Once a recording finishes, Lupa Notes turns it into a structured clinical note within a few seconds. From there, your job is to read through the AI's draft, fix anything it misheard, optionally generate a take-home note for the client, and export the final version as a PDF — all from the same consultation page.

💡 In short: Open the consultation → review the AI note alongside the transcript → edit in the rich text editor (autosaves as you type) → optionally regenerate or add another template → export as PDF when you're done.

Why review every note

⚠️ The AI gives you a draft, not a final note. Read it through and edit before you hand anything off. Lupa Notes does not lock or sign notes for you — you remain the clinical author, so the version you keep is the version that goes into the patient's history.

Why	What this means in practice
Audio quality varies	Heavy accents, mumbling, or background noise can lead to mis-transcribed words
Templates are scaffolding, not certainty	The AI fills the section it thinks each part of the conversation maps to — sometimes it puts a finding in the wrong place
Some details are never spoken	Anything you noted silently (numbers from a monitor, things written on the chart) needs to be added by hand
Edits keep the record accurate	The transcript is your reference; the note is for the team and the client. Make the note say what really happened

Step 1: Open the entry

Log in to notes.lupapets.com.
From the home page, click the recording you want to review. Recent ones are at the top; you can search by patient or filter by date.
The detail page opens with two tabs at the top: Thread (the AI note) and Files (any files you've uploaded to this consultation).

Step 2: Read the AI note alongside the transcript

The Thread tab is your main workspace. There are three regions to know:

Region	What's there
Threads list (above the consult summary, centre)	If you create multiple variations of the consult tthey will be listed here, to the left of 'files' pill. A typical recording produces one thread, but you can add more variations (see Step 4). Threads also show a status badge if anything is still processing.
Consult summary (centre)	The AI-generated content based on the template you have selected.
Chat panel (right, collapsible)	The chat-style box with Jerry. Use this feature to give instructions to Jerry to quickly change your AI generated content to whatever format is desired e.g. Format this consult in bullet points.

Use the chat panel to spot-check to make quick changes to the content that AI has generated. E.g. Change all Snowy to 'Snowie' or 'translate the information to Spanish. AI can quickly implement changes into a new version. Your original version will never be lost - you can access this by clicking the previous version that is show in the chat box.

Step 3: Edit the note

Lupa Notes uses a rich text editor with the standard formatting tools — bold, italic, headings, bullets, numbered lists, and links. The toolbar sits at the top of the note. You can:

Type directly to fix wording, restructure sections, or add detail
Insert a heading or bullet list to break up a paragraph the AI ran together
Insert a snippet by typing hashtag (#) for the snippet menu — a one-click way to drop in reusable text such as discharge instructions, post-op warnings, or vaccination wording. Create and manage the snippets available to you from Settings > Snippets.
Insert an image (custom builder templates only) — useful for diagnostic photos, dermatology images, or radiograph thumbnails

💡 Edits autosave every few seconds. A small indicator next to the toolbar shows Saving… while changes are syncing and All changes saved once they are stored. There is no save button — just keep typing

Automatic saving of notes when you make changes

Step 4: Regenerate or add another template (optional)

If the note isn't quite right — wrong template, sections in the wrong order, too short, too long — you have two options without re-recording:

Action	When to use it	What you get
Regenerate thread	The template is right but the AI missed something or used poor wording	A new version of the note from the same transcript.
Add a new template	You picked the wrong template (e.g. SOAP when it should have been a Surgical Note), or you want a second perspective on the same audio	A new thread inside the same consultation, generated from the same transcript with the chosen template. Both threads remain visible in the threads list on the left

To regenerate, open the Actions menu on the note and choose Regenerate. To add a new template, click the + (New thread) button above the threads list and pick a template — your starred templates appear at the top, with the rest below.

Step 5: Generate a take-home note for the client (optional)

Take-home notes are a separate, client-friendly summary built from the same recording. They strip out the clinical jargon, focus on what the owner needs to do next, and are designed to be printed and handed over at checkout. To generate one:

From the consultation, open the Take-Home Notes action.
Lupa Notes generates the take-home version directly from the recording — it does not reuse your edited clinical note.
Edit the take-home note in the rich text editor that opens (it has its own copy, separate from the clinical note).
Toggle whether to include the company header and include the signature footer when you export.
Click Copy to clipboard to paste into an email, or Print as PDF to download a formatted handout.

