Best Practices for Using Quinn (AI) Smart Summary

Clinicminds introduces Smart Summary, the next step in our AI assistant, Quinn. Using advanced AI technology, Quinn records your consultation and automatically generates a complete, structured summary in the patient's medical record.

This feature saves time while ensuring accurate and consistent documentation. Quinn recognizes not only medical and physical information, but also psychological and social factors relevant to the treatment. All details are automatically placed in the correct sections of the case history, such as Presenting problem, Physical examination, and Conclusion.

You only need to review, edit (if you wish), and approve the AI's suggestions. If you already use text templates or manual notes, Quinn intelligently integrates its suggestions, updating or adding where needed, while you remain in complete control.

To ensure the best transcription and summary quality, it is essential to record your consultation under the right conditions. Start by minimizing background noise in your treatment room. Close the door before starting, and make sure there are no distracting sounds such as other people talking, loud background music, or a radio playing. A calm, quiet environment helps the AI accurately capture every word.

Stay close to the recording device during your consultation. Whether you are using an iPad or another device, speaking clearly and at a consistent distance from the microphone ensures that your voice is recorded clearly.

Tip 💡: It's recommended to record a short 1-minute test in a typical consultation setting using your device's built-in voice recorder to check sound quality before using Smart Summary in real consultations.

Click the Settings icon (the gear icon) on the Smart Summary button to access the same settings you configured when first using Quinn AI Smart Summary.

Here you can adjust your microphone selection or change the language if needed.

Please always let your patient know before you start recording. Explain that the feature helps you to save time while ensuring a more complete and accurate medical record of their consultation. By being transparent and professional about how the recording is used, you help maintain trust and compliance with privacy regulations.

Begin recording the moment your patient enters the room. After greeting them, you can start the consultation naturally by asking how you can help them today. Allow the patient to speak freely. Quinn understands the conversation's context and automatically focuses on relevant medical details while ignoring unrelated small talk.

Remember: Quinn can only hear, not see! Just so you know, everything you want documented must be spoken aloud. Think of this as returning to the fundamentals of good medical practice—the same principles you learned in medical school, now optimized for AI-assisted documentation.

As your patient describes their concerns, practice active listening. When they finish speaking, summarize what you've heard and verify your understanding:

"Let me make sure I understand correctly. You're concerned about the deepening lines on your forehead, and you've noticed they're more prominent when you're concentrating or stressed. Is that right?"

This technique serves two purposes: it demonstrates to your patient that you're listening attentively, and it provides Quinn with a clear, concise summary of the presenting problem in your own medical terminology.

As mentioned earlier, and this is crucial: Quinn cannot see your patient. Every observation you make during the physical examination must be described out loud. Treat this as you would when teaching a medical student or documenting for legal purposes—be specific, systematic, and thorough.

Examples of effective verbalization:

What to verbalize:

Often, patients will gesture or point to areas, saying, "I'm concerned about this area" or "I don't like what I see here." Since Quinn cannot see gestures or pointing, you must verbalize what the patient is indicating:

Patient: "I really notice it here." (pointing to perioral area)

You: "I understand, you're concerned about the fine lines around the mouth, particularly the vertical lip lines, and you've noticed more pronounced marionette lines. Is that correct?"

This approach ensures accurate documentation while confirming you've understood the patient's exact concerns.

State your clinical reasoning and treatment recommendations clearly and thoroughly. This is where your medical expertise translates into comprehensive documentation.

Be explicit about what you're recommending and why:

"Based on your concerns and my examination, I recommend a combination approach. We'll use Botulinum Toxin type A for the dynamic forehead and glabellar lines, this will reduce the muscle activity causing these wrinkles. For the volume loss in the cheeks, I suggest hyaluronic acid filler, approximately 2ml per side, to restore the natural contour and provide lift to the mid-face."

Specify the exact products you'll be using:

"Today, we'll proceed with Botulinum Toxin treatment. I'll be using [Product name], injecting approximately 20 units in the frontalis muscle and 25 units in the glabellar complex."

Describe your technique as you work:

"I'm injecting 5 points in the forehead in a horizontal pattern, approximately 2cm above the brow line, using a superficial injection technique."

This is legally and ethically essential. State all potential side effects and complications clearly:

"The common side effects you may experience include temporary redness at the injection sites, mild swelling, and possibly some bruising that typically resolves within 3-5 days. Rare but possible complications specific to Botulinum Toxin include temporary brow or eyelid ptosis, which would resolve within 2-4 weeks, or asymmetry requiring adjustment.

With filler, there's a small risk of vascular occlusion, though this is extremely rare when proper technique is used. You may experience temporary lumps or bumps that we can massage or dissolve if needed."

Verbalize your aftercare advice:

"For the next 24 hours, avoid lying down flat, keep your head elevated. Don't massage or manipulate the treated areas. Avoid strenuous exercise today and tomorrow. You can apply ice if there's swelling, but use gentle pressure only."

Discuss the timeline and any planned future treatments:

"You'll see the full effect of the Botulinum Toxin in 10-14 days. I'd like to see you back in two weeks for a review appointment. Looking ahead, we may consider additional treatments for the perioral lines in 3-4 months, possibly using a combination of filler and skin boosters for optimal results."

Before you conclude the consultation, take standardized before photos while you're still in the patient's case history tab. This ensures the photos are immediately associated with today's consultation record.

"I'm now taking your standardized before photos, front view, both profile views, and three-quarter angles. These will help us track your results over time."

Verbalize this step so Quinn includes it in the documentation, creating a complete record that photos were taken during this consultation.

While recording, you can freely browse the patient's file. You can switch between tabs such as Case history, Medical questions, or previous records. You can even return to the patient overview window.

Please note ⚠️ : the recording will stop if you leave the patient's file entirely—for example, if you go back to the dashboard, calendar, or open another patient's file.

You can stop recording at any stage of the consultation, even after the treatment, if that's more convenient. Once you end the recording, Quinn automatically generates a summary and stores it in the case history.

You don't need to look over the summary right away. If your next patient is already waiting, you can move on and return to the summary later. When you have time, open the record, review the generated summary, make any edits or additions you wish, and then save it to the patient's file.

AI Smart Summary works best when you:

By integrating these practices into your consultation routine, you'll create comprehensive, accurate medical records while actually improving the quality of your patient communication. Quinn becomes your documentation partner, allowing you to focus on what you do best: providing excellent patient care.