Mika now supports transcription in the following languages:

• English

• French (Bilingual - English)

• German

• Hindi

• Italian

• Norwegian Bokmål

• Polish

• Portuguese

• Punjabi

• Spanish

• Swedish

• Turkish

• Ukrainian

Choosing the transcription language

To change the language Mika uses to transcribe the conversation, you can either:

1. Select the language when you active Mika

2. Change the language after activating Mika

1. Select the language when you activate Mika:

When you go to activate Mika, click on settings.

Click on the 'Spoken Language' dropdown and select the language you would like to use.

2. Change the language after activating Mika:

If you need to change the language after activating Mika, click on the microphone gear icon shown below.

This will open the audio settings tab, where you can change your mic or language.

Click on the 'Spoken Language' dropdown and select the language you would like to use.

Go to https://app.mikatahealth.com and follow the steps below:

• Click here for instructions to bookmark the webapp.

Editing the note

Once you're done the appointment, you can open Mika on your computer and go to the appointment, or you can continue editing on your mobile device/tablet.

Editing on your mobile device or tablet

Adding a new note

To add a new note (or switch between notes), select the note you have open at the top of your screen. Click '+ Template' and select the template you would like to add.

Menu bar

To open the menu bar click the button highlighted below.

Copying your note

To copy the note on your mobile device click the copy button at the top right corner of your screen.

Acknowledgement: The screenshots above were generated by playing simulated medical interviews from: Fareez, F., Parikh, T., Wavell, C. et al. A dataset of simulated patient-physician medical interviews with a focus on respiratory cases. Sci Data 9, 313 (2022). https://doi.org/10.1038/s41597-022-01423-1 License: https://creativecommons.org/licenses/by/4.0/

Bookmark the Mika webapp

Microphone permissions

To transcribe your conversation, Mika needs permission to access the microphone on your device.

Let's take a in-depth look at the Appointment Details page, where Mika - your AI medical scribe - lives. You can get to the Appointment Details page by logging into the Mika app and either creating a new appointment or clicking on an existing one in your Appointment List.

Appointment Details Page

Before you activate Mika and start your session this is what the appointment details page looks like:

1. Editor

   • Your notes and letters appear here.

     • By default, you will start with our SOAP Note - Basic (Highest Quality) template.

     • You can add, edit, and remove text in the editor at any time (before, during or after a session). Text that you add to the note will NOT be overwritten.

   • Mika will automatically add AI-generated content to the pink "anchors" in your template

     • You can edit this content too!

2. Activate Mika

   • Click this button to activate Mika. A pop-up will appear asking you to confirm both your consent and your patient's consent before activating Mika. (For resources to help with getting consent, please see our Patient Prep Guide here)

3. Do More with Mika Access additional suggested documents that Mika can create or add to your current appointment. Easily manage and expand on documents beyond the standard note templates.

4. Appointment, Chat, and Message History

   • View messages and reports related to the appointment, including any automated messages, clinic-initiated messages, or chats (i.e., forms) completed by the patient.

   • This is ONLY available to our touchpoint tool users. To learn more, check out our touchpoint tools overview here or click here to create a help request.

5. Message Patient

   • Send a basic or secure messages to the patient. Note, some secure messages may be billable.

   • This is ONLY available to our touchpoint tool users. If you're interested in setting this up on your account, please create a help request here.

6. Give Feedback

   • Use this button to get in touch with the Mika team for issues, questions, feedback, or ideas!

7. Add Document Add more documents to the appointment. You can choose from a variety of pre-built templates or create new ones to suit your needs. This allows you to capture all relevant information for the session. New notes can be added at any time (before, after or during an appointment). Click here to read more about our Mikata Note Templates.

8. Template: Magic Edit, Pin, and Favourite

   • Magic Edit: Use this tool to automatically refine the structure or content of your document with AI suggestions.

   • Pin: Click the pin icon to make this template the default for all future appointments, saving you time and ensuring consistency.

   • Favourite: Click the heart icon to mark this template as a favourite for quicker access in future sessions.

When you activate Mika, you will see a few more tabs on the right:

1. Pause/Stop Mika This bar allows you to see how long Mika has been active for, and to pause or end the session.

• Note: Mika will ONLY start generating your note after the session has ended. Once the session has ended, it cannot be restarted.

1. Time

Mikata tracks three time metrics:

• Time on Appointment - Indicates how long the Appointment Details page has been open.

• Engagement Time - Shows how long the provider has interacted with the page.

• Mika Active Time - Displays the duration for which Mika was active.

1. Audio Transcript

• View a transcript of your conversation with the patient. (You can copy & paste quotes from the transcript into your chart!)

1. Copy

• Click this button to copy your note and paste it into your EMR.

Ready to dive deeper?

