Transcribing
How do I turn Heidi Remote on?
Press and hold the Power button on the side of the Remote for 2 seconds. A solid white light means the Remote is on and ready.
How do I start transcribing?
Press the Transcribe button (the centre button on the front of the Remote) once. By starting a transcription, you confirm that you have obtained all necessary consent from participants. The LED turns solid red to confirm transcribing is in progress.
How do I pause transcribing?
Press the Transcribe button again. The LED turns solid orange to show transcribing is paused.
How do I stop transcribing and save?
Press and hold the Transcribe button for 2 seconds. The LED fades from red or orange back to solid white, confirming the audio has been saved.
How do I resume a session?
This acts differently depending on the app you are using.
On mobile (iOS and Android):
For an in-progress (paused) session: you can resume the session by pressing the Remote's transcribe button.
For a finished session (already stopped, synced and note generated): you can't resume a session directly from the Remote. You can resume from your mobile app but the recording will continue using your phone's microphone rather than the Remote. Pressing the Remote's transcribe button on a finished session will always start a new session.
On desktop (macOS and Windows):
You can resume a paused or finished session by pressing the transcribe button on your Remote but you must have the session open on your Desktop app.
If you're on Settings, the Device tab, or anywhere else, pressing the transcribe button will start a new session instead.
Can I use different platforms (mobile and desktop) to conduct one session?
No. We do not recommend starting a session on mobile and finishing it on desktop (or the other way around). This will likely result in incomplete transcriptions.
Can I transcribe into existing sessions?
Remote is unable to transcribe into an existing session within the Heidi app. Remote will create new sessions for each transcription. However, you are able to merge the new session by coping and pasting it into an existing session.
What happens if I lose internet connection?
Don’t worry! Even if you lose a stable internet connection when capturing audio, Heidi Remote will continue to transcribe in offline mode. When you’re back online and in range of your app, you can sync the audio to the app.
What happens if I go out of range or close the Heidi app?
The Remote automatically switches to offline mode and continues transcribing. No manual intervention is needed. When you return within range, transcribed sessions sync automatically to your app as new sessions.
What happens if I'm bilingual or conduct my sessions in multiple languages?
Upon setting up Heidi Remote, you can select 3 default languages or choose auto-detect. Our transcription features remain the same and Scribe supports multi-lingual audio inputs.
What do the LED lights mean?
LED colour and pattern | What it means |
Solid white | Remote is on and ready (standby) OR Remote is on and charging |
Solid red | Transcribing in progress |
Solid orange | Transcribing paused |
Slow white blink | Syncing audio to the app |
Fast orange blink (3 seconds) | Low battery warning |
Solid green | Charging (remote is off) |
LED off (when plugged in) | Fully charged |
Fast white blink | Factory reset in progress |
I’m charging my device. Why hasn’t the LED light change?
If your device is turned on and charging, the LED will still show as solid white. However, when your device is turned off and charging, the LED will turn green.
Syncing
Does Heidi Remote sync automatically?
Yes. When your Remote is connected to the Heidi app, the audio syncs in real time. The LED blinks white slowly during transfer. You do not need to do anything manually.
What happens if I go out of range during a session?
The Remote continues transcribing offline, and stores the audio securely. Once you come back into range, it syncs automatically in the background.
How do I know that syncing has been successful?
When your Remote syncs to the app, new sessions will be created for each audio using your chosen default note format.
How long does it take to sync?
This depends on the length of your session and whether your Remote is using bluetooth or wifi to sync. If wifi is available, your app should prompt you to use this method when syncing. Syncing through wifi will be dependent on the quality of the internet connection.
Based on a 60 minute session, you can expect the following sync speeds:
App | Sync method | Sync speed |
Mobile or Desktop | Bluetooth | 3 minutes |
Mobile or Desktop | Wifi | 1 minute |
Desktop | USB | 5 seconds |
How can I make syncing faster for the Desktop App?
For the Desktop App, you can sync by plugging in your Remote to your computer via USB-C. This is recommended as it will significantly decrease the time taken to sync transcriptions to your Desktop App.