Please note in order to use this feature you must set up this up once in your settings page.
From the drop down - select a template that will be used as default when you click the 'take home notes' button.
This can be changed later.

Step 6: Export and sharing any take home notes or consults

When you're happy with your medical notes , export it as a PDF.

Click on the 'Actions' drop down
Choose what to include:
Include signature — adds your professional signature footer (the one you set up during onboarding) to the bottom of every page.
Include sub-header — adds a clinic header band at the top.
Click Generate PDF.
The PDF opens in a new tab. From there you can download, print, or share it the way you'd handle any other clinical document. The PDF filename follows the pattern YYYYMMDD_TemplateName_ConsultationTitle.pdf, so it sorts neatly in your downloads folder when you've exported a few of them.

💡 Lupa Notes does not currently send PDFs to clients automatically or push them into the Lupa Work appointment. You handle delivery yourself once the file is generated — typically by printing for the client at checkout, or attaching to an email or message from Lupa Work.

Archive or delete

When a consultation is fully finished and you no longer need quick access to it, archive it.

Action	What it does	Where
Archive consultation	Hides the whole consultation from the main list. The recording, transcript, notes, and any take-home notes are kept	Trash icon top right hand corner in the consultation header
Delete a thread	Removes one note (and its edits) from a consultation. Other threads, the transcript, and the consultation itself are kept — useful if you generated SOAP and Surgical notes and only want to keep one	Actions menu on the thread → Delete

⚠️ Deleting a thread is permanent. The consultation and other threads remain, but the deleted note (including any edits you made) cannot be recovered. Archive the consultation instead if you want to declutter without losing data.

Tips

✅ Habits that make review fast:

Read the transcript first when you're unsure why the AI structured something a particular way — it usually points to a specific phrase the AI heard.
Build a small library of snippets for the warnings, instructions, and disclaimers you write every week. Saves typing and keeps wording consistent across the practice.
Regenerate before editing manually if the AI clearly went off-track — a second pass is often enough to tidy structure without you rewriting whole sections.

Troubleshooting

Problem	Solution
The note is still Processing	Generation usually takes under a minute. For longer recordings or busy times, give it 2–3 minutes. If it's stuck longer, refresh the page; if it shows Failed, click Retry from the thread.
Whole sentences are missing or scrambled	Check the transcript first — if the words aren't there, the audio didn't pick them up. Try Regenerate for another pass, then fall back to editing manually.
The wrong template was applied	Use Add a new template to generate a fresh thread with the right one. Your original thread remains untouched until you choose to delete it.
I can't see the Saving… indicator	It only flashes briefly while changes sync. As long as you have an internet connection, edits are saved every few seconds.
The PDF is missing my signature	Make sure Include signature is toggled on in the print menu. If your signature itself is empty or wrong, fix it from Settings > Signature and regenerate the PDF.
I exported the wrong version	The version dropdown above the editor lets you switch between regenerated drafts. Pick the right one and export again.

Frequently asked questions

Can I undo my edits?

Edits autosave continuously, so there is no manual undo history beyond the standard browser undo (Cmd/Ctrl + Z) within the current editing session. If you need to roll back to an earlier AI output, use the version dropdown to switch to a previous regeneration — but individual edits to a version are not versioned separately.

Can I sign or lock the note so it can't be changed?

Lupa Notes doesn't currently have a lock or sign action — every note stays editable for as long as the consultation exists. The PDF export does include your signature in the footer (when Include signature is on), and that PDF is a fixed snapshot of the note as it was at the moment you exported.

Where does the transcript live? Can I edit it?

The transcript sits in the files panel of each thread. It is the verbatim record of what was said and is not editable. If something in the transcript is wrong, fix it in the note instead.

Can I share a note via email directly from Lupa Notes?

Not currently. Export the note (or take-home note) as a PDF and share it through your usual channels — printing it for the client at checkout, or attaching it to an email or message you send from Lupa Work.

Will the take-home note ever be sent to the client automatically?

Take-home notes generate on demand from the consultation page and export manually. There is no auto-send to the client today — handing over a printout at checkout, or attaching the PDF to a Lupa Work message, is the current workflow.

Do my colleagues see my edits?

Only if your clinic has cross-vet visibility turned on (an admin-level setting). With it off, only you can see your consultations. With it on, every vet in the clinic can read each other's recordings and edits — useful for supervising vets, mentoring students, or covering for absent colleagues.

Reviewing, editing and exporting notes