NMPsychNote AI Documentation

Step 1 — Log In and Set Up Your Profile

1. Go to nmpsychnote.com/index.html and log in with your credentials
2. Navigate to Settings in the left sidebar
3. Under Practice Profile, enter your practice name, provider name, credentials, email, and phone
4. Click Save Profile — this information appears in all finalized notes

Step 2 — Add Your First Patient

1. Click Patients in the left navigation
2. Click + Add Patient
3. Enter: first name, last name, date of birth, gender, diagnosis, ICD-10 code
4. Click Save Patient
5. The patient appears in your patient list with a chart ID (PT-XXXX)

Step 3 — Generate Your First SOAP Note

1. Click New Session in the navigation
2. Select the patient from the dropdown
3. Select a visit type and clinical template
4. Either start live transcription with the microphone button, or type/paste session notes into the transcript field
5. Click Generate SOAP Note
6. Review the AI-generated note and make any edits
7. Click Finalize and Sign
8. Export to your EHR using the export buttons

How the SOAP Engine Works

NMPsychNote AI uses Claude (Anthropic) to analyze your session transcript and generate a complete structured SOAP note. The AI is guided by the clinical template you select, ensuring the note matches the format expected for that visit type.

Input Sources

• Live transcription — Deepgram transcribes your session in real time
• Pasted transcript — paste from Dragon, Otter.ai, or any transcription app
• Manual dictation — type directly into the transcript field

AI Features in the SOAP Engine

Using the Finalize and Sign Feature

1. Complete and review your SOAP note
2. Click Finalize and Sign at the bottom of the note editor
3. Review the signature modal — confirm provider name, credentials, patient name, date, and CPT code
4. Click Confirm and Sign
5. The note is locked and timestamped — export buttons activate

Starting Live Transcription

1. Open a new session in NMPsychNote AI
2. Make sure your microphone is connected and browser has microphone permission
3. Click the 🎙️ Start Recording button
4. Allow microphone access when the browser prompts
5. Speak naturally — transcription appears in real time in the transcript field
6. Click Stop Recording when the session is complete
7. Review the transcript and correct any errors before generating
8. Click Generate SOAP Note

Importing from Other Transcription Apps

NMPsychNote AI accepts transcripts from any transcription app. See the full Transcription App Import Guide in the Downloads section for step-by-step instructions for Dragon Medical One, Nuance DAX, Freed AI, Otter.ai, and 8 other apps.

Quick Import Steps

1. Export or copy the transcript from your transcription app
2. In NMPsychNote AI, open a new session
3. Click inside the Transcription field and paste (Ctrl+V / Cmd+V)
4. Click Generate SOAP Note

Built-In Clinical Templates (20)

Creating Custom Templates

1. Go to Templates in the left navigation
2. Click + Create Template
3. Enter a template name, specialty, CPT code, and description
4. Fill in the instructions and default content for each SOAP section
5. Click Save Template
6. Your template appears in the My Templates tab and is available in the session dropdown

Patient Fields

Risk Flags

Set a patient's status to Risk Flag to mark them for priority follow-up. Risk-flagged patients appear at the top of your patient list with a ⚠️ indicator and the Chart button turns red.

Risk flags are also set automatically when the AI detects SI, HI, psychosis, or abuse mentions during SOAP note generation.

Supported Outcome Measures

Score Interpretation

Recording Outcome Scores

1. Navigate to Outcomes in the left navigation
2. Select the patient
3. Select the measure (PHQ-9, GAD-7, or ASRS)
4. Answer each question by clicking the appropriate response
5. The total score and severity interpretation update automatically
6. Click Save Score
7. The score is added to the patient's trend chart

How Intake Forms Work

When you send an intake form to a patient, NMPsychNote AI generates a secure, unique link that expires in 7 days. The patient clicks the link, completes the PHQ-9, GAD-7, ASRS, and a general symptoms questionnaire, and their results automatically appear in your Outcomes Tracking.

Sending an Intake Form

1. Go to Patients in the navigation
2. Find the patient and click the 📋 Intake button next to their name
3. In the modal, verify or enter the patient's email address
4. Enter the appointment date (optional)
5. Click Send Intake Link
6. The patient receives an email with a secure link
7. After they complete the form, scores appear in Outcomes Tracking automatically

What Patients See

The patient intake form includes:

• PHQ-9 — 9 questions, scored 0–27
• GAD-7 — 7 questions, scored 0–21
• ASRS — 6 questions, scored 0–24
• General symptoms section — mood rating, sleep, appetite, medications, SI screening, main concern

Scores display in real time as the patient answers. The form is mobile-friendly and works on any device.

