AdmitNote
User Manual

Signing in

Your AdmitNote account is your email — no password. We email you a one-time sign-in link that expires in 1 hour.

Enter your email

Check your email

First-time sign-in

• 1
  Open admitnote-web.vercel.app (or app.admitnote.com once the custom subdomain is set up).
• 2
  Accept the terms — check both boxes (licensed healthcare professional + read terms), tap Continue.
• 3
  Enter your email and tap Send magic link.
• 4
  Check that email inbox and click the link inside.
• 5
  You're signed in. The session persists indefinitely until you sign out.

Using both phone and desktop

Sign in on each device separately — with the same email. Each device gets its own session; both share the same account, which is what enables the cross-device handoff feature (Section 3).

Add to Home Screen on iPhone

For one-tap launch from your home screen:

• Open AdmitNote in Safari on iPhone
• Tap the Share button (square with up-arrow)
• Scroll down, tap Add to Home Screen
• Tap Add — icon appears on your home screen, launches full-screen like a native app

From encounter to structured H&P

Every note starts with two fields: patient initials and chief complaint. Then you either record the encounter or paste an existing transcript.

Initials + CC

Recording

Structured H&P

Initials + chief complaint

• Initials: 2-4 letters (JG, RC, AB). Used as the note's title. If you typo the initials, click the title on the note detail page to edit inline — no need to delete.
• Chief complaint: 1-5 words (chest pain, SOB, fall). Keep it short — expansion comes from the transcript.

Record mode

• 1
  Tap + New Note, fill initials + chief complaint, pick Record.
• 2
  Grant microphone permission the first time. Dictate HPI, ROS, PMH, meds, exam, vitals, labs, imaging.
• 3
  Tap Stop when done.
• 4
  AdmitNote transcribes (Whisper) and structures into a full H&P (Claude). ~10-30 seconds depending on length.

Paste mode

Same start screen — pick Paste instead. Dump in a transcript from Dragon, a dictation app, a typed note, or an EHR snippet. Tap Structure.

Add More Info (updates during the stay)

After the structured H&P exists, to capture new information (overnight events, updated labs, additional history):

• 1
  On the note detail page, tap + Add More Info.
• 2
  Record or paste the new content.
• 3
  A banner prompts Restructure Full Note. Tap it — Claude merges the new info into the existing H&P intelligently.

Add more info

Generate Assessment & Plan

Once the H&P is structured, the Generate A&P button produces:

• Problem representation (1-2 sentence clinical synthesis)
• Problem-based assessment
• Ranked differential diagnosis with supporting + refuting evidence
• Detailed plan organized by problem
• Guidelines referenced, ICD-10 codes, suggested CPT code

A&P + Differential

ICD-10 & CPT codes

Export & share

Copy sections straight to your EHR

Every section of the structured note — HPI, ROS, PMH, Medications, Allergies, Physical Exam, Labs, Imaging, Assessment, Plan, Differential, ICD-10/CPT codes — has its own Copy button in its header. Tap it and just that section lands in your clipboard, ready to paste into the matching field in your EHR. No need to copy the whole note and hunt for the piece you want.

• Tap the Copy icon at the top-right of any section header
• A brief checkmark confirms the copy worked
• Switch to your EHR tab or app, click into the target field, paste (⌘+V / Ctrl+V)
• Works on desktop, iPhone, and iPad — uses the native clipboard API

Move a note between your own devices

Switching between an ED workstation and a bedside phone? AdmitNote has two ways to move a note between your signed-in devices. Both are end-to-end encrypted — your notes never touch our servers in plaintext.

QR (camera available)

6-digit code (no camera)

Receive on 2nd device

Both directions are supported — PC→phone, phone→PC, same flow.

Where your notes live

All saved notes appear on the main Notes tab, sorted by most recent activity first.

Notes list — sorted newest first

48-hour HIPAA auto-delete

Unlocked notes older than 48 hours are automatically removed. This is a hygiene feature — patient data shouldn't accumulate on a personal device indefinitely. The cleanup runs every time you open the app.

Locking a note

Tap Lock on any note you want to keep longer. Locked notes are exempt from the 48-hour cleanup and stay until you explicitly delete or unlock them.

Search + manual cleanup

• Search the list by patient initials, chief complaint, or note content
• Settings → Storage → Run 48-hr cleanup now to force cleanup immediately
• Settings → Storage → Delete all notes to wipe everything on the current device

Calculators, one tap to copy

Access the calculator library via Clinical Scores in the top-right of the header. Scores are free for everyone — no Pro required.

