⚠️ Patient Notebook is a legacy feature that is no longer being actively supported. If you already use a PIMS, we recommend not creating patients in Scribenote and instead using our auto generated note titles to keep track of which patients your notes are for.
The Patient Notebook lets you view key details about a patient, review their full note history, search for specific information, and create new notes directly from a patient profile.
Accessing the Patient Notebook
Accessing the Patient Notebook
From your Account Profile icon on the top right of your screen, select Patient Notebook from the drop down menu.
You can search for an existing patient you have previously created or create a brand new patient.
Creating Patients
Creating Patients
When you open the Patient Notebook, you will see a large purple New Patient button. Select it to open the patient creation pop up.
Patient Details
Below is an overview of each field you can complete, required fields are marked with a red asterisk.
Name. The patient’s first name is required. The owner’s last name is optional but helpful for distinguishing patients who share a common name.
Species. Select a species from the dropdown list. Each option includes an icon. If none apply, choose Other.
Breed. You may select a preset breed or type your own description, such as “DSH, orange and white”.
Date of Birth or Age. If the exact birthdate is unknown, choose Enter Age and provide an approximate age using years, months, or weeks.
Sex and Intact Status. Choose Male or Female. A checkbox for Spayed or Neutered will appear depending on your selection. Leave unchecked if the patient is intact.
Optional Details
Color. Add coat or skin colour, patterns, or distinguishing markings.
Microchip Number. Enter the microchip number if available.
Owner Contact Information. Add the owner’s name, address, or phone number.
Emergency Contact Information. Include any additional contact names, addresses, or phone numbers. You can enter more than one.
Once you confirm the details, you will be taken to the patient’s profile where you can hover over their name to view extended details.
Viewing/Editing a Patient
Viewing/Editing a Patient
After creating or selecting a patient, you will see their profile with key information such as:
Key Medical History
Chronic Medications
Immunization Record
You can update this information by clicking Edit Patient, upload files under Attachments, or add more key information by selecting + Add Key Info.
When you scroll down, you will see the large purple microphone button. Using the record button here will create a new note for the patient profile you are viewing.
Below the microphone button, you will see a list of all notes associated with the patient. Each note includes a preview and a set of actions.
Export All downloads all of your patient's notes as PDF files in a zip folder.
Edit Note lets you make changes to the individual note just like a regular SOAP form.
Copy Entire Note copies the note contents as plain text so you can paste it anywhere.
Download as PDF saves a PDF of your note and marks it as exported. If this button is greyed out, you must review and submit the note first.
Quick Action buttons Selecting one or more notes will show a popup displaying the number of notes selected.
Move to Patient reassigns your note to a different patient.
Duplicate to Patient copies the selected note or notes to another patient you choose. You may copy the title by checking the provided box. The copied note will be saved as a draft. Recordings and attachments will not be copied.
Transfer Ownership is not available within the Patient Notebook.
Delete permanently removes the note.
Cancel clears your selections and closes the Quick Action popup.
Copy Text copies the contents of the specific section such as Subjective, Objective, Assessment, Plan, or Additional Notes.
Expand or Collapse Note opens or closes the full note using the small grey downward arrow.
Audio Bar lets you play back recordings, view audio length, adjust volume, download the audio file, or change playback speed.
Add allows you to add to your existing recording. For more details, see the related help article.
Patient Attachments
Patient Attachments
The Attachments section on a patient's profile is where you can add, view, and manage all files associated with that patient.
The preview area shows attachments uploaded directly from the patient's profile as well as any files that were added inside the patient's notes.
If you want to see all attachments in full size, select View All Attachments below the preview. This opens the full attachments page for the patient.
Viewing Attachments
At the top of the attachment viewer, you will see several tools depending on the attachment you have selected:
Download Attachment lets you save the file to your device.
Jump to Note appears only when the attachment is linked to a specific note. Selecting it takes you directly to that note.
Delete Attachment permanently removes the file.
Split View Toggle allows you to open two files side by side. This is helpful when comparing progress photos or reviewing related documents.
⚠️ Most images, videos, PDFs, and common document types will appear in the viewer. Some files may not display depending on browser or format. If this occurs, download the file to view it.
Adding Attachments
Below the attachment viewer, you will see the upload area.
You can click to browse for files or drag and drop them into the upload box. After selecting your files, choose Submit to upload them. Once uploaded, the files appear in the attachment list above.
⚠️ There is a 2GB size limit for each individual attachment.
Exporting Patient Notes
Exporting Patient Notes
If you would like to export notes for a specific patient, you can do this directly from their Patient Notebook.
Exporting Individual Notes
On any note, use the options in the upper right corner to:
Copy Entire Note which copies the full text of the SOAP note so you can paste it into emails, records, referral forms, or anywhere you need.
Download as PDF which saves the note as a PDF file. Exported PDFs include the full SOAP note layout.
Exporting All Notes for a Patient
From the patient profile, select Export All to download all of the patient's notes at once. This will generate a zip file containing PDFs of every SOAP note for that patient. The merge process may take a moment if the patient has many notes.
Exporting an Entire Patient Notebook
You can export the full patient notebook which includes:
All SOAP notes
Key medical history
Patient details
Select Export Notebook from the top of the patient's notebook to generate a single PDF file with all of this information. The file will download once the export is complete.
Move or Copy Notes to a Patient
Move or Copy Notes to a Patient
You can easily assign an existing note to a patient or duplicate it for organizational purposes. To assign a note to a specific patient, follow these steps.
Go to your Inbox and scroll to your list of notes.
Select the Quick Actions button on the note you want to move. You can choose more than one note at a time.
This will open the Quick Actions menu.
Choose Move to Patient to reassign the note. You may also select Duplicate to Patient to create a copy of the note. Recordings and attachments are not copied to the new note. They remain with the original.
Search for the patient you want to assign the note to, or create a new patient if needed.
Confirm your selection. You will see a green confirmation message and be taken to the patient's profile. All notes associated with that patient will now appear in one place.
Deleting a Patient
Deleting a Patient
⚠️ Deleting a patient permanently removes the patient along with all associated notes and recordings.
If you need to delete a patient:
Open the patient’s profile.
Select Edit Patient.
Choose Delete Patient.
Confirm the deletion when prompted.
Once confirmed, the patient and all related data will be permanently removed.