Using an AI scribe with any EMR, by copy and paste
Most clinicians cannot choose their EMR, and many AI scribes only help if the EMR vendor has built a connection. ClearPass takes the other route: it writes the note as plain, copy-ready text that you paste into whatever system your clinic or hospital already runs. This guide explains how that works in practice and where it falls short.
Why plain text travels well
Every EMR, from a large hospital platform to a small clinic app, has at least one free-text box where a clinician can type a note. Plain text is the one format all of them accept. There is no formatting code to break, no hidden table, no font that turns into symbols after pasting.
A ClearPass note is built for that box. Section headings are written in capitals on their own line, lists use a hyphen at the start of each line, and a blank line separates sections. If the field in your EMR shows plain text only, the note still reads cleanly. If the field supports rich text, it simply looks like typed text.
The basic workflow
- Open the visit in your EMR first. Find the note or encounter field your organisation uses for this kind of visit, so you are ready to paste into the right patient.
- Transcribe or type the case in ClearPass. Tap Transcribe after the patient has agreed, see the patient, tap Stop. Or paste your own rough notes, or photograph a lab report.
- Pick the note structure that matches your EMR template. SOAP, Full headings, Follow-up, New patient, Procedure, Problem list, or My own structure with the headings your organisation requires.
- Review the draft. Read it against what happened. Look at every number the numbers check has marked: those figures were not heard in the transcript.
- Copy and paste. Copy the whole note into one field, or copy section by section if your EMR splits the note into separate boxes.
- Sign in the EMR as usual. Filing, signing and any coding happen in your EMR. ClearPass does not file anything for you.
One field or many
Some systems give you one large note box. Others split a visit into separate fields for the history, examination, assessment and plan. With one box, paste the whole note. With split fields, paste each section into its matching field; the capital headings make each section easy to select.
If your EMR already fills parts of the note, such as the medication list, allergies or vital signs pulled from elsewhere in the chart, leave those parts to the EMR and paste only the narrative sections. That avoids two versions of the same list that later drift apart.
Letters and codes from the same visit
After the note, ClearPass can draft a referral letter, patient instructions, a sick note, a medical report or another letter from the same visit, one click each. It can also suggest ICD-10 codes and procedure codes where your setting uses them. Each of these is plain text too.
Paste each one where your system keeps it: letters in the correspondence or documents area, patient instructions in the after-visit summary or patient message, codes into the diagnosis or billing fields after you have checked them. Suggested codes are a starting point; the code on the claim is your decision.
Honest limits
- There is no integration. ClearPass cannot see your EMR, cannot pull the patient's history from it and cannot write into it.
- Nothing is filed automatically. If you close the tab without pasting, the note is only in ClearPass History on that device.
- Some organisations block copy and paste between applications, or do not allow third-party tools for patient care. Check your local policy and ask IT before you start.
- You remain responsible for the note. It is a draft until you have reviewed and signed it in your EMR.
What ClearPass does not do
- It does not replace your judgement. Every note is an AI draft that you review and correct before it is used.
- It is not a medical device and does not make clinical decisions. It is a documentation aid.
- It does not connect to your EMR. The note is copy-ready text that pastes into any system.
Privacy
Clinical note content is not stored on ClearPass servers: it is processed to write the note, then discarded. Consultation audio is transcribed and discarded, never stored. Your note history stays in your browser, on your device, and you choose how long it is kept. Common identifiers are removed from typed and transcribed text before it reaches the AI; that is a best-effort safeguard, so leave names, ID numbers and file numbers out where you can. Processing goes through the AI providers named in our Privacy Policy, which sets out exactly what each one receives and how long it keeps it. ClearPass does not sign HIPAA business associate agreements today.
Questions
Does ClearPass integrate with my EMR?
No. It has no integration with any EMR. It produces copy-ready text that you paste into your system yourself.
Will the formatting survive pasting?
Yes, because there is very little formatting to lose. Headings are capitals on their own line and lists use hyphens, so the note reads the same in a plain-text field and in a rich-text field.
Should I type the patient's name into ClearPass?
No. Leave names, ID numbers and file numbers out. The EMR already knows who the patient is; the note does not need identifiers to be useful.
Can I match my hospital's note template?
Yes. Choose the closest built-in structure, or use My own structure to write your organisation's headings once and reuse them for every note.
What does ClearPass cost?
The 7-day trial is free, needs no card and simply ends after 7 days, with no automatic charge. After that there is one plan: $78 a month or $858 a year, with every visit transcribed.
Try it on your next clinic day
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