Record the appointment, get the write-up in the client's file

Anyone whose appointments are mostly conversation. A coach who wants last month's goals in front of them. A lawyer who needs a record of what the client decided. A consultant, a trainer, a physiotherapist talking a patient through their exercises. The note doesn't replace your judgement. It spares you the typing at the end of the day.

1. 1

   Ask the client first

   The first time, OnTime asks you to confirm the client has been told and agrees. That consent is kept on their record with the date and your name, and can be withdrawn at any time.

2. 2

   Record

   Start the appointment in the day view and tap record, or record from the notes page without an appointment. You can pause and resume. Keep the screen on.

3. 3

   Finish

   Tap Finish and send. The audio uploads, gets transcribed and summarised, and a notice tells you when the note is ready.

Four headings: reason for the visit, topics discussed, decisions and recommendations, next steps. It's written in the third person and kept short, under 3,500 characters.

The model is told to add nothing that wasn't said. It won't turn a conversation into a diagnosis or a legal opinion unless somebody said it out loud.

The result is an ordinary note in the record, marked Generated by AI. You edit it like any other note, only you can change or delete it, and it's included when you export the record as a PDF.

In Dakar or Abidjan people change language halfway through a sentence, and the transcription keeps up. In the African countries OnTime serves, it runs on a speech engine that handles local languages, Wolof, Hausa, Yoruba and Swahili among them. The summary itself comes out in the language of your app, French or English.

• The audio is deleted as soon as the summary exists, whether the job worked or not. A sweep every 30 minutes and a one-day expiry catch anything left behind.
• The transcript is never stored.
• The summary is encrypted with your organisation's own key, like every note in OnTime. More on that under client records.