To enable this, go to your Desktop App Settings -> Device -> USB-C upload.
While this setting is on, any time the Remote is plugged into your computer (even just to charge) the Remote's Bluetooth broadcast is disabled. You won't be able to use your Remote for transcribing again until you unplug it from your computer.
How do I link a session to a patient?
Once the Remote has successfully synced, the new sessions will be available within Scribe and you can associate each with the relevant patient. Alternatively, if you are in range of your app, you can transcribe directly into an existing session just like you would if you were using your mobile or desktop microphone.
Will my audio be lost if syncing is interrupted?
No. Audio transcriptions are never deleted or overwritten during a transfer. If the Remote is powered off mid-sync, the audio remains on the Remote and will sync next time it connects.
Can I transcribe audio and sync at the same time?
No - transcribing takes priority over syncing. If you start transcribing while a sync is in progress, the sync pauses and resumes automatically once audio transcription is finished.
What happens to the audio after I have synced it?
Once the sessions have been successfully synced to your app, they will be removed from your Heidi Remote.
Re-starting, re-setting and re-assigning your Remote
How do I force re-start Heidi Remote?
If your Heidi Remote is unresponsive or cycling between connected and disconnected states, perform a forced re-start. Don't worry, this won't delete any session data.
Press and hold the Power button for 10 or more seconds.
Release the button when the device restarts or the LED state changes.
Reconnect the device to the Heidi app and test a recording to confirm normal operation.
If you are still have problems, reach out to our Support team.
How do I remove Heidi Remote from my account?
Before removing, make sure all audio has synced to the app.
Open the Heidi app and go to device settings.
Select Remove Device. The app will check for any unsynced audio.
If unsynced sessions are found, follow the prompts to sync them first.
Once confirmed, the Remote will be unpaired from your account and unsynced data will be deleted. Wireless pairing will also be cleared. The Remote returns to an unbound state, ready to be paired with a new account.
Can I share my Remote with another team member?
For privacy reasons, Remote has been built so that it is only bound to one account at a time. This means, you are unable to interchangeably use it with other team members without un-pairing and re-pairing the device each time.
The original owner will need to un-pair the device before sharing:
Open the Heidi app and go to device settings.
Select Remove Device. The app will check for any unsynced audio.
If unsynced sessions are found, follow the prompts to sync them first.
You may still need to reach out to Heidi Support for us to unbind the device from the original user’s account if they are unable to do so themselves (e.g. they have left the organisation).
What should I do if I lose my Remote?
If you lose your Remote, you should unpair it from your app which will delete any local data that has not been synced with your app yet. Any previously synced audio will never be stored on the Remote.
Open the Heidi app and go to device settings.
Select Remove Device.
All unsynced sessions will be deleted.
If you lose your Remote and are unable to remove it from your app, contact Heidi Support to do so on your behalf.
Charging
How do I charge Heidi Remote?
Connect the Remote using a USB-C cable and a 5V / 500–1000mA adapter. Do not use fast-charging adapters. A full charge takes approximately 1.5 hours.
Can I use the Remote while it is charging?
Yes.
How do I know the battery is low?
The LED blinks orange quickly when the battery is low. You should charge the Remote before your next consultation.
What is the battery life?
Up to 14 hours on a full charge.
Cleaning and hygiene
How do I clean Heidi Remote between patient consultations?
Dampen a soft cloth or wipe with 70% isopropyl alcohol (IPA) or an equivalent medical-grade disinfectant.
Gently wipe all external surfaces.
Allow the Remote to air dry before reuse.
Do not immerse the Remote in liquid, spray disinfectant directly into the microphone opening or USB-C port, or use abrasive materials.
Is the Remote antibacterial?
The housing material is made with antibacterial materials tested by an SGS-authorised laboratory, confirmed to inhibit common microorganisms including E. coli, S. aureus, and Candida albicans. However, antibacterial material reduces microbial growth — it does not replace routine cleaning. You must continue to follow your facility's infection control guidelines.