Clinical notes drafted from the session, and about seven hours back every week
A speech pathologist spent about 45 minutes writing up each client note, four clients a day, in a set format. We set her up to hand over her rough notes from the session, typed or talked through, and get back a draft in her own template. Then she checks it and signs off.
“Writing up clinical session notes used to take over my whole day. Kiyu Labs set me up with a voice-to-text workflow that drafts them for me, so now I just talk it through, check it over, and it's done. So much faster than before.”
Yvonne NguyenSpeech Pathologist · Starlight Speech PathologyThe problem
Every client session has to be written up in a set compliance format. At about 45 minutes each, four clients a day, the notes stopped being paperwork and turned into a second job that ran into the evening.
The process
We set up one project in ChatGPT with her note template built in as standing instructions. It already knows the sections, the order and the tone, so she never explains the format again.
The template was the whole job. Ask any AI to write a clinical note and it reads fine, but comes back in the wrong shape, and reshaping it can take longer than writing it yourself. So we captured her exact structure once, and every draft lands usable.
- Talk it through
- Type your rough notes after a session, or just say them out loud and let it transcribe.
- Get a draft
- It comes back written up in your own template, not a generic AI format.
- Check and sign
- You read and sign off. Nothing is filed you have not seen.
The result
The clinical judgement stays exactly where it was. She reads and signs every note; she just starts from a draft in her own format instead of a blank page.
Built with
- ChatGPT
- ChatGPT Projects
- Custom instructions
- Voice-to-text
Questions we get asked about this
Will it actually match the format my notes have to follow?
Yes, that is the whole setup. Your template is built in once, so every draft comes back in your structure, ready to read and sign.
I am not comfortable letting AI write my clinical notes.
It only writes the first draft. You read every note, correct it and sign it off, so the judgement and the responsibility stay with you. You just start from a draft in your format instead of a blank page.
What about my clients' privacy?
We settle that before anything goes live. Whatever AI platform you use, we walk through its security and privacy settings with you and get them configured properly, then advise you on handling client information. From there the rule is simple: keep identifying details out of what you hand over, and review every draft against your own professional obligations.
Do we need to buy new software?
No. It runs inside a tool you already have, set up once. Nothing to install and nothing to maintain.
Would this work for my kind of practice?
Anywhere the same document gets written over and over to a fixed structure. Allied health notes, case notes, reports and handovers all fit. It comes down to the repetition, and the size of your practice does not matter.