Visit the page below for an overview of Mika:

Learn more about Mika's features:

By default, your notes and transcripts are stored on our secure servers for as long as you use Mikata Health. You can change this in your settings by following the steps below:

1. Click the settings icon on the left side.

2. Select "Settings".

3. Once in settings, click "General" at the top. Here, you can manage the automatic deletion of Mika AI Scribe data (i.e., transcripts and notes) from your account.

   • Options include: deletion after 1 day, 7 days, 1 month, 3 months, 6 months, and 1 year, as well as a "Don't Delete" option to keep notes and transcripts available for as long as you use Mika.

To add a new note template to an appointment, click on "Add document" at the top or "View all documents" to access your library choose a template you'd like Mika to use.

Templates:

It's your choice which template you use and you're more than welcome to use multiple.

We recommend trying out different templates to find the one that works best for you!

Are you looking for a new template? Would you like to set a different template as your default?

Click here to send us your requests!

Personalize the format, style, and content of your document templates to suit your specific needs. Whether you're making updates before, during, or after a session, this feature ensures that your notes are accurate, well-organized, and aligned with your workflow.

You can favourite templates for quick access or set a default template to be automatically applied to every future appointment, giving you even more control over your documentation.

Accessing the Customize Feature

You can access the customization feature in two ways:

• From the Note Editor: During or after a session, simply click the magic wand icon in the note editor to open the template customization options.

• From Settings: Navigate to Settings, then go to the Scribe Templates section and click in one of the current Mikata templates.

  Once you are in the template mode, click on the "Customize template" button located at the right top corner and start editing your template. The original template will always remain in the Mikata library.

Customizing your template

Once you access the Customize Template feature, you can:

1. Change Formatting and Style

Modify the headings and overall style of your template to match your preferences or clinic standards. Adjusting the formatting ensures that your notes are structured exactly how you need them for different document types (e.g., SOAP notes, referral letters, patient handouts).

1. Add Anchor Points

Anchor points are placeholders for specific information that Mika will populate during the note-taking process. You can insert anchor points for content like:

• Appointment Date

• Appointment Reason

• Patient Name

• Practitioner Name

• Subjective

• Objective

• Assessment

• Plan

• Session Start/End Time

1. Remove Anchor Points

If there are sections you don’t need, you can remove anchor points to prevent Mika from populating content there. This allows you to fully control where and what information is injected into your notes.

1. Set a Default Template

If you want your custom template to be used for every appointment, pin it as the default. This ensures that your preferred template is automatically generated every time.

1. Favorite a Template

To make your favorite template easily accessible, click on the heart icon. Favoriting a template adds it to a special list for quick access.

Once you're satisfied with your template adjustments, click "Update Template" to apply the changes to your current document.

Managing your Templates

Create custom templates tailored to different document types or encounters. Easily manage all of them in the Scribe Templates section in Settings, or by clicking "Add document" or "View all documents" in the note editor.

Important Notes

• Personal Templates Only Your custom templates are strictly personal, meaning they cannot be shared with others.

• Reverting to the Original Template If you ever wish to go back to the standard Mika template, simply delete your customized version. The original template will always remain available in the Mika library.

Team Mode allows multiple users to collaborate effectively by sharing responsibilities throughout the appointment process. Team members can activate Mika for automated transcription or handle note-taking tasks once granted access to the provider’s Mika AI session.

Setup your team

1. Go to Settings page

2. Click "General" at the top and scroll down to the Team Mode section

1. Click "+ Team Member"

2. Search for a user and confirm to add him/her to the team

Team Memberships

In the Teams You Are Part Of section, you can see a list of providers who have added you to their team. This section indicates which teams you’re part of and grants you full access to each provider's Mika AI session.

Use cases / Workflow

1. Collaborating during the appointment

   • Consultation/Examination/Tests: If a team member assists with the initial conversations or examination with a patient, they can activate Mika and have all notes be available after the session. The team member can pause Mika and transfer the appointment to the next stage.

   • Prescription/ During the Appointment: The provider can resume Mika at any point during the appointment to continue the transcription. Team members are also able to assist with appointment management, even if the provider is unavailable or temporarily away.

   • Billing/Admin work: Team members have access to the appointment notes and details to support administrative duties, such as billing or other follow-up tasks.

2. Switch between Scribe & Appointment Details

   Both the provider (owner) and team members can toggle between the Scribe and Appointment Details view at any time. This option is available via the toggle button at the top-right corner, allowing easy access to either the notes or appointment specifics.

Important Notes

• Team Mode currently does not support simultaneous access to the same appointment. To prevent interruptions, avoid opening the same appointment at the same time.

• You will receive an email notification whenever a provider adds or removes you from a team.

• Providers should consider the responsibility involved when granting new members full access to their Mika AI sessions.

• The provider must be subscribed to the Mika Scribe AI feature to enable Team Mode. All team members will have access to the provider’s Mika Scribe plan under this subscription.

