Overview
Ambient Scribe supports direct integration with Electronic Health Record (EHR) systems through remote authentication. If your organization has configured EHR connections, you can seamlessly access your schedule and document patient encounters directly within the app.
This guide covers the complete workflow for both TouchWorks and Veradigm EHR systems across all platforms: Web App, iOS, and Android.
Getting Started
Prerequisites
Your organization must have an active EHR connection configured
You must have valid credentials for your organization's EHR system
Your EHR account must be properly provisioned for remote access
Authentication Workflow
Step 1: Begin Encounter
When you click/tap Begin Encounter in Ambient Scribe, the system automatically detects if your organization has EHR connections configured.
Step 2: EHR Login Prompt
If EHR connections are available, you will be prompted to authenticate with your EHR system.
Important: Use your EHR credentials, not your Ambient Scribe credentials.
Select your EHR system from the list (if multiple systems are configured)
Enter your EHR username
Enter your EHR password
Click/tap Login
iOS Login Screen
Skip Option
You can skip authentication at any time by clicking/tapping Skip on the login screen. This allows you to start an encounter without EHR context. You can still record and document the encounter, but you won't have access to your schedule or the ability to send notes directly to the EHR until you authenticate.
Step 3: Authentication Validation
The system validates your credentials against the EHR system. Upon successful authentication, you will be automatically directed to your schedule view.
Authentication Persistence
Ambient Scribe keeps you authenticated for as long as your EHR vendor's system allows, which can be up to 12 hours (though this is not guaranteed and varies by vendor).
You won't need to re-enter your credentials for subsequent encounters during this period
If your EHR session expires or the connection is lost, you'll be prompted to re-authenticate only when you need to select another item from your schedule
You can continue working on already-started encounters even if your session expires
This authentication persistence is a vendor limitation and may vary depending on your organization's EHR configuration
Schedule View
Understanding Your Schedule
After authentication, you'll see a list of scheduled patient encounters from your EHR system. The schedule view displays:
Patient Name
Appointment Time
Appointment Type
Encounter Status (indicated by icons)
iOS Schedule Screen
Skip Schedule Selection
You can skip the schedule view at any time and start an encounter without selecting from your schedule. Simply click/tap Skip or Start Without Schedule to begin documenting an encounter without EHR context. This is useful when:
You need to document an encounter that's not on your schedule
You're seeing a walk-in patient
Your schedule isn't displaying correctly
You prefer to manually enter patient information
TouchWorks-Specific Features
Encounter Note Requirement
For TouchWorks users, a note must already be created on the encounter before it appears in your schedule view.
Visual Indicator: An icon next to each appointment shows whether the encounter note has been created
Default Filter: The schedule automatically filters to show only visits that are "ready for the doctor" (i.e., those with encounter notes already created)
Viewing All Scheduled Visits
To see all scheduled visits, including those without encounter notes:
Locate the "Show All Visits" toggle at the top of the schedule view
Toggle it ON to display all scheduled appointments
Toggle it OFF to return to the filtered view (only visits ready for documentation)
Note: If you select an encounter without a pre-existing note, you may not be able to complete the documentation workflow, as the note must exist in TouchWorks before recording can proceed.
Veradigm-Specific Features
For Veradigm users, the workflow is similar with one key difference:
No Encounter Note Required: Unlike TouchWorks, Veradigm does not require a pre-existing encounter note
Encounter Association: The visit must be tied to an encounter in the EHR system so that Ambient Scribe can save documentation back to the correct encounter
Same Schedule View: You'll see the same schedule interface with patient information and appointment details
Selecting and Starting Documentation
Step 4: Select Your Visit
Review your schedule and locate the patient encounter you want to document
Click/tap on the patient appointment to select it
Verify the patient information and appointment details
Click/tap OK or Start Recording to begin the encounter
Step 5: Recording the Encounter
Once you've confirmed your selection, the recording interface launches. This process is identical across Web, iOS, and Android and identical for both TouchWorks and Veradigm.
The recording interface displays patient context
Begin your patient conversation
The system captures the encounter audio and context
Real-time indicators show recording status
Note: Follow your organization's policies regarding patient consent and recording notifications.
