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ID	Title	Module	Category
7	Configuring your ChartPro Service Configuring your ChartPro Service ChartPro is set up once and then largely left alone. The work is deciding what your chart notes should contain and in what order, which is done from ChartPro Administration. How a note is put together Three things stack up: A section is one of the five parts of a note: Subjective, Objective, Assessment, Plan and TxPlan. These are fixed. A segment is a block within a section - History of Present Illness, Past Medical History, Review of Systems. This is where practices differ, and it is what you configure. A form is the structured questionnaire a segment can carry, where free text is not enough. The Sections panel shows the five tabs with their segments beneath. Each segment has a short code and a number setting its position, and an Edit to open it. Add a Segment to this section adds a new one. Setting up a segment Edit Segment Details holds the name and description. Two settings matter more than they look: Include a Form attaches a structured form to the segment. A form that is not attached to any segment never appears anywhere. The warning box at the top of ChartPro Administration lists every form currently in that position - worth reading, because a form built and never attached looks from the outside exactly like a feature that does not work. Intake Filtering shows a segment only for the patients it applies to, by Gender and Life Stage. Used well this keeps notes short; used carelessly it hides a segment from people who needed it, so set it only where the segment is genuinely irrelevant to everyone else. Add to Templates puts the segment into your visit templates. The other admin areas Visit Templates - which segments appear for which kind of visit. A new patient intake and a ten-minute follow-up should not present the same note, and this is where that is decided. It is the setting that saves the most time day to day. Systems / Symptoms - the vocabulary behind the Review of Systems. Conditions - the condition list used in assessments. ChartPro Logs - a record of chart activity, for when you need to establish who changed what and when. Getting started Do not redesign everything before seeing patients. The supplied sections and segments are a working note for most practices. Chart a handful of real visits with what you are given. Note what you keep skipping and what you keep typing by hand. Remove the first, add the second. Set up Visit Templates once the note settles. A note designed in the abstract is almost always longer than the one you end up wanting. Practices giving IV therapy The IV form is attached in exactly this way, and it is a common reason the IV panel appears to be missing. Enabling IV therapy in ProductPro settings is only the first step - the form still has to be attached to a segment here. See Setting Up IV Therapy Products.
100	Introducing ChartPro AI to Your Practice Introducing ChartPro AI to Your Practice ChartPro AI listens to a consultation and drafts the chart note from it. The provider then reads the draft and decides whether it goes into the record. There is nothing to install and no switch to turn on - it is available to every ChartPro practice, and it is marked BETA on screen. What there is to do is decide how your practice will use it, before a provider uses it in front of a patient. Decide about consent first This records a conversation with a patient. What you must tell them, and whether you need their agreement, depends on where you practise and is not something this article can answer for you. Settle it with whoever advises you on such matters, write down what your providers should say, and do that before the first recording - not after a patient asks what the phone on the desk is doing. The draft is a draft The note is generated from a transcript of a spoken conversation. It can mishear, and it can be confidently wrong about a number or a name. The provider signing the note owns everything in it, exactly as if they had typed it. Make that explicit when you introduce it. The failure worth guarding against is not a bad draft - it is a good-looking draft accepted without being read. Start with a few willing providers It suits some consultations far better than others. A structured follow-up transcribes well; a long, discursive intake with three people in the room is harder. Let a couple of providers try it on their own patients for a fortnight and report back before you roll it out. Watch the usage counter The Auto Chart button shows each provider's use for the current calendar month against 40 - as a badge on the button and a bar on the recorder. It turns amber as it approaches and changes again past it. Going over does not stop anything. The counter is an indicator, not a gate: dictation keeps working. It is there so a provider can see their own pace, and so you can see who has actually adopted it. Review what it is writing Review past ChartPro AI encounters opens ChartPro AI - Encounter Review, which lists every encounter with its Date, Encounter # and Note Quality, and shows both the Transcript and the ChartPro AI Note side by side. Look through it a few times in the first month. Reading a transcript against the note it produced is the fastest way to calibrate how much your providers should trust it, and it is the only place you can see that. Ask your providers to rate notes Every note can be rated, and almost none are - across all practices using it, a handful of ratings against hundreds of encounters. A rating on a note that came out wrong is worth far more than one on a note that came out fine, so ask specifically for those.
