For Respiratory Therapists ·
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.
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.
Before your shift, record a test note to practice the format. Tap the orange record button, then say:
"Room [number], [time], vent check. Settings: AC/VC, rate [x], tidal volume [x], PEEP [x], FiO2 [x] percent. Patient SpO2 [x] on current settings. Breath sounds [description]. No vent alarms. Patient [awake and following commands / sedated / agitated]. Plan: continue current settings, wean FiO2 to [x] if SpO2 remains above 94."
Tap stop (the orange square). Watch Otter transcribe it within 5–10 seconds.
What you should see: Your spoken words appear as formatted text in the transcript view, with timestamps.
Troubleshooting: If transcription is slow or inaccurate, make sure you're speaking clearly at a moderate pace, and hold the phone 6–12 inches from your mouth (or use earbuds with a microphone).
This makes it fast enough to use in a busy hallway — you're not navigating menus between patients.
Use Otter during the shift, then transfer to EHR:
Use these voice templates for common RT tasks:
Ventilator check:
Room [number], [time], vent check. Mode [mode], rate [x], TV [x]mL, PEEP [x], FiO2 [x]%. SpO2 [x]%. Breath sounds: [description]. No patient-vent dyssynchrony. [Any change made and rationale].
ABG result relay note:
Room [number], [time], ABG result: pH [x], PaCO2 [x], HCO3 [x], PaO2 [x] on FiO2 [x]%. Interpretation: [summary]. Relayed to [physician name/role] at [time]. Orders received: [what changed].
Extubation note:
Room [number], [time], patient extubated following successful SBT. Duration [x] minutes. Extubation tolerated well. Post-extubation SpO2 [x]% on [supplemental O2]. Breath sounds: [description]. Patient [vocalization or verbal response]. Will reassess in [x] hours.
Treatment refusal:
Room [number], [time], patient declined [treatment]. Reason given: [patient statement]. Education provided regarding importance of treatment. Patient verbalized understanding. Physician notified at [time].