Meeting Notes Templates: Beyond Clinical Documentation
Article Type: Feature Guide
Target Audience: All Ambient Scribe users
Last Updated: January 2026
Overview
While Ambient Scribe is designed for clinical documentation, we recognize that healthcare professionals attend many meetings beyond patient encounters. Our Meeting Notes and Meeting Notes & Actions templates help you capture and organize discussions from:
Staff meetings
Administrative discussions
Training sessions
Care coordination meetings
Quality improvement discussions
Team huddles
And more!
Available Meeting Templates
Meeting Notes
The Meeting Notes template creates comprehensive documentation of discussions organized by topic.
Best For:
- General staff meetings
- Training sessions
- Informational discussions
- Brainstorming sessions
Output Structure:
# Meeting Notes## Meeting Overview - Purpose and context - Key participants - Duration context## [Topic 1] ### Discussion - Key points discussed - Details, facts, examples - Different perspectives shared### Decisions/Outcomes - Decisions made - Conclusions reached[Additional topics...]## Key Takeaways - Summary points - Important conclusions
Meeting Notes & Actions
The Meeting Notes & Actions template adds dedicated action item tracking to comprehensive meeting documentation.
Best For:
- Project meetings
- Planning sessions
- Problem-solving discussions
- Any meeting with follow-up tasks
Output Structure:
# Meeting Notes## Meeting Overview [Same as Meeting Notes]## [Topic 1] ### Discussion [Same as Meeting Notes]### Decisions/Outcomes [Same as Meeting Notes]### Action Items - [ ] Task description - Assigned to: [Name] - Due: [Date/Timeframe] - Priority: [High/Medium/Low][Additional topics...]## Action Items Summary | Task | Assignee | Due Date | Priority | |------|----------|----------|----------| | ... | ... | ... | ... |## Key Takeaways [Same as Meeting Notes]
How to Use Meeting Templates
Selecting a Meeting Template
Before starting your meeting, click on Template selector
Look under Standard Templates
Select either:
- Meeting Notes - For general documentation
- Meeting Notes & Actions - When tracking follow-ups
Recording Your Meeting
Click Begin encounter (works for any audio, not just patient visits!)
Conduct your meeting naturally
Ambient Scribe transcribes in real-time
Click End encounter when finished
Reviewing Output
After ending:
1. Review the generated notes
2. Edit any sections as needed
3. Copy to your preferred platform
4. Archive or share as appropriate
Tips for Best Results
Meeting Setup
Audio Quality:
- Use a good microphone
- Minimize background noise
- Ensure all speakers are audible
- Consider a conference mic for group meetings
Speaker Clarity:
- Encourage participants to speak clearly
- Avoid overlapping conversations
- Briefly identify speakers when introducing new topics
During the Meeting
For Better Topic Organization:
- Clearly state when transitioning topics
- Summarize decisions before moving on
- State action items explicitly with assignees
For Better Action Capture:
- Say "Action item:" before stating a task
- Specify who is responsible
- Mention deadlines or timeframes
Post-Meeting
Review and Edit:
- Check for accuracy
- Add any missed details
- Clarify ambiguous points
- Verify action item assignments
Comparing to Clinical Templates
Feature | Clinical Templates | Meeting Templates |
Focus | Patient care | General discussions |
Structure | Medical sections (HPI, ROS, etc.) | Topics & action items |
Output | Clinical notes | Meeting summaries |
Compliance | HIPAA-compliant | Standard documentation |
Use Cases
Staff Huddle
Use Meeting Notes for daily team huddles to:
- Document discussed patient cases
- Capture workflow updates
- Record scheduling changes
Quality Improvement Meeting
Use Meeting Notes & Actions for QI meetings to:
- Document metrics discussions
- Track improvement initiatives
- Assign follow-up tasks
Training Session
Use Meeting Notes for training to:
- Capture key learning points
- Document Q&A discussions
- Create reference material
Care Coordination
Use Meeting Notes & Actions for:
- Interdisciplinary team meetings
- Care plan discussions
- Follow-up task assignment
Output Format Options
Both meeting templates support:
Bullet Format
Concise points
Easy scanning
Quick reference
Paragraph Format
Narrative flow
Detailed context
Comprehensive documentation
To Change Format:
1. Go to Settings > Note
2. Select your preferred format
3. The setting applies to all templates
Language Support
Meeting templates support multiple languages:
- English
- Spanish
- And more coming soon!
To Change Language:
1. Go to Settings > Note
2. Select your output language
3. Notes will be generated in that language
Frequently Asked Questions
Q: Can I use meeting templates for non-medical meetings?
A: Absolutely! These templates work for any type of discussion or meeting.
Q: Are meeting recordings stored the same as patient encounters?
A: Yes, the same 30-day retention policy applies. Export important notes promptly.
Q: Can I customize the meeting template structure?
A: Yes! Create a custom template based on Meