SOAP AI template will be available for use when documenting. You can also set it as your default template for easier access.

Step 4: The selected SOAP AI template will appear under your Enabled Notes section.

Step 5: To set SOAP AI as your default note template:

• Click the Edit button next to the SOAP AI title.
• In the pop-up window, check the box labeled Default.

You can also customize the template to fit your preferences by selecting the following options (marked in purple when enabled):

• Hide Goals: Hide goals imported from the assessment and treatment plan if you prefer not to display them in your SOAP notes.
• Hide Logo: Hide your logo on the printed version of the SOAP note. (This applies only if you've uploaded a custom logo to TheraPlatform.)

Note: If you plan to use SOAP AI for your therapy documentation alongside other note templates, we recommend setting it as your default. This will save you time and prevent the need to browse the template library each time you document.

How to Use Text-to-Text AI Notes

TheraPlatform offers multiple workflows for documenting therapy notes—allowing you to choose the method that works best for your practice.

Important: Before writing a progress note, you must first complete an Assessment and Treatment Plan for the client. If your practice does not offer evaluations, read this article and refer to the section about documenting without providing assessments.

Note: Select SOAP AI by clicking on Select. If you plan on using SOAP AI at all times, the admin can edit the SOAP AI as default so you don't have to browse library when documenting. Directions on how to set up SOAP AI provided above under how to set up note template.

Workflow #1: Documenting from the Calendar

Step 1: Go to your Calendar, locate the client and the session date for which you want to write a SOAP note.

Step 2: Click on the scheduled session, then select Add Note.

📝 Note:
To use the Text-to-Text AI feature, the note template must be SOAP AI.

• If SOAP AI is not set as your default template and you have multiple templates enabled, click on Browse Library to select SOAP AI.
• (Admin must have enabled SOAP AI under Settings > Notes > Browse Library.)

Step 3: Under Session Summary for AI, enter a brief summary of your session. This can include keywords, short phrases, or full sentences.

💡 The AI will use this input to generate a complete, structured clinical note—saving you time while ensuring accuracy and consistency.

Step 4: After entering your text under Session Summary for AI, click on Generate with AI button. The AI will automatically create a structured clinical note based on your input.

Step 5: Wait a few seconds while the AI generates your note.

⚠️ Important: Do not close the window or navigate away during this process.

You’ll see the message "AI is processing, please wait." Once this message disappears, your AI-generated SOAP note will appear below for your review.

🔍 Please Review: Carefully read through the AI-generated note and make any necessary edits or additions.
Simply click into the note field to make your changes.

Step 6:
After reviewing and editing the note, click Save Changes.

✅ By clicking Save Changes, you confirm that you have reviewed and approve the AI-generated note.

Alternate Workflows for Using Text-to-Text AI Notes

TheraPlatform allows flexibility in how you document. In addition to documenting from the Calendar, you can also use the To Dos or Client Chart sections.

Workflow #2: From the To Dos List

Step 1: Click on the To Dos button (located in the upper-left corner of the calendar).
Step 2: A list of due or missing notes will appear.
Step 3: Find the client and click View next to their name. In the pop-up box, click Add Note.
Step 4: Follow Steps 2 through 6 from Workflow #1 (From the Calendar) above.

Workflow #3: From the Client Chart

Step 1: Click on Clients in the main menu.
Step 2: Click View next to the client’s name. (You can use the search bar to find them quickly.)
Step 3: Navigate to the Notes tab.
Step 4: Click on Progress Notes.
Step 5: Click on Add Note.
Step 6: In the pop-up box, under Select Session, choose the appropriate date/time of service.
Step 7: Enter your session summary and continue following Steps 3 through 6 from the calendar workflow to complete the AI note.

How to Use Dictation AI Notes

Just like with Text-to-Text AI Notes, using the Dictation feature requires that you first set up the AI-enabled SOAP note template.

⚙️ To enable the template:
Go to Settings > Notes > Progress > Browse Library and click Select next to SOAP AI.
If you plan to use AI notes frequently, set SOAP AI as your default template. (See setup instructions at the top of this article.)

Workflow #1: From the Calendar

Step 1: On the Calendar, locate the client and the date you want to document.
Step 2: Click on the scheduled session, then select Add Note.

📝 Note:
Ensure that the note template is set to SOAP AI to access the Dictation feature.
If it’s not your default template and you have multiple templates enabled, click on Browse Library to manually select SOAP AI (assuming it’s been enabled by the admin under Settings > Notes > Browse Library).

Note: To use SOAP AI, click Select next to the SOAP AI template.
If you plan to use SOAP AI regularly, an admin can set it as the default template, so you won’t need to browse the library each time you document.

For detailed setup instructions, see How to Set Up SOAP AI-Enabled Note Template earlier in this article.

Step 3: Under Session Summary for AI, click the microphone icon and begin speaking when prompted by the system. Once you see the prompt to dictate, you can start talking.

🎤 Make sure your computer has a built-in or external microphone, and that the correct microphone is selected.

You can dictate a short summary using keywords, short phrases, or full paragraphs—whichever you prefer. The summary field will display your spoken words in real time as you speak, allowing continuous dictation without needing to pause.

⚠️ Note: Do not close the window or navigate away while using dictation to avoid interrupting the process.

Step 4: Once you're done dictating, click on the stop mic icon.

Step 5:Review the text under Session Summary for AI. When you’re ready, click the Generate with AI button. The AI will create a SOAP note based on your dictation.

📝 You don’t need to include punctuation while dictating—AI will automatically handle it during note generation.

Step 6: Wait a few seconds while the AI processes your dictation.

⚠️ Please do not close the window or navigate away during this process.

Step 7:Once the message "Processing. This might take a few seconds. Please, wait..." disappears, your AI-generated SOAP note will appear below for your review.

Important: Please review the AI-generated SOAP note carefully and make any necessary edits or additions. Click directly in the note field to start editing.

Step 7:After reviewing and making your changes, click Save Changes. By doing so, you confirm that you have read and approved the AI-generated note.

⚠️ Note: The Revert Note button will delete the entire AI-generated note if you wish to start over.

Alternate Workflows

Workflow #2: From To Dos

Step 1: Click the To Dos button (located in the upper-left corner of the calendar).
Step 2: A list of due or missing notes will appear.
Step 3: To document, click View next to the client’s name. In the pop-up, click Add Note.
Step 4: Follow Steps 2 through 7 from Workflow #1 (From the Calendar) above.

Workflow #3: From the Client Chart

Step 1: Click on Clients.
Step 2: Click View next to the client’s name (you can also search for the client using the search bar).
Step 3: Click on Notes.
Step 4: Click on Progress Notes.
Step 5: Click Add Note.
Step 6: In the pop-up, under Select Session, choose the appropriate date/time of service.
Step 7: Follow Steps 2 through 7 from Workflow #1 (From the Calendar) above.

 AI Telehealth Notes

AI notes generated from Telehealth sessions require an additional fee for video/audio recording capabilities.

To generate AI notes from Telehealth sessions, you must record either video or audio during the session.

Note: Before making any recordings, ensure that your client(s) have given informed consent and have signed the appropriate consent form(s). TheraPlatform provides sample consent forms under Settings > Forms > Consent, including templates for recording sessions and using AI-generated notes.

Please note that, per our Terms and Conditions, these built-in forms are intended as samples only. You are solely responsible for reviewing, modifying, or creating new forms to comply with your professional standards, licensing requirements, and applicable laws.

As with any legal documentation, we strongly recommend consulting your attorney to ensure your consent forms are legally sound and appropriate for your practice.

Important: Ensure recording is enabled under Settings so you and your clinicians can record during Telehealth sessions to use AI Telehealth notes.

Once the session recording is complete, TheraPlatform will generate a transcript. You will then be able to generate an AI note based on this transcript.

⚙️ Like with Text-to-Text AI notes, you need to set up the AI-enabled SOAP note template first:
Settings > Notes > Progress > Browse Library > Click Select next to AI SOAP.
If you use AI notes frequently, consider setting the AI SOAP template as your default. See setup directions at the beginning of this article.

Directions on how to use AI Telehealth Notes

Step 1: Enable Video Recording: Go to Settings > Organization > General, and toggle Enable Recording to ON.

Step 2: Click Save Changes to confirm the recording settings.

Step 3: Connect with your client on the video call via TheraPlatform. Once the session starts, click the Tools icon located at the bottom of the screen.

Step 4: Next click on the last icon of recording under Users section 

                   

Step 5: In the pop-up box, choose your recording option:

• To record audio only and transcribe, toggle on Record Audio Only and Transcribe (the toggle will turn purple).
• To record video (with audio), leave Record Audio Only and Transcribe unchecked.

Step 6: To stop recording your Telehealth session (video or audio), click the Stop Recording button.

Step 7:The system will take some time to process both the recording and the transcription, depending on the length of the session.

📂 Both the recording and transcription are automatically saved to your client’s chart under Documents > Attachments.

Please note: These files are stored for 30 days and then automatically deleted.
You can also manually delete them anytime by clicking the delete icon next to the recording or transcription in the chart.

Step 8: Once the transcription is available in the client chart, the SOAP AI note template will allow you to access and use it.

Step 9: To document your SOAP note, use your preferred workflow (e.g., from the Calendar, To Dos/Missing Notes, or Client Chart).

Workflow #1: From the Calendar

Step 10: On the calendar, click the Telehealth session appointment you recorded.

Step 11: In the pop-up box, click Add Note.

Step 12: Click the Generate with Transcription button.

📝 Note:
If the transcription has been generated, you will see the Generate from Transcription button under Session Summary for AI.
If you don’t see this button, the transcription might still be processing—try returning to the note later.

Step 13: Wait a few seconds while the AI generates your SOAP note.

⚠️ Please do not close the window or navigate away during this process.

Step 14: Once the message "Processing. This might take a few seconds. Please, wait..." disappears, your AI-generated note will appear below for your review.

Important: Please review the AI-generated SOAP note carefully and make any necessary edits or additions. Click directly in the note field to start editing.

Step 7: Once you have reviewed and made your changes, click Save Changes. By doing this, you confirm that you have read and approved the AI-generated note.

⚠️ Note: The Revert Note button deletes the entire AI-generated note, allowing you to start fresh.

Workflow #2: From To Dos

Step 1: Click the To Dos button located in the upper-left corner of the calendar.
Step 2: A list of due or missing notes will appear.
Step 3: To document, click View next to the client’s name. In the pop-up box, click Add Note.
Step 4: Follow Steps 6 through 14 from Workflow #1 (From the Calendar) above.

Workflow #3: From the Client Chart

Step 1: Click on Clients.
Step 2: Click View next to the name of the client you want to document (you can also use the search bar to find the client).
Step 3: Click on Notes.
Step 4: Click on Progress Notes.
Step 5: Click Add Note.
Step 6: In the pop-up box, under Select Session, choose the date/time of service.
Step 7: Follow Steps 6 through 14 from Workflow #1 (From the Calendar) above.

FAQ

Q: Do I have to use AI Notes to document on TheraPlatform?

A: No. AI features are optional and turned off by default. If you prefer to document your notes without AI, you can. The AI Notes feature is available as an add-on.

Q: What AI Notes functions are available with the add-on, and which plans can access AI Notes?

A: All plans (Basic, Pro, and Pro Plus) can try the AI Notes add-on. However, to purchase AI Notes, users must be on either the Pro or Pro Plus plan. Basic Plan users will need to upgrade to one of those plans to purchase the add-on. The AI features included in the add-on are text-to-text AI and dictation AI. Telehealth AI Notes require additional fees (see below).

Q: Which note templates are supported by AI Notes?

A: As of today, AI Notes support the SOAP note format. We plan to add more formats in the future, such as DAP, BIRP, and others.

Q: How much do AI Notes features cost?

A: The AI Notes add-on costs an additional recurring fee of $30 per provider per month.
Please note that this fee does not include the cost of video/audio recording of Telehealth sessions needed for Telehealth AI notes.