Has Mika AI misunderstood or misspelled a word? Make your note-taking experience smoother and more accurate by adding them to your personal dictionary.

Accessing the Vocabulary Enhancement Feature

After Mika AI creates a note, you can easily correct any misunderstood or misspelled words directly within the note editor. Here’s how:

1. Select the Word In the note editor, click on the word that Mika has misunderstood or misspelled.

2. Choose "Enhance Mika AI" A menu will appear. Select the "Enhance Mika AI" option. This will bring up a modal window displaying the selected word and a field where you can input the correct version of the word.

3. Correct the Word Type in the correct word. If you want this correction to apply throughout the entire document, check the "Find and replace in current document" option. Mika will then automatically replace the incorrect word with your correction across the current note.

Manually Adding Words to Your Personal Vocabulary

You can also manually add words to your personal vocabulary:

1. Go to Settings Navigate to the settings section where you’ll find an option to add words to your vocabulary.

2. Add New Words Enter the word or phrase you want to add (up to three words or 30 characters long) and click "Add to vocabulary." This will ensure that Mika AI recognizes and uses these words correctly in all future notes.

Managing Your Personal AI Vocabulary

In the settings section, you can manage your personal vocabulary by:

• Deleting Words Remove any words that you no longer want Mika to recognize or use.

• Adding New Words Continuously update your vocabulary by adding new terms as needed.

How Mika AI Uses Your Vocabulary

Once you've added or corrected a word, Mika AI will automatically recognize and use it in all future notes, applying your unique terminology across all documents. However, the "Find and replace" function only affects the current document you're working on.

Limitations

• Word and Phrase Length You can add phrases containing up to three words or single words up to 30 characters long.

Mika's Macros and Custom Anchors work together to make your Scribe experience faster and smoother. Macros use automated templates to save time by managing repetitive content, while Custom Anchors offer context-specific guidance for greater accuracy. Together, they help you document more efficiently, reduce errors, and maintain consistent records.

How to use macros

Setup a macro

• Go to the gear icon > Settings > Scribe Library > Macros

• Click "Add Macro"

• Customize a macro by entering a unique alphanumeric code and adding your macro content

  • The alphanumeric code serves as the trigger to insert the macro into your note

  • You can also enhance the macro content by incorporating Custom Anchors for more dynamic notes

• Click Save to apply the changes

Using Macros in Note

• To insert a macro by starting by entering a "."

• Then, type the code and search for the desired macro from the dropdown

• Press enter/click to insert it into the note

How to use Custom Anchors

Mika AI enhances your Scribe session by listening to the context and suggesting relevant content for note anchors. After the session, Mika automatically fills in the blanks based on the values you set for the anchors. Watch the video below for a step-by-step guide on how to create and add Custom Anchors to your templates.

Create an anchor

• In your template editor, click the "Custom Input" button shown above to select the type of anchor

  • If the field can contain multiple values, choose the 'Multi-selection' option (e.g., Fever symptoms may include sore throat, cough, and runny nose).

• Enter the instruction that you would like Mika to follow

• Customize the available values for the anchor

• Mika will use this instruction to match the answer from the options you provided

Using Mika AI anchors in Note

Anchors are displayed in grey by default. Providers can click on the anchors to jot down notes and select options from the menu.

Mika will suggest answers based on the appointment conversation, displaying them in pink. Default values will also be shown in pink if the topic wasn’t covered during the session. For fields without a default value or conversation data, anchors will turn orange to highlight that input is needed.

Once you update the value, the anchor will change to grey. Any fields left empty will be displayed as '____' in the EMR.

Tips

• Write clear instructions for Mika to follow. Use the prompting video below for examples - look for video on prompting/ article

• For maximum customizability, use both Macros and Custom Anchors together

FAQ

• Macros not appearing?

  • Check the Macros library to ensure they are loaded.

• Custom Anchors not responding in the note?

  • If the session doesn't include relevant data, the anchor field will be highlighted in orange to indicate missing content. To ensure continuity, you can set a default value in the template. This default will automatically populate in the note when no related content is available.

• Suggestions inaccurate?

  • Use the feedback in the bottom right corner to report the issue.

• Have a lot of macros in your EMR?

  • The ability to import or export macros directly from the EMR is not yet available. For now, you can create and manage your macros on the Mikata Platform or copy and paste existing macros in your EMR into the library.

• What if Mika doesn’t understand or misses part of the conversation?

  • If Mika cannot identify an answer from the conversation, it will display a default value (if set) or highlight the anchor in orange for your attention.

• Can I use macros and AI Anchors together?

  • Absolutely! You can insert a macro to handle standard content and use AI Anchors within the macro to dynamically capture session-specific information.

• What if Mika’s suggestions are incorrect or irrelevant?

  • If Mika’s suggestions are inaccurate, you can manually adjust the anchor values and provide feedback by reporting a bug from the bottom right icon (Feedback) to improve future accuracy.