Using an AI scribe with Epic: copy-ready notes
If your hospital or health system runs Epic, your note templates, text blocks and sign-off rules are usually built centrally. ClearPass does not connect to Epic. It writes the visit note as plain text in a structure you choose, and you paste it into the note your organisation already uses, then sign it in Epic the normal way.
Who charts in Epic
Epic is used mostly by hospitals and larger health systems, across clinics, inpatient wards and emergency departments. Epic's own pages describe AI features for drafting outpatient notes and inpatient summaries, which tells you both kinds of documentation live in the same system.
In these organisations the note templates are usually owned by an informatics or build team, not by the individual clinician. That shapes how a pasted note should look: it has to fit a template someone else designed.
Where the pasted note goes
Which note type you open depends on your organisation's build: a clinic progress note, a consult note, a procedure note and so on. We do not describe Epic screens here, because the layout differs between organisations and versions. Open the note type your department uses for the visit, place the cursor in its free-text area, and paste.
The ClearPass note is plain text. Headings are in capitals on their own line, list items start with a hyphen, and sections are separated by a blank line. That holds up in a free-text note area. If your template has separate spaces for the history, examination and plan, paste section by section instead of as one block.
SmartText and a pasted note
Epic's public technical documentation describes SmartTexts as blocks of text used in several ways, including documenting clinical encounters and letters to patients. Many clinicians also rely on text shortcuts their organisation builds. None of that has to change.
A practical split: let your organisation's template and text blocks handle the fixed parts of the note, such as attestation wording, standard counselling text or data the template pulls from the chart. Paste the ClearPass narrative into the parts that change with each patient: the history as the patient told it, the examination findings you said aloud, the assessment and the plan. That way nothing is written twice.
Matching your department's template
| If your template looks like | Pick this in ClearPass |
|---|---|
| Subjective, Objective, Assessment, Plan | SOAP |
| A long consult template with many sections | Full headings |
| A short return-visit note | Follow-up |
| Intake or first consultation | New patient |
| Procedure documentation | Procedure |
| Assessment and plan listed by problem | Problem list |
| Headings that are specific to your department | My own structure |
With My own structure you type your department's headings once, in their order, and every note follows them. Choose Concise if the template already carries a lot of pulled-in data, Detailed if the narrative has to stand on its own.
Before you sign
- Read the pasted note inside Epic, not only in ClearPass. Check that nothing landed in the wrong section.
- Check every figure the ClearPass numbers check marked. Those numbers were not heard in the transcript and may be wrong.
- Remove any duplicate lists if the template already pulled in medications or allergies.
- Paste a referral letter or patient instructions only where your organisation keeps letters and after-visit information.
- Treat suggested ICD-10 codes as suggestions; enter the final diagnosis the way your organisation requires.
Check policy first
Large organisations often control which outside tools may be used with patient information, and some restrict copying between applications. Ask your IT or information governance team before you use ClearPass for patient care. Keep identifiers out of ClearPass: Epic already knows the patient, so the draft does not need a name or ID number.
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
Is ClearPass an Epic integration or add-on?
No. ClearPass has no connection of any kind with Epic. You copy the note from ClearPass and paste it into Epic yourself.
Can I keep using my SmartText?
Yes. Use your text blocks for fixed wording and paste the ClearPass narrative for the parts that change with each patient.
Does the note keep its layout when pasted?
The note is plain text with capital headings, hyphen bullets and blank lines between sections, so it reads the same in a free-text area.
Can ClearPass see the patient's chart in Epic?
No. It only knows what was said in the visit or what you typed or photographed into it.
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
The full product for 7 days, with no card and no automatic charge. Then $78 a month or $858 a year. Pricing details.
Start free — 7 days, no cardSources
Checked on 2026-09-30. Prices and features change; the vendor's own site is the final word.
Epic is a trademark of its owner. ClearPass is not affiliated with, endorsed by or connected to Epic: it does not read from or write to it. You copy the note from ClearPass and paste it into Epic yourself.