Class Details - Using Class Participants in the Cliniko Integration
This feature allows you to see all participants booked into a class (group appointment) via your Cliniko integration and easily document individual notes for each person attending the same class.
This is especially useful for group classes where you still need individual clinical notes (e.g. exercise classes, group rehab sessions, education sessions).
What this feature does
When you open a class from your Cliniko-linked schedule, you will see:
- The class name and associated session details
- A list of all participants booked into that class
- Start and Manual buttons for each participant
Each participant has their own unique notes—notes are not copied or shared across the group.
Important recording limitation:
PatientNotes can only have one active audio recording per device at a time. You cannot open multiple recording sessions in different tabs on the same device.
Recommended workflow: Record the class once, create individual notes for each participant
Step 1: Record the class audio
- Click New Session (top right of your dashboard, not from the participant list)
- Enter something descriptive as the patient name (e.g., "Pilates Class - Nov 26")
- Record the class audio there
- After recording, PatientNotes will generate AI notes from the audio
This keeps the class recording separate from individual participant records.
Step 2: Create individual participant records
- Return to your class participant list
- Click the Manual button for each participant (this opens a text entry field)
- Copy and paste the general class notes into each participant's manual entry
- Add 1-2 specific sentences about that individual's experience, observations, or modifications
This gives you shared class content with personalized clinical details for each person.
Recording multiple participants simultaneously (not recommended for most classes)
Technically, you can record multiple participants at the same time by using separate physical devices—one device per participant (e.g., laptop for Participant A, tablet for Participant B).
However:
This requires you to have as many devices as participants you want to record. For most group classes, this isn't practical. A 30-person class would need 30 devices.
We recommend the workflow above instead:
Record the class once via New Session, then use Manual entry to create individual participant records.
Tips
- Save each participant's record as you complete it
- Review pasted content to ensure it's clinically appropriate for each individual
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Frequently asked questions
How does PatientNotes work?
Individual signs up, patient consents, session is recorded, transcribed, AI Model used to generate a draft of your clinical notes, then context gained to create a Patient Summary and any needed letters to medical professionals.
I've been told I can't use ChatGPT with patient information, is it ok to use this?
ChatGPT isn't safe to use with patient information. Data entered into ChatGPT is retained for wider language learning models and often patient information is being entered into ChatGPT without consent. PatientNotes is different. Explicit consent from the patient is required for each session. Transcripts are heavily protected with layers of encryption and strict policies, stored in Sydney in Google's HIPAA compliant data center, and automatically deleted after 30 days.
Is a special microphone required?
Most practitioners start using their default laptop microphone, however for the best results we recommend having a dedicated USB microphone on your desk. Omnidirectional USB microphones work great. Read all about our microphone recommendations on our microphone support page.
Can I use PatientNotes on my mobile phone?
Yes. Navigate to patientnotes.app on your web browser, login, and away you go. Recording works great on mobile devices and on most devices will continue even when the screen locks.
Where are PatientNotes servers located?
PatientNotes runs on servers located in Sydney, Australia. We have plans to have dedicated servers in each country with data stored locally for each user where possible eg. If a user sets their country to United States, their data will reside in the United States.
Does PatientNotes use encryption?
Absolutely. Security and Privacy is critical to protecting personal information. We encrypt all information in transit and at rest. Read more on our Security page.
Is the use of AI in healthcare safe and reliable?
We think of AI as an assistant to the medical practitioner rather than replacing the practitioner in any way. The role of our AI systems are to help produce a draft for the practitioner. Beyond that, it’s up to the practitioner to make the required changes to ensure that the notes are accurate before adding them to a patient record. More broadly, we believe AI has an incredible ability to analyse large amount of data and assist humans, but anything it produces must be validated by a qualified medical professional.
Can AI replace human doctors or healthcare providers?
No. Machines can’t replace doctors or healthcare professionals.
Does the system generate a diagnosis?
The system is fine tuned to not provide a diagnosis and focus just on the facts that were inputted by the healthcare provider during the consultation.
Does PatientNotes comply with all Australia privacy and data retention acts and legislation?
Yes. In Australia we comply with the Privacy Act 1988, Health Records Act 2001 (Victoria) and other national legislation with regards to the storage of personal information. Privacy and Security is critical to our business and we take both incredibly seriously. An important design consideration that we have built into the system is to remove data that isn’t needed anymore, which is why all patient information is automatically deleted after 30 days.
Is PatientNotes HIPAA Compliant?
PatientNotes is fully HIPAA compliant. A Business Associate Agreement (BAA) is available to all US customers. To request a BAA, please contact compliance@patientnotes.app
Do I really need to proofread the drafts PatientNotes produces?
Proofreading clinical notes and letters is of utmost importance to ensure their accuracy and reliability as a representation of the supplied information. Mistakes or inaccuracies in medical documentation can have serious consequences, leading to misdiagnosis, incorrect treatment plans, and compromised patient care. Thorough proofreading allows healthcare professionals to review and correct any errors, inconsistencies, or missing information, ensuring that the final notes and letters are a true reflection of the patient's condition and the provided information. This attention to detail enhances communication, promotes patient safety, and facilitates effective collaboration among healthcare teams.