37	Managing ChartPro Note Segments Managing ChartPro Note Segments Access the ChartPro Admin Page: Navigate to the Tools menu in OfficePro. Select ChartPro from the dropdown options to open the ChartPro admin page. View Existing Segments: On the ChartPro admin page, you will see tabs for each section of the chart note (e.g., Subjective, Objective, Assessment, Plan). Under each section tab, a list of segments will be displayed, with their sort order value shown in parentheses next to the Edit button. Add a New Segment: Scroll to the bottom of the accordion menu within the section where you want to add a new segment. Click on “Add Segment to this Section”. Configure the New Segment: When adding a segment, you will need to fill in the following fields: Section: Choose the section under which this segment will reside (e.g., Subjective). Segment Abbreviation: Provide a short name for this segment (e.g., HPI for History of Present Illness). Segment Title: Enter the full title for the segment (e.g., History of Present Illness). Segment Description: Use this field to describe the purpose or use of the segment for the provider's reference. Segment Hints: Include any helpful hints or tips for the provider to assist with charting within this segment. Provider Specific: Select whether this segment will be assigned to a specific provider or if it will be available to all providers in your practice. Save Changes: After filling out the necessary fields, ensure you save your changes to add the segment to the specified section. Adjusting Segment Order If you need to change the order of segments within a section, you can do so by editing the sort order value next to each segment. This allows you to customize the order in which segments appear in the ChartPro interface. Conclusion This process allows you to customize the charting experience in OfficePro by managing segments within the ChartPro admin page. Tailoring the segments to fit your practice's specific needs can enhance the efficiency and effectiveness of your documentation.
103	Questions About ChartPro AI Questions About ChartPro AI What does it actually do? It records the consultation, transcribes it, and drafts a chart note from the transcript. You read the draft and decide whether to keep it. Do we have to turn it on? No. It is there for every ChartPro practice, marked BETA, and there is no per-practice switch. What you do need is a decision about how your providers will use it. Is the note automatically added to the chart? No. Nothing is written until you accept the draft in AI Note Preview. Cancel discards it. Who is responsible for what it writes? The provider who accepts and signs it, exactly as with a typed note. Read the draft before accepting it - a draft that reads well is not the same as a draft that is right. Do we need to tell patients? You are recording a conversation with them, so treat that as you would any recording. What is required varies by where you practise - settle it with whoever advises you, and agree the words your providers will use before the first recording. What is the 40 on the button? Your notes for the current calendar month, per provider, shown against 40. The bar changes as you approach and pass it. What happens if we go over? Nothing stops. It is an indicator, not a cap - dictation keeps working and the count resets next month. Can we see what it wrote before? Yes. Review past ChartPro AI encounters opens ChartPro AI - Encounter Review, which lists them by Date and Encounter # and shows the Transcript beside the ChartPro AI Note. How do we tell whether it misheard or invented something? Read the transcript next to the note. If the transcript is wrong it is a recording problem; if the transcript is right and the note is not, report it. How do we get better results? Microphone nearer the patient, numbers and doses said clearly and in full, medicine names not abbreviated, the plan stated aloud at the end, and less background noise. Does rating a note do anything? Yes, and hardly anyone does it - a handful of ratings against hundreds of encounters. Rate the notes that came out badly and say why in the Comments; those are the ones worth reporting. Can we re-record? Yes - Go back and re-record from the preview, before you accept anything. It says no note was generated. Is it broken? Usually the audio had nothing usable in it. Check the transcript on the review screen first - that separates a microphone problem from an AI one. Which appointments suit it? Structured consultations transcribe well. A long discursive intake with several people in the room is harder. Try it on your own patients for a fortnight before deciding.
20	Why can't I sign my chart note? The Sign and Document button is disabled. Why can't I sign my chart note? The Sign and Document button is disabled. Problem I am unable to sign my charts because the Sign and Document Chart Note button is disabled. Background Only when you are signed in to the Service as the Provider on record for the visit can you sign the chart. This means that you will not be able to sign the chart if: You are logged in under another account than your provider account. The visit that you are charting is not assigned a provider, or it is not assigned to you as the provider. Your user account is not really a provider account. Resolution You are logged in under another account other than your provider account. Check what account you are logged in under The visit that you are charting is not assigned a provider, or it is not assigned to you as the provider. Check the visit's provider is assigned on the Edit Visit page. Your user account is not a provider account. When a provider is activated a corresponding user account is created, this user account is associated with the provider and allows you to sign charts. When you deactivate the provider account the associated user will be deleted. Deactivating and reactivating the account will recreate a user account that is associated with your provider account. Further Assistance If you need more help with this issue please create a ticket contact support through live chat or by emailing Support@NaturaeSoft.com.
