What you'll accomplish
By the end of this guide, you'll have Otter.ai set up on your phone to capture quick voice notes immediately after each patient assessment — automatically transcribed to text that you can paste directly into your Epic or Cerner flowsheet. Instead of batch-charting 12 patients at the end of a shift from memory, you'll have timestamped notes ready to transfer throughout the shift.
What you'll need
Important HIPAA note: Do NOT say patient names, MRNs, or other direct identifiers in your voice notes. Use room numbers, initials, or case numbers. Otter.ai stores transcripts on their servers — this is equivalent to writing notes in a personal notebook, not a HIPAA-covered system. Your institution may have specific guidance on this — check with compliance if uncertain.
How-To Guide: Voice-to-Documentation for Shift Charting
What you should see: The Otter.ai home screen with your empty transcript list and a big orange microphone button.
Troubleshooting: If the app asks for microphone permission, tap Allow — this is required for transcription to work.