18 calculators, organ-system grouped

Currently available (organ-system grouped):

• Liver / GI: MELD-Na, Child-Pugh, Glasgow-Blatchford, Rockall
• Cardiology: HEART, CHA₂DS₂-VASc, HAS-BLED, TIMI, GRACE
• Pulm / ID: CURB-65, PSI/PORT, SOFA, qSOFA, Wells PE, Wells DVT, LRINEC
• Nephrology: CKD-EPI, MDRD
• General: Centor, Alvarado, Glasgow Coma Scale

Each calculator shows your inputs live, computes the result with its clinical interpretation, and offers a Copy for Assessment button that formats the score into a paste-ready line for your note.

Pricing

AdmitNote is free to start — 5 AI-structured notes per month. Upgrade to Pro for unlimited. Your subscription follows your email to every device (web, iPhone, iPad).

Upgrading

Tap the blue Upgrade pill in the header (or Settings → Upgrade). Pick Monthly or Annual. Secure Stripe checkout. Pro is active within ~5 seconds of payment confirmation.

Canceling

Settings → Manage subscription → opens the Stripe Customer Portal → Cancel plan. Cancellation takes effect at the end of your current billing period. You keep Pro access until it ends — no refund for the current period, but you can re-subscribe anytime.

Different by design

Most AI scribes store your full patient transcripts on their servers. AdmitNote doesn't. The architecture below is built around that promise.

HIPAA notice in-app

Terms of use on first launch

Where notes live

• On your device only, in your browser's IndexedDB storage
• Never uploaded to our servers as plaintext
• Cross-device handoff uses end-to-end encryption — the server only sees opaque ciphertext for up to 15 minutes

What our server does see

• Your email (for magic-link auth)
• Your subscription status and Stripe customer ID (for billing)
• Your monthly note counter — a single integer, no content attached

What our server does NOT see

• Patient names, initials, or identifying details
• Your clinical text, structured notes, or A&P output
• Your audio recordings

PHI de-identification

Before any AI call (Whisper transcription, Claude structuring, A&P generation), AdmitNote applies HIPAA Safe Harbor de-identification (45 CFR § 164.514(b)(2)) to strip all 18 categories of protected health information: names, dates, addresses, phone numbers, MRNs, and so on.

Automated de-identification is best-effort on free-text — you remain responsible for verifying. The de-identification report is visible on each note after generation.

Clearing your device

Clearing your browser's data for AdmitNote erases every note stored on that device. This is the only way to delete all local notes at once (aside from individual delete actions). It does not affect your account — you can sign back in and start fresh.

When something's off

Magic link didn't arrive

• Check spam / junk folder — auth emails sometimes land there on the first send
• Request a new link; old ones expire after 1 hour and are single-use
• Verify you typed the email correctly, including the domain
• Corporate filters can block no-reply@mail.supabase.io — try a personal email if possible

Camera won't open for QR scan

• iOS Safari: Settings → Safari → Camera → set to Ask or Allow. Reload and retry.
• Chrome/Edge: click the lock icon in the address bar → Site settings → Camera → Allow
• Laptops sometimes have a physical privacy slider on the webcam — check the lens
• If the PC has no usable camera, use the 6-digit code method instead (Section 3)

"Handoff expired" or "Code not found"

Handoff ciphertext auto-expires in 15 minutes, and pairing codes in 5 minutes. Ask the other device to generate a fresh one.

Microphone permission blocked

• iOS Safari: Settings → Safari → Microphone → Allow
• Chrome: lock icon → Site settings → Microphone → Allow
• If you originally denied permission, some browsers require manual re-enable per-site

App shows a blank or error page

• Hard-refresh: ⌘+Shift+R (Mac) or Ctrl+Shift+R (Windows)
• If an error card appears with a "Reload" button, tap it — the ErrorBoundary caught an unexpected runtime error
• Still broken? Clear your browser's data for AdmitNote and sign back in
• Report the issue — include a screenshot of any error text

Checkout didn't flip me to Pro

• The webhook normally lands within 5 seconds. If the Finalizing… screen stays stuck, reload the page.
• If after reload you're still showing as Free, email support with your email address and the approximate checkout time

Lost access to my account

If you can no longer receive magic-link emails at your original address (email deleted, employer change), email support@admitnote.com from an address that identifies you — we'll help recover the account.