Syncing your notes
Mika AI Scribe users can choose to sync their notes to either the Visits or Tasks sections of the MedAccess EMR system.
How to sync notes to the MedAccess EMR
Sync to Visits
Check your Mika AI Scribe template for compatibility
IMPORTANT
To successfully sync your Mika AI Scribe SOAP note to your MedAccess SOAP note under the "Visits" section and have the content appear in the proper sections, your Mika AI Scribe SOAP note template must adhere to the required structure with the following header titles:
Subjective
Objective
Assessment
Plan
Modifying the structure by adding, removing, reordering or retitling the headers may result in a failure to sync your note, or unexpected results when you sync your note.
Ensure that the header titles in your Mika AI Scribe note template are spelled exactly as shown in the example above. The headers should be in a header style or bold text, and there shouldn't be any additional whitespace (i.e., spaces) around the text.
We made you some templates!
Search the template library for "MedAccess" to find a single problem and a multiproblem SOAP note template that have been optimized for syncing to MedAccess Visits.
When you're ready to sync, click "Send to Visits" on the toolbar.
Confirm the sync.
Find your note in your MedAccess EMR
If the headers are correct, the SOAP note will go into the corresponding observation subsections.
What if my note template doesn't match the required structure?
If you sync other types of Mika AI Scribe note templates (e.g., consult notes, referrals letters, etc.) to the "Visits" section, the content will appear in a Note subsection of the Observation.
Depending on your workflow and the kind of templates you regularly use, this may be not be a bad thing.
If you want to sync other types of Mika AI scribe note templates to the Notes subsection, the template cannot have any of the following as headers, or the sync will fail altogether: Subjective
Objective
Assessment
Plan
5. Sign off on the note
When your note syncs to Visits it will not be finalized, and it will also create an open Task assigned to you.
To finalize your note, you need to sign off on your note by clicking Menu > Sign off or Menu > Sign off and Close Chart. Doing this will also automatically close the Task that was created.
Good to know about syncing to Visits
If the note contains any of the SOAP headers, but does not contain all four of the SOAP headers, or if the headers are out of order (OSAP, etc.), the note will fail to sync.
If this happens, add back the missing SOAP headers, confirm the spelling and order of the headers, and try again. Alternatively, remove all of the SOAP headers and try again.
If there is anything in the SOAP note that precedes the Subjective header, your content will be added to the Note subsectiong of the Observation section of the Visit.
MedAccess will attempt to sync the incoming note to an existing visit that meets the following criteria:
Patient matches that of the scribe session
Provider matches that of the scribe session
Visits that are active
Most recent visit within the past 2 weeks
If MedAccess finds an existing visit and Observations already exist for the visit, the incoming note will be appended to any existing content within the corresponding subsection.
If MedAccess can't find a visit that meets these criteria, a new visit will be created for the patient and the incoming note content will be injected into it.
Sync to Tasks
You can still sync any type of Mika AI Scribe note to the Tasks section of the system.
Click "Send to Tasks" from the drop-down menu on the toolbar.
Confirm the sync.
Find your note in your MEdAccess EMR.
The Mika AI note will appear under the complete section as a progress note.
FAQ
Can't find a synced note?
The note may have been uploaded to either the Tasks or Visits section, depending on your selection. Please check both sections to locate your synced note.
What types of Mika AI Scribe notes can I sync to MedAccess EMR Visits?
You can sync any Mika AI Scribe template.
Mika SOAP notes with the correct structure and header titles will sync directly to specific Observation subsections in the "Visits" section when using "Send to Visits", while other note structures will appear in a general "Note" Observation subsection.
Why is my SOAP note failing to sync to the corresponding fields in the visit?
Ensure the required titles (Subjective, Objective, Assessment, Plan) are spelled correctly and are formatted in header style or bold text. Any additional whitespace around the titles must be removed.
Ensure that all four of the titles are included and are in the correct SOAP order. If any of the four titles are missing or out of order, the note will fail to sync.
If there is anything before the first Subjective title, the note should sync, but the content will be added to a Note subsection instead of the corresponding fields.
Make sure you click the correct button. "Send to Visits" to sync to the Visits section. "Send to Tasks" to sync to the Tasks section.
Confirm that you have the necessary permissions within the MedAccess EMR system to perform the sync.
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