Export Process Overview

1. Generate and review your SOAP note
2. Click Finalize and Sign
3. Click the export button for your EHR (Valant, ChARM, or AdvancedMD)
4. Click Copy Note in the export modal
5. Click Open [EHR Name] to open the portal
6. Navigate to the patient chart and paste the note
7. Fill in any EHR-specific required fields
8. Save and sign in the EHR

Step-by-Step: Export to Valant

1. Finalize and sign your note in NMPsychNote AI
2. Click Export to Valant in the export panel
3. Click Copy Note — the full SOAP note is copied to your clipboard
4. Click Open Valant — portal opens at ehr.valant.io/io/Client/Dashboard
5. Log in to Valant if prompted
6. Search for and open the patient chart
7. Go to Notes > Add Progress Note (or Add Evaluation Note for initial visits)
8. Click inside the note field and paste (Ctrl+V / Cmd+V)
9. Enter Place of Service code (11 = Office, 02 = Telehealth)
10. Enter session duration and CPT code in the billing section
11. Click Save or Sign in Valant

Step-by-Step: Export to ChARM EHR

1. Finalize and sign your note in NMPsychNote AI
2. Click Export to ChARM EHR
3. Click Copy Note
4. Open a new tab and go to ehr.charmhealth.com
5. Log in and navigate to Patients
6. Search for and open the patient
7. Click Encounter > New Encounter
8. Set the encounter date and visit type
9. Click inside the clinical note field and paste
10. Go to the Diagnosis section and add the ICD-10 code(s) from the Assessment
11. Enter CPT code in the Billing section
12. Click Sign to finalize in ChARM

Step-by-Step: Export to AdvancedMD

1. Finalize and sign your note in NMPsychNote AI
2. Click Export to AdvancedMD
3. Click Copy Note
4. Click Open AdvancedMD — portal opens at providerportal.advancedmd.com
5. Log in and navigate to the patient chart
6. Open the encounter for this visit
7. Click Clinical Notes > New Note
8. Paste the note (Ctrl+V / Cmd+V)
9. Enter Place of Service, session duration, and CPT code
10. Click Lock Note to finalize — required before billing can be submitted

Universal Import Method (All Apps)

1. Complete your session in your transcription app
2. Select all transcript text and copy (Ctrl+A then Ctrl+C)
3. Open NMPsychNote AI and start a new session
4. Click inside the Transcription field
5. Paste the transcript (Ctrl+V / Cmd+V)
6. Click Generate SOAP Note

Supported Transcription Apps

Import Methods

CSV Import — Required Columns

Practice Profile

Go to Settings > Practice Profile to update:

• Practice name
• Provider full name
• Credentials (PMHNP-BC, MD, LCSW, etc.)
• Email address
• Phone number

Changes are saved to Supabase and reflected immediately in the sidebar, dashboard greeting, and all future signed notes.

Changing Your Password

1. Go to Settings > Security > Change Password
2. Enter your current password
3. Enter and confirm your new password
4. Answer your security question
5. Click Update Password

Forgot Password

1. On the login screen, click Forgot password?
2. Enter your username
3. Answer your security question
4. Set a new password

Available Plans

Free Trial

All plans include a 14-day free trial. Your card is not charged until the trial ends. Cancel anytime before the trial ends to avoid any charge.

Managing Your Subscription

To upgrade, downgrade, or cancel your subscription, go to Settings > Billing in the app. You can also contact us at support@nmpsychnote.com.

Security Architecture

BAA Requirements

Document Repository

All guide documents are also available in the /docs/ directory on the NMPsychNote AI server. Contact support@nmpsychnote.com to request additional documentation or custom onboarding guides for your practice.

General

Is NMPsychNote AI HIPAA compliant?

NMPsychNote AI is built with HIPAA-aligned security: AES-256 encryption, audit logging, session auto-lock, and tenant-isolated data. BAAs must be signed with all infrastructure vendors before processing real patient data — we are currently in that process before general availability.

What specialties does NMPsychNote AI support?

NMPsychNote AI supports psychiatrists, PMHNPs, psychologists, LPCs, LCSWs, child and adolescent providers, geriatric psychiatry, addiction psychiatry, group therapy, and telehealth providers.

Can I use NMPsychNote AI on mobile?

Yes. NMPsychNote AI has a full-featured mobile experience accessible at nmpsychnote.com/index.html in any mobile browser.

SOAP Notes

How long does SOAP note generation take?

Typically 10–20 seconds depending on transcript length and server load.

Can I edit a note after generating?

Yes — until you finalize it. Once finalized, the note is locked. Create an addendum for post-finalization corrections.

What if the AI generates incorrect information?

Always review AI-generated notes before finalizing. The AI uses your transcript as the source — if the transcript is inaccurate, the note will be too. Edit any errors before signing.

EHR Export

Does NMPsychNote AI integrate directly with Valant/ChARM/AdvancedMD?

Currently the integration uses a copy-paste export method. The provider copies the formatted note and pastes it into the EHR portal. Direct API push integration (no copy-paste) is in development and requires EHR vendor API agreements.

What if my EHR is not listed?

Any EHR that accepts text input can receive NMPsychNote AI notes via copy-paste. Use the ChARM export modal to get a formatted note and paste it into any EHR's note field.

Billing & Plans

What happens when my trial ends?

Your card is charged for the plan you selected. If you cancel before the trial ends, no charge is made.

Can I switch plans?

Yes. Go to Settings > Billing to upgrade or downgrade at any time. Changes take effect at the next billing cycle.

What happens to my data if I cancel?

Your data is retained for 30 days after cancellation. Contact support@nmpsychnote.com to request a data export before cancelling.