Heidi AI Scribe: Configuration & Quick Guide

This article explains how to activate and use Heidi AI Scribe, an integrated clinical scribing tool, within MediRecords. It covers activating Heidi, registering a Heidi account, using Heidi during consultations to generate structured clinical notes, and recovering a session if a connection drops. This applies to Providers and Clinicians documenting consultations.

Contents:

1. Activating Heidi within MediRecords
2. Registering an Account with Heidi
3. Using Heidi AI Scribe
4. Recovering a Lost Session
   • If No Warning Appears
5. "Read Timed Out" or "An Unknown Error Has Occurred"

Activating Heidi within MediRecords

1. Go to More, then Settings in the left menu, and choose Partner Products.
    

2. Turn on the Heidi AI Scribe toggle to activate the Heidi integration.
    

   A brief confirmation message will appear:

   
    

   ℹ️ Note: Once Heidi is enabled at the tenant level, each Provider must register their own Heidi Health account before they can begin using the tool.

Registering an Account with Heidi

1. In MediRecords, open any patient record, go to the Clinical tab, click the Heidi AI Scribe icon, and when the pop-up appears, select Continue in a new window to open the Heidi registration page in a new browser tab.
    
2. On the Heidi registration screen, either:
   • Log in to an existing Heidi Health account, or
   • If you need to create an account, click Create one.
      
   • You may also sign up using a Google account.
      
3. Review Heidi Health’s Terms and Policies:
   • Terms of Use
   • Usage Policy
   • Privacy Policy
4. Check your email for the verification code and enter it to complete the sign‑up process.
    
5. After verifying your account, create your Heidi Health password.
    

6. Heidi may ask for additional organisation details. Enter these and select Customize my experience.
    

   Depending on the current offer, Heidi may prompt you to activate a trial period. Follow the on‑screen instructions.

   
    

7. Return to MediRecords.
   • If the Heidi widget does not appear in the bottom-right corner, click the Heidi icon again to log in.
   • Once connected, you should see the Heidi AI interface within the Clinical tab.
8. Select the correct audio input device for your environment.
    

You are now ready to use Heidi AI Scribe.

Using Heidi AI Scribe

When you open the Clinical tab in a patient record, the Heidi AI Scribe icon will be visible.

1. Click the Heidi icon to open the Heidi widget.
    

2. Select Start visit when you are ready to begin transcribing.
    

   ℹ️ Note: Heidi will listen and generate notes in real time.
3. When you finish, hover over the timer and click End Session.
    
4. Choose your preferred note template from the options presented.
    
5. Heidi will generate structured clinical notes based on your consultation.
6. After reviewing the notes and making any edits or comments, click Push Note to insert the transcribed content directly into Today’s Notes in MediRecords.
    

Recovering a Lost Session

Sometimes a Heidi session may end unexpectedly, for example if:

• You close your MediRecords browser tab
• You refresh the page
• Your session times out, and you are logged out automatically

If MediRecords detects that the Heidi note was not pushed into Today’s Notes, it will display a warning prompt before letting you navigate away.

Example prompt:
“You have not pushed this Heidi AI Scribe note. Do you want to exit?”

Choose:

• No: return to the session and push the note
• Yes: exit without saving the Heidi draft
   

If No Warning Appears

Your Heidi session is still recoverable via the Heidi Health website.

To retrieve your notes:

1. Log in to Heidi Health through the Heidi Health website.
    
2. Select View sessions.
    
3. Locate the session you want to recover.
    
4. Click Copy to copy the generated notes.
5. Return to the MediRecords patient record, then the Clinical tab, then Today’s Notes, and paste the content manually.

"Read Timed Out" or "An Unknown Error Has Occurred"

If you are repeatedly logged out of MediRecords while writing consult notes, you may see an error referencing Heidi (for example, mentioning ml-scribe in the message), or a generic “An unknown error has occurred” pop-up.

Cause: This has been linked to a build-up of cached data in your browser, which can interfere with the Heidi AI Scribe session and trigger repeated logouts while you are writing consult notes.

Resolution: Clear your browser’s cache, then try using Heidi AI Scribe again. This has resolved the issue for other customers experiencing the same repeated logouts.

Escalate when: If clearing your browser’s cache does not stop the repeated logouts, or the error continues to appear, contact MediRecords Support for further troubleshooting.

Further Reading

• Heidi Help Center