• Audio Recording Fee (if only audio is recorded during Telehealth): $0.01 per minute
• Transcription Fee: $0.01 per minute
• Video Recording Fee (includes both video and audio during a Telehealth session): $0.10 per minute

Q: Is there a free trial of AI Therapy Notes?

A: Yes, users on all plans—including both new free trial users and paid subscribers—can try AI Therapy Notes on TheraPlatform free for 30 days.

Q: I'm a paid TheraPlatform subscriber. How can I try AI Notes for free?

A: If you're a paid subscriber, the account admin can log in to the platform and set up a SOAP AI-enabled template under:

Settings > Notes > Progress > Browse Library > Select SOAP AI-enabled.

Once configured (consider setting it as your default template), you’ll see a Free Trial button when documenting with the SOAP AI template. Click the Free Trial button to start your 30-day free trial of AI Notes.

Important: If you have multiple note templates enabled and did not mark the AI SOAP template as default, ensure you manually select the AI-enabled SOAP note. Directions are provided earlier in this article.

Q: I don't have an account with TheraPlatform. How can I try AI Notes?

A: First, go to our website and sign up for a free trial. Then log in to the platform and go to:
Settings > Notes > Progress > Browse Library > Select SOAP AI-enabled.

Q: How can I purchase ad-on AI?

A: You can log in to our main site and go to Manage Plan, where you can add the number of licenses you'd like to purchase. Once you've purchased the add-on on the main site, log in to the actual platform to assign the license(s). See the directions provided earlier in this article.

Note: Basic Plan users must upgrade to Pro or Pro Plus to purchase the add-on.

Q: Can I get a refund?

A:  Per our terms and conditions, TheraPlatform does not provide refunds for any sales. 

Q: Can I cancel the paid AI Notes add-on?

A: Yes, you can cancel at any time. Be sure to cancel before the automatic renewal date to avoid further charges. Once you cancel, the AI Notes features will become unavailable immediately.

Q: Is my or my clients' data (PHI)  shared with third parties or used to train public AI models?

A: Absolutely not. Your or PHI data is never shared, sold, or used to train public AI systems like ChatGPT or any other commercial model. We use AI tools that are designed specifically for healthcare use, with strict controls around PHI.

Q: What do I need to use AI dictation?

A: You need an internal or external microphone connected to your computer. TheraPlatform includes a gear icon next to the dictation feature that lets you select the correct microphone if you have multiple devices connected. Make sure your chosen microphone is enabled in your computer’s audio settings. If you experience issues, try switching microphones or checking your device settings.

Q: Do you save my voice or audio when I use AI Dictation?

A: No - we do not save or store your voice recordings. When you use our AI dictation feature, your audio is securely processed in real time to generate a note, and then it's deleted. We don’t keep voice files, and they are never stored on our servers or used to train any AI models.

Q: Does TheraPlatform securely store Telehealth sessions and transcripts when using AI to generate notes from virtual sessions?

A: For years, TheraPlatform has allowed users to record and store virtual sessions in a HIPAA - compliant and secure way. The same is true for AI notes. All recordings and transcripts are encrypted at rest and in transit, and are stored with the same HIPAA-compliant security standards used throughout TheraPlatform. None of the Telehealth recordings are used to train AI models.

Q: For how long does TheraPlatform store Telehealth sessions and transcripts when using AI to generate notes?

A: By default, recordings and transcripts are stored for 30 days and then automatically deleted. However, you have control and can delete them manually at any time. This provides flexibility to review content after a session or during note completion.

Q: What security measures are implemented with AI Notes?

A: AI Notes are protected with the same industry-leading security standards as the rest of TheraPlatform. Key measures include (but are not limited to):

• End-to-end encryption for all data in transit and at rest
• Strict access controls and audit logging
• De-identified data when possible
• No use of your data for training external AI models
• Full HIPAA compliance across all systems and processes

Q: How can I provide feedback about the AI Notes feature?

A: We appreciate feedback on all features, including AI Notes. You can share your thoughts by contacting our support team.