6	Creating a Treatment Plan Creating a Treatment Plan A treatment plan is the document the patient takes away - what to do, what to take, and how. It is built from the encounter, and it prints as a clean patient-facing page rather than as a copy of your clinical note. Open the plan Open the plan from the encounter you are working in. It opens showing the document as the patient will receive it, with the patient's name, the date, you as provider, and a DRAFT watermark across it until it is finished. The list on the left, headed T:// TXPLAN, shows the sections the plan is made of. Which sections exist is set up once for the practice - see Configuring your ChartPro Service. Fill it in Each section has an Edit pencil beside it. Click it, write the content, and it appears in the document straight away, so you are always looking at what the patient will see. Two kinds of section behave differently: Free-text sections such as Diet Therapy hold advice in your own words. Practices usually keep standard wording for these so the same advice does not get retyped, with the specifics filled in per patient. Dispensary Items lists what you are dispensing or recommending, each with its own Instructions: line - "Take two capsules three times a day, between meals" and so on. This is the part patients actually follow, so it is worth being specific: with food, at night, away from other supplements. Finish it Save & Document finalises the plan and produces the patient copy. Close leaves it as a draft to come back to. A plan left in draft is not lost, but the patient has nothing - so finish it before the patient leaves rather than intending to come back to it. Making it useful Write for the patient, not the chart. The plan is read at home, days later, by someone who was taking in a lot at the time. Plain instructions beat clinical shorthand. Say how, not just what. A supplement with no timing or food instruction gets taken wrongly or not at all. Keep it short enough to follow. A plan with four things a patient will do beats one with twelve they will not. Standard wording saves real time - the advice that does not change between patients only needs writing once. Dispensary items on the plan are the same products as in your catalogue, so the instructions can come from the product record rather than being typed each time. See Adding and Editing Products.
101	Dictating a Note with Auto Chart Dictating a Note with Auto Chart Auto Chart records a consultation, transcribes it and drafts the chart note. You read the draft and decide whether it goes in. Before you start Open the note on the right visit - the AI is given that visit's Patient, Provider, Visit Type and Date of Service, and it uses them. Starting from the wrong visit produces a plausible note about the wrong context. Tell the patient what you are doing, in whatever words your practice has agreed. Recording Auto Chart opens the listener and starts recording; you will hear a tone. The panel shows your use for the month against 40. Things that make the difference between a good draft and a poor one: Put the microphone nearer the patient than to you. Your own voice is never the problem. Say numbers, doses and units out loud and clearly - they are what transcription gets wrong, and they are what matters most. Say names of medicines in full rather than abbreviating. Summarise your plan aloud at the end. It gives the draft a plan to write, and it is good practice with the patient anyway. Close the door. Background conversation ends up in the transcript. Reading the draft When it finishes you get AI Note Preview - Review the AI-generated chart note below. Read it properly. Check the numbers against what you remember, check nothing has been attributed to the patient that they did not say, and check nothing has been invented that sounds reasonable. A draft that reads well is not the same as a draft that is right, and once you accept it, it is your note. Accept it and it is written to the chart - you will see Chart Updated and Your AI note was saved. Go back and re-record if the recording went wrong and you would rather start again. Cancel discards the draft. Nothing is written. Edit the note afterwards exactly as you would any other. The draft is a starting point, not a finished document. Rating a note Rate This Note asks about Transcription Accuracy, AI Note Quality and an Overall score from Poor to Excellent, with Comments, then Submit Rating. It genuinely is read - Your rating helps us improve ChartPro AI. Rate the ones that came out badly and say what was wrong in the comments. Almost nobody rates anything, so a specific complaint carries real weight. Looking back at what it wrote The review link beside the button opens ChartPro AI - Encounter Review, listing your encounters by Date and Encounter # with their Note Quality, or Not rated. Opening one shows the Transcript next to the ChartPro AI Note. If you ever want to know whether it misheard something or invented it, this is where you find out.
