PetDesk Scribe Web App

How do I access and log into Scribe?

To access the PetDesk Scribe web app, go to https://scribe.petdesk.com/

Once opened, you can log in with your PetDesk Scribe user credentials provided during onboarding. Please note that these credentials are specific to the PetDesk Scribe app and cannot be used for a PetDesk Communications dashboard account. If you forget your password, tap the “Forgot Password” link to receive a password reset email and regain access to your account.

To request user credentials, please contact the PetDesk Communications Support team.

Web App functionality and terminology

Appointments

The web app will open to the Appointments screen. If no appointments have been created in the mobile app, a blank state will be displayed. Once appointments exist, you will see the following for each appointment:

• Appointment Name: This will show either the default name or the user-updated.
• Date Created: The date the appointment was created in the mobile app.
• Staff: The user associated with the appointment (e.g., the user who created the appointment in the mobile app)
• Status
  • Not started: Appointment created, no recordings.
  • In Progress: At least one recording is active or completed.
  • Processing: Appointment marked as finished, recordings being processed.
  • Ready for Review: Recordings transcribed, SOAP Note & Client Summary generated.
  • Completed: Marked as complete.
• Last Updated

Appointments will be listed in descending order based on the created date (most recent first)

You can filter and search appointments within the table:

Filters

• Date: select a single date or a date range based on the appointment creation date
• Staff: select one or multiple staff members to view their appointments
• Status: select one or multiple statuses to view

Column Sort

You can also sort the date created and last updated columns by descending (most recent first) or ascending (oldest first) order

Search

You can enter a search term to search for appointments by appointment name

How do I record via the web app? 

New Appointment

For enabled Practices, click on the New Appointment button to create a new appointment.
From here, a user can edit the appointment name and create recordings for the appointment.

Appointment Syncing [Beta]

As of March 2026, this feature is available for the following PIMS: AVImark, Cornerstone, Impromed, ezyVet, Pulse.

 

Scribe PIMS Appointment Sync automatically pulls scheduled appointments and related client and patient data from the PIMS directly into Scribe. When a user opens the Scribe app, they’ll see their appointments for the day, complete with appointment details, client name, patient name, and provider, ready to select and start recording. 

 

📝 Important Note: Each DVM will need their own Scribe account in order to see their individual appointments. 

 

Enabling Microphone Permissions for PetDesk Scribe Web App

Method 1: When Prompted (Recommended)

1. Navigate to the PetDesk Scribe Web app
2. When the browser displays a microphone permission prompt, click "Allow" or "Allow this time"
3. The app should now have access to your microphone for recording

Method 2: Via Browser Address Bar

1. Click on the padlock icon next to the URL (Allow Microphone Permission for Chrome Desktop instructions)
2. Look for the microphone settings in the dropdown menu
3. Make sure you click the toggle in the microphone settings to the ON position (Allow Microphone Permission for Chrome Desktop instructions)
4. Refresh the page if necessary

Method 3: Through Chrome Settings

1. Open Chrome and go to Settings (three dots menu → Settings)
2. Navigate to Privacy and Security → Site Settings
3. Click on Microphone Granting Microphone Permissions for Chrome Browser – Aircall
4. Toggle on "Sites can ask to use your microphone" Granting Microphone Permissions for Chrome Browser – Aircall
5. Add the PetDesk Scribe website to your allowed sites list if needed

For Safari Users

1. Tap the "aA" symbol in the address bar where the URL shows Enable camera and microphone for mobile – Proof Help Center
2. Select "Website Settings" Enable camera and microphone for mobile – Proof Help Center
3. Select either "Ask" or "Allow" under Microphone Enable camera and microphone for mobile – Proof Help Center
4. Tap "Done" in the upper right corner Enable camera and microphone for mobile – Proof Help Center

Troubleshooting

• If permissions aren't working, try refreshing the page or closing and reopening your browser
• Ensure your system microphone permissions are also enabled (especially on Windows/Mac)
• Note: If you're using Chrome at work or school, your network administrator may have set restrictions on camera and microphone settings Use your camera and microphone in Chrome - Computer - Google Chrome Help

Important Notes

• Allowed sites can start recording when you're on the site, but cannot record when you're using a different tab or app Use your camera and microphone in Chrome - Computer - Google Chrome Help
• You may need to grant permissions each time you visit the site, depending on your browser settings
• Make sure your microphone is working properly by testing it in your system settings before using the app

Recording

Tap the microphone button to begin a new recording within an appointment. The user can pause and resume the recording. Please be aware that navigating to other browser tabs or windows, or moving the browser to the background, may disable the microphone. All devices and browsers work differently, so it is important to understand how your device and browser work.

If the recording is complete, the user will stop the recording. Once stopped, the recording file will appear in the appointment screen. Users can create as many recordings as needed within an appointment. 

The recordings will be named with a date and timestamp. Currently, these cannot be renamed. 

