Using an AI scribe with InterSystems TrakCare: outpatient notes by paste
TrakCare is a hospital system, and much of the writing in it happens in busy outpatient clinics: the consultation note, then a letter to the referring doctor. ClearPass is not connected to TrakCare. It drafts both in English from the visit, and you paste them into TrakCare yourself.
What TrakCare is
InterSystems describes TrakCare as a unified EHR used in more than 600 hospitals, deployed in national, regional and single-facility organisations, fully web-based and built mobile first. Its own customer quotes mention outpatient departments, wards and multidisciplinary teams.
So a typical TrakCare user is a hospital doctor, nurse or allied health professional working inside an organisation that has configured the system centrally. The note forms and letter templates you see were chosen by that organisation. We do not describe TrakCare screens here, because they vary from one site to the next.
Outpatient clinic: note and letter
In many hospital clinics two documents come out of one visit: the clinical note in the chart and a clinic letter to the doctor who referred the patient. ClearPass drafts the note first. Then the Referral letter button, or the Ask box with a request such as write a letter back to the referring doctor, drafts the letter from the same visit.
Paste the note into the consultation or progress note area your clinic uses. Paste the letter into the correspondence or letter area your organisation provides, where it can be checked, signed and sent through the hospital's normal route.
Clinics held in more than one language
Hospital clinics often see patients who speak another language, or who switch between two in the same sentence. ClearPass transcribes in most languages and detects the language automatically, including a change of language mid-visit. The note is always written in English.
Quality varies by language and accent, so try it in the trial with the languages your clinic actually hears. Where an interpreter is present, the transcript includes all speakers and the note is written from the whole conversation.
Fitting the organisation's note form
- If the note form is one free-text area, paste the whole ClearPass note. Capital headings and hyphen bullets keep it readable.
- If it has separate areas for history, examination and plan, copy one section at a time using the capital headings as your guide.
- If your service has a fixed set of headings, enter them once in My own structure so every draft follows the same order.
- Use Follow-up for review clinics and New patient for first appointments; Detailed length suits complex first visits, Concise suits short reviews.
Check before it goes into the chart
Read the pasted text in TrakCare, confirm it is in the right patient's note, and look at every number the ClearPass numbers check marked. Suggested ICD-10 codes are a prompt for you; enter coded diagnoses the way your hospital requires.
Hospitals usually control which outside tools staff may use and may restrict copy and paste between applications. Ask IT or information governance first. Keep patient names and hospital numbers out of ClearPass; TrakCare already identifies the patient.
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 part of TrakCare?
No. It is a separate browser app with no connection to TrakCare. You copy text from it and paste it in.
Can the note be in the patient's language?
No. The visit can be in most languages, but the note and letters are always written in English.
Can it write the clinic letter too?
Yes. From the same visit it drafts a referral or reply letter that you check and paste into your letter area.
TrakCare is web-based. Can ClearPass run in the next tab?
Yes. Both run in a browser, so many clinicians keep ClearPass in a second tab or window. They remain separate: ClearPass cannot read the TrakCare tab, and copying between them is the only link.
How long can a clinic visit be?
Up to two hours. Several patients can be transcribed in one session and separated afterwards, which helps in a busy clinic list.
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.
InterSystems TrakCare is a trademark of its owner. ClearPass is not affiliated with, endorsed by or connected to InterSystems TrakCare: it does not read from or write to it. You copy the note from ClearPass and paste it into InterSystems TrakCare yourself.