Something not quite right with your notes?
This guide will help you fix issues like missing sections, details, or notes not following your intended structure
Step 1: Check the Transcript First
✅ Quick tip: The transcript powers the note. If the transcript isn’t accurate, your note output won’t be either—so always start by checking the transcript.
Make sure the Transcript Tab is accurate.
If the transcript is incorrect or incomplete, follow the steps in our Transcript Troubleshooting Guide to fix the issue.
Do not continue if the transcript is empty. The steps below only apply once a transcript exists.
Step 2: Check the template used
If the issue relates to inaccurate information in the note, or failing to pull in relevant information. Then review the template errors. Incorrect templates may carry through into the generated note output.
We have some great resources on setting up templates, getting started with template basics
Step 3: Refresh note output (only if a transcript exists)
If your transcript is complete, your template is correct, and your note is still not generating as expected, try the following steps:
Resume transcribing for a few seconds
Stop the session to give the system a chance to recover missing data
Refresh the page if you’re using a browser
Regenerate the transcript
Click the three dots “...” at the top of the session
Select “Regenerate output”
Step 4: Dig Deeper (if issue persists)
1. Note Generation Delays (Heidi team is actively working on server improvements)
Often caused by a slow internet connection, temporary server load, server latency in specific regions, or browser-specific delays
Solution:
Check your connection
Wait approximately one hour before trying again if delays persist
Try again after a few minutes
Consider using the Desktop App for more stable performance
Download the Heidi Desktop app [here]
2. Note Cuts Off Unexpectedly
May be due to an output limit (word count cap) on your selected Scribe Setting.
Solution:
If using Extended Setting, switch to Basic and regenerate
Already using Basic? Try splitting your template into two parts:
Create two separate templates—one containing the first half of your original instructions, and the other containing the second half.
Apply both templates to the same session to ensure full note coverage without hitting model limits.
3. Note Doesn’t Follow Template Instructions
This often means the instructions are too broad or ambiguous.
Solution:
Review and refine your template instructions:
Be clear, specific, and structured. Avoid leaving room for interpretation—setting clear guardrails will help Heidi generate more accurate and structured notes.
Avoid vague prompts like "summarise everything discussed"
☕️ Think of prompting AI like giving instructions to a barista at a busy café. If you just say “coffee,” you’ll probably get the most basic version they offer. But if you say, “I’d like a large oat milk latte with one shot of vanilla,” you’re much more likely to get exactly what you want.
Check out our Template Academy for examples and best practices in template creation!
4. Note Output Lacks Detail or Clarity
This might be related to your Scribe or Voice settings.
Solution:
Adjust Scribe Settings to increase or decrease the complexity of Heidi’s output
→ Learn more: ✍️ What is Default Scribe?
Modify Voice Settings for more concise or detailed notes
→ Learn more: 🗣 What do the different Voice Styles mean?
5. Document Stuck as "Document Queued"
If your document shows a "Document Queued" status and never progresses, this is often caused by one of the following scenarios. It is important to first confirm which scenario may have caused your document queued status, so that you can troubleshoot effectively. Confirm the scenario that matches your situation and follow the steps to resolve it.
Scenario 1: Template was selected but document generation wasn't triggered correctly
This is the most common cause. A template was selected on the Note tab, but the session was reloaded, navigated away from, or a different generate path was used — instead of clicking the specific "Generate note + queued docs" button. The document gets created but has nothing to kick off its generation.
Fix:
Confirm that the parent note, and transcript are present.
Delete the existing queued document
Go to the Note tab and select your note template
Wait for the note to finish generating
Create a new document, it should now generate correctly
Scenario 2: Document was generated before the note finished
Document generation was triggered while the note was still being written. The system can't build a document from an incomplete note, so it queues and retries.
Fix:
Wait for the note to finish generating. The document will usually resolve on its own.
If it's still queued after the note is complete, reload the page and select Regenerate doc.
Scenario 3: Using Desktop App v2.0.1 (letter generation only)
A known issue in Desktop App version 2.0.1 causes letter generation to stay permanently queued, even after restarting the app.
Fix:
Switch to Heidi on your web browser. Letter generation works correctly there.
To permanently resolve this, update the Desktop App to the latest version.
Scenario 4: Session transcribed on one device, opened on another
If you transcribed on mobile and then opened the session on another device (such as a PC web browser), the note and document can stay queued indefinitely. Generation is waiting to be kicked off from the original device.
Fix:
Return to your iPhone
briefly resume the transcribing, then stop it again.
This kicks off generation and the document should process normally.
Managing and Modifying Transcripts in Heidi Health
Direct transcript editing or deletion isn’t available for safety and compliance reasons. To improve transcript quality, you’ll need to adjust your environment or workflow for future sessions.
Managing Irrelevant or Unwanted Transcript Content
Regenerate the output: Click the three dots in the transcript menu and select Regenerate Output to refine the transcript quality.
Plan for future sessions: If a transcript includes too much irrelevant content, update your environment or settings before your next session to prevent repetition.
Creating Notes from Selected Content
Open the Transcript tab and copy only the sections you want.
Create a new session, open the Context tab, and paste the copied text.
Select Create Note from Context to generate a note containing only the chosen content.
Managing Filler Words
Use voice commands while transcribing. Say “delete filler words” to remove them automatically.
For best results, specify the words (e.g. delete “hmmm”, “cool”).
💬 Still Need Help?
We’re here for you! If issues continue after following these steps, reach out to us with:
A brief summary of what’s going wrong and what you’ve tried
Any error codes shown (if applicable)
Relevant screenshots of the issue
The Session ID:
In Web Browser: Copy the session URL
In Desktop/Mobile App: Tap the three dots “...” and select “Copy Session ID"