Completing Documentation
Step 6: Review Generated Note
After you complete the recording and the AI processing finishes, you'll see the generated clinical note for your review.
The note includes:
Chief Complaint
History of Present Illness (HPI)
Review of Systems (ROS)
Physical Examination findings
Assessment and Plan
Any other sections configured in your template
Step 7: Send to EHR
You have two options for sending the note to your EHR:
Option A: Send Immediately
Review the generated note for accuracy
Make any necessary edits or corrections
Click/tap Send to EHR
The note is transmitted directly to the patient's chart in your EHR system
You'll receive a confirmation once the transmission is successful
Option B: Send Later
Review the note
Click/tap Save for Later or navigate away from the note
The note is saved within Ambient Scribe
Access it later from your Pending Notes or Session History
Send to the EHR when you're ready
Cross-Platform Consistency
This entire workflow is consistent across all platforms:
✅ Web App
✅ iOS
✅ Android
The user interface and functionality remain the same, ensuring a seamless experience whether you're using a desktop browser, iPhone, iPad, or Android device.
Troubleshooting
Common Issues
Authentication Fails
Problem: Login credentials are not accepted
Solution:
Verify you're using your EHR credentials, not Ambient Scribe credentials
Confirm your EHR account is active and not locked
Contact your IT administrator if issues persist
No Schedule Appears (TouchWorks)
Problem: Schedule is empty after login
Solution:
Ensure encounter notes have been created for your appointments
Toggle "Show All Visits" to verify appointments exist
Confirm appointments are scheduled for today or the selected date range
Cannot Send Note to EHR
Problem: "Send to EHR" button fails or shows an error
Solution:
Verify you still have an active EHR session (you may need to re-authenticate)
Check your network connection
Try saving the note and sending it later
Contact support if the issue persists
Encounter Not Available (Veradigm)
Problem: Selected visit doesn't have an associated encounter
Solution:
Verify the appointment is properly linked to an encounter in Veradigm
Contact your EHR administrator to ensure encounter creation workflows are correct
Session Expired / Re-authentication Required
Problem: Prompted to log in again after being authenticated
Solution:
This is normal behavior when your EHR session expires (typically after several hours)
Authentication can last up to 12 hours but is not guaranteed due to vendor limitations
Simply enter your credentials again when prompted
You can continue working on already-started encounters even if your session expires
Re-authentication is only required when you need to access your schedule or send notes to the EHR
Best Practices
Authenticate at the Start of Your Day: Log in once at the beginning of your clinical sessions to avoid repeated authentication prompts and maintain access to your schedule throughout the day
Understand Your Options: Remember that you can skip authentication or schedule selection at any time if you need to document an encounter that's not on your schedule or if you prefer to work without EHR context
Verify Patient Information: Always double-check patient details before starting a recording to ensure you're documenting the correct encounter
Review Notes Carefully: While AI-generated notes are highly accurate, always review and edit as necessary before sending to the EHR
Send Notes Promptly: For best clinical workflow, send notes to the EHR as soon as possible after the encounter while details are fresh
Plan for Session Expiration: Authentication can last up to 12 hours but may expire sooner depending on your EHR vendor. If you're prompted to re-authenticate, it's normal and only takes a moment
Use Filters Effectively (TouchWorks): Take advantage of the "Show All Visits" toggle to manage your workflow efficiently and see all scheduled appointments
Support
For additional assistance:
Contact your organization's Ambient Scribe administrator
Reach out to Ambient Scribe support through the application or your designated support channel
Consult your EHR system's documentation for EHR-specific questions
Summary
The Remote EHR Authentication feature streamlines clinical documentation by:
Eliminating manual data entry
Providing direct access to your schedule
Enabling seamless note transmission to your EHR
Maintaining consistency across Web, iOS, and Android platforms
Supporting both TouchWorks and Veradigm EHR systems
Offering flexibility with skip options at authentication and schedule selection
Keeping you authenticated for up to 12 hours (vendor dependent)
With proper setup and familiarity with the workflow, you can significantly reduce documentation time and focus more on patient care. The ability to skip authentication or schedule selection ensures you can always document encounters, even when working outside of your scheduled appointments.