2	Creating your first Chart Note Creating your first Chart Note Welcome to ChartPro where you can easily and competently document your encounters with patients with ease. To get started, click on the [C] button in the visit icons area on any visit. The [C] button allows you to access the chart note for a particular visit. To learn more about visit icons and visit workflow click here. Establish a Patient Visit: Before you can create a chart note, ensure that you have established a visit for the patient you want to document. Access the Chart Note: From the visit details, locate the visit icons list and click on the ChartPro note icon (represented by the [C] icon). Navigate to the ChartPro EMR Interface: Once you click the icon, the chart note interface will open, starting with the Subjective section of the note. The ChartPro interface will load for this visit in a popup window and will put you right into the primary segment of the chart (usually, Subjective > HPI). The charting interface is organized in a compact but robust way to help you document your visits easily, accurately, rapidly, and effectively. To make the most of your charting experience familiarize yourself with the charting environment. Let's start with a description of the interface: Adding Content: Under the Subjective section, use the WYSIWYG (What You See Is What You Get) editor to add any content you wish to document. You can format the text using the available editing tools. Incorporate Preformatted Content: On the left side of the note editor, you'll find a menu with preformatted content specific to the segment you're in. This includes: Paragraphs Statements Forms Select any preformatted content you wish to include in your note. Complete Other Segments: After finishing the Subjective section, you can navigate to other segments using the Section Browser located at the top of the editor. Each segment will have its own set of helpful statements, links, contents, and forms. Save Your Note: Once you've completed the chart note across all necessary sections, make sure to save your work to keep the information recorded. Additional Tips: Explore all segments to utilize the full range of tools and content available in the ChartPro interface. Familiarize yourself with the WYSIWYG editor to enhance your documentation process. This guide should help you get started with creating chart notes effectively in OfficePro.
102	Auto Chart Did Not Produce a Note Auto Chart Did Not Produce a Note Work through these in order. Most cases are the microphone or the room rather than the AI. The recorder will not start The browser has to be allowed to use the microphone, and it asks once per site. If the permission was refused - or dismissed, which counts as refused - the recorder cannot start and will not ask again on its own. Clear that in the browser's site settings and reload. On a shared machine check you are in the profile you think you are. There is a companion article on granting microphone access for telehealth sessions; the browser side of it is the same problem. It recorded, but no note came back If the review screen shows No AI note was generated for this encounter., the audio arrived and no note came out of it. Usually the recording had nothing usable in it - a microphone pointed at the wrong side of the room, or a session ended before anything was said. Open the encounter and read the Transcript. That tells you immediately whether the problem was the audio or the note: an empty or garbled transcript is a microphone problem, and a good transcript with no note is one to report. The note came back wrong or incomplete Check the transcript first, for the same reason. If the transcript missed what was said, no amount of retrying will fix the note - change how you record: Microphone closer to the patient. Numbers, doses and units spoken clearly and in full. The plan stated out loud before you finish. Less background noise. If the transcript was good and the note was not, that is worth reporting: rate it and say what was wrong in the Comments. That feedback is read, and very little of it comes in. An error message on the review screen AI output could not be parsed. or Could not load the AI note. - the note did not come back in a usable form. Re-record if you still can, and report it with the encounter number. No structured sections in this note. - text came back but not divided into the usual sections. It is still readable, just not laid out. No ChartPro AI encounters recorded yet. - nothing has been recorded for this practice, or you are looking at a different practice than you think. The note went onto the wrong visit The AI is given the visit you started from, so a note started on the wrong visit produces a note about the wrong context. Check the Patient, Visit Type and Date of Service in the preview before accepting it - that is what the header is for. If one has already been saved to the wrong chart, treat it as you would any misfiled note, and deal with it straight away. We are over 40 for the month Nothing happens. The counter is per provider per calendar month and it is an indicator, not a limit - the bar changes appearance and dictation carries on working. It resets at the start of the next month. The buttons are not there at all Auto Chart appears for ChartPro practices, on the chart note screen. If it is missing, check you are on a chart note rather than another screen, and that your practice has ChartPro. What to send support The Encounter # from the review screen, the date, the provider, and whether the transcript looked right. The encounter number is the one thing that makes an AI problem quick to look into.