An AI medical scribe for oncology

Oncology consultations mix hard facts and hard conversations: staging, regimen and cycle number, toxicity, and what the patient understands about their prognosis. The note has to hold all of it accurately for a team of people who were not in the room. ClearPass transcribes the consultation and drafts the English note so you can stay with the patient, then check the details afterwards.

What an oncology note should hold

• Diagnosis with histology, receptor or molecular status, stage (TNM) and date of diagnosis.
• Treatment so far: surgery, lines of systemic therapy with dates, radiotherapy dose and fractions, and best response to each.
• Current regimen, cycle and day, and any dose reductions or delays with the reason.
• Toxicity by system with a grade, for example neuropathy, mucositis, diarrhoea, fatigue, skin changes.
• Performance status (ECOG), weight trend, pain score and analgesia.
• Blood counts and chemistry relevant to the next cycle, tumour markers, and imaging response.
• What was discussed about goals of care, and what the patient and family said.

Example: pre-cycle review

A Follow-up note, Concise. Invented patient and results.

Diagnosis: adenocarcinoma of the colon, stage III, resected. Adjuvant chemotherapy, now due cycle 5 of 8.
Since last cycle: grade 1 peripheral neuropathy in fingertips, cold-induced, resolves within 3 days. Grade 1 fatigue. No diarrhoea, no mouth ulcers, no fever.
ECOG 1. Weight 71 kg (stable).
Bloods: neutrophils 1.9, platelets 164, bilirubin normal, creatinine stable.
Plan: proceed with cycle 5 at the same dose. Neuropathy reviewed; will reduce oxaliplatin if it becomes persistent between cycles. Next review before cycle 6.

Counts, cycle number and the dose decision are the details to confirm before this note goes anywhere.

Templates for oncology

Oncology shares the Oncology & Haematology guided template group. Oncology-relevant templates include PET scan for staging or restaging, tumour markers, chemotherapy and targeted therapy, immunotherapy, radiotherapy, cancer surgery, surveillance imaging, neutropenic sepsis, palliative and supportive care, cancer genetic testing, MDT or second opinion, and survivorship follow-up.

For multidisciplinary meetings, a structure you write yourself (for example Case summary, Imaging, Pathology, Question for MDT, Outcome) keeps the discussion notes consistent. Haematology has its own page.

Letters and approvals

Cancer care generates approvals for PET scans, systemic therapy and targeted agents. The prior authorization letter mode writes a medical-necessity argument from the staging, prior lines and performance status you documented. See also biologics prior authorization. If a request is refused, the denial appeal mode offers a Targeted Fix or a Full Rewrite.

From the same consultation you can also draft a medical report for an employer, a sick note, patient instructions on when to call about fever, and a referral letter to palliative care.

Long consultations and family meetings

First oncology consultations can run close to an hour, and family meetings longer. ClearPass handles visits up to 2 hours, and speaker separation keeps the patient's questions apart from those of relatives.

For these visits Detailed length is usually the better choice, because the note should show what options were explained and what the patient said about them. For routine pre-cycle checks, Concise keeps the note short enough to read in a few seconds on the day unit. You can switch length per visit.

What to check in an oncology draft

• Stage, histology and receptor status against the pathology report.
• Cycle number, regimen name and any dose change with its reason.
• Toxicity grades. The draft writes the grade you said; confirm it matches your assessment.
• Counts and their units.
• The goals-of-care conversation. Check that the note reflects what was said, in neutral words.

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

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