Watch how to link your Heidi account, start and manage a transcription session, and turn it into a progress note or letter directly inside Totalcare.

Prior to using the integration, Heidi must be enabled and connected for each user/provider.

1. Open the Setup Provider screen in CareManager via Setup > Business > Providers.

2. Click the checkbox "Enable use of an AI Scribe?" on the Permissions tab.

3. Click the OK button to save any changes.

1. Open the Setup User screen in Care Manager via Setup > System > Users.

2. Enter the email address on the Contacts tab. Note that the email address entered here is used to link your Totalcare account to your Heidi account.

3. Click the OK button to save any changes.

Once your Totalcare user account has permission enabled, you'll be prompted to link it with your Heidi account the next time you log into Mozart, if it isn't linked already.

Clicking Link Heidi Account will open the Heidi sign in page in a web browser. Enter your Heidi account details to link the two accounts. Linking your Totalcare and Heidi accounts will enable access to any templates and transcription preferences that have been set up on the Heidi website.

Heidi lives inside Totalcare, so you never switch applications to use it. Turn your conversation with a patient into a progress note, letter, or any other document with a few clicks, no extra training required.

Want more control? Totalcare's transcription wizard gives you direct access to Heidi's configuration options, plus the ability to pull in extra content already recorded in Totalcare, like progress notes, diagnostic reports, observations, letters, and clinical history, so your AI Transform draws on the patient's full record.

Open the patient record in Mozart and click "Record" in the toolbar.

Once the session starts, the button switches to "Pause." You can start, pause, and resume as many times as you need. Totalcare aggregates each of these segments automatically and uploads them to Heidi.

You can use the same recording for a progress note or a letter. Totalcare adapts the transformation to whichever document you're creating.

Right-click the Record/Pause button and choose "Discard." You'll be asked to confirm.

To view a transcript of the current session, right click on the Record/Pause button and choose the “View Transcript” option.

Create or open a progress note in Mozart, then click "Transcribe" in the progress note toolbar. This button is only enabled once you've started session.

If your Mozart preferences are set to "single click transformation," content generated by Heidi drops straight into your progress note. Otherwise, clicking "Transcribe" opens the transcription wizard, where you can pick a template, set the level of detail, add patient context, and preview the transformed content before it goes in.

You can run the wizard as many times as you need until the content reads the way you want.

Create or open a letter in Mozart or Bach, then click "Transcribe" in the Transcription button group on the document editor toolbar.

As with progress notes, the document editor supports both single click transformation and the guided transcription wizard, so you can individualise the output. You can use the same recording to populate multiple letters, medical certificates, and other clinical documents, each with a different template.

Mozart and Bach also let you insert a transcription straight into a template using AI merge tags and the merge wizard. This merges the transcription with all the other relevant letter details in a single step. To do this:

1. Create a letter in Mozart or Bach.

2. Select a template that includes an AI merge tag.

3. Select "Merge" in the document merge wizard

Totalcare extends its existing patient consent functionality to cover AI scribe preferences. In Mozart, you'll find these in the "Digital Health" section of the patient's record.

If the patient hasn't consented to an AI scribe by default, you'll be prompted to confirm an exception for this session. If you decline, the session stops.

Totalcare logs an audit record of your response. If you confirm the exception, a follow-up prompt asks whether to make the AI scribe the default for this patient going forward.