Recording statuses

Each recording will display a status icon:

• Upload in progress: Purple cloud with up arrow
• Upload successful: Green cloud with check
• Upload failed: Red cloud with x

Users can hover over a recording row and click the trash can icon to delete the file if it was created by mistake or is no longer needed. The user will not be able to restore a deleted recording.

Finish Appointment

Once an appointment is complete and all recordings have been added, you can then tap Finish Appointment.

The user will be returned to the home screen, and the appointment will show a processing status. After processing is complete (typically 2-3 minutes), the appointment status will update to Ready for Review.

Once an appointment is marked as finished, the user cannot add or delete recordings. 

• When an appointment is in processing status, it can be opened but not edited, except for the appointment name. 
• When the appointment is in ready to review or completed statuses, the appointment can be opened and SOAP notes and Client Summary will be visible. The user will not be able to edit these notes within the mobile app.

Appointment Details

You can tap into an appointment row to open the appointment details side panel. This will display the appointment name, status, date/time created, and staff member. This is also where you can access the appointment SOAP Notes, Client Summary, transcript(s), and recording(s).

SOAP Notes

• Subjective
  • This is the first portion of the appointment and captures the client’s reason for the appointment and/or notable issues. This section represents the client’s perspective regarding the patient, how they feel, and what they have observed. 
  • Format
    • Bulleted list
• Objective
  • The objective section should always include the following bulleted list
    • If any of the following items are referenced, the details should be captured within that field 
    • If any of the following items are not referenced, return a “normal” value as a default
  • Template
    • ​​General
    • Cardiovascular/Heart Rate
    • Respiratory
    • Eyes
    • Ears
    • Nose and Throat
    • Oral Cavity/Mucus Membranes:
    • Lymph Nodes
    • GI Tract/Abdomen
    • Urogenital
    • Coat and Skin
    • Musculoskeletal
    • Mentation
    • Nervous System
    • Additional findings
• Assessment
  • This section represents what the doctor knows, given the information in the subjective and objective portions. The veterinarian will identify the most likely problems and contributing factors, diagnose the problem, and discuss it.
  • Template
    • Notes
      • Bulleted list
    • Diagnosis/Diagnoses
      • Bulleted list
• Plan
  • This section is where the veterinarian will develop a plan based on the assessment, including tests, medications, dietary changes, follow-up appointments, or other helpful modalities. 
  • Template
    • Bulleted list capturing the plan details from the appointment recording

The user can edit the AI-generated SOAP notes for any of these sections. Changes will be auto-saved, and the auto-save status will be visible in the bottom left corner.

When you have completed the SOAP notes, you can either click “Copy All” to copy all sections of the SOAP notes to your clipboard and paste in the PIMS, or you can copy each section individually.

Client Summary 

The client summary provides a recap of the appointment. The summary should be clear, concise, and informative. The summary should be written in paragraph format and use natural language. The summary should include:

• Summary of findings 
• Diagnosis/diagnoses (if applicable)
• Treatment and medications 
• Recommended tests and/or follow-up procedures 
• Home care instructions (if given)
• Next appointment (if discussed)

You can edit the AI-generated Client Summary notes. Changes will be auto-saved, and the auto-save status will be visible in the bottom left corner. 

When you complete the Client Summary notes, you can click “Copy” to copy the notes to your clipboard and paste in the applicable application.

Transcript

The transcript tab will show the full transcript for each recording within the appointment. There will be one transcript per recording. 

The transcripts will not be fully diarized with speaker timestamps and speaker definitions, and they cannot be edited.

Recordings

The recordings tab will show all recordings associated with an appointment. Each recording can be played for review.

You can play a recording and tab between SOAP Notes, Client Summary, or Transcript. If a recording is in playback mode and the appointment details view is closed, the recording playback will stop.

Complete Appointment

Once you have reviewed, edited, and copied the SOAP Notes and Client Summary, you can mark the appointment as completed. 

Once clicked, the appointment status will be updated to “Complete” and the SOAP Notes and Client Summary sections will not be editable. 

If you wish to make additional changes to the appointment, click Reopen Appointment to update the status to Ready for Review. You will then be able to make changes when the appointment is in this status.

Reprocess Appointment

A Reprocess option does exist, allowing a user to request that the appointment be reprocessed through the AI Engine if you are not happy with the output. The button appears next to the 'Mark as completed' button for an appointment.

When pressed, a pop-up appears, allowing the user to add optional instructions. Please note that when submitting an appointment for reprocess, the existing SOAP & Client Summary content is lost.

Settings

To access settings, you can click the user avatar in the upper-right-hand corner.  From this menu, you can access:

• Account Settings
  • Full Name
  • Email
  • Status
  • Created Date
  • Support Information
  • Change Password
• Practice Details (coming soon)
• Log out
• Privacy Policy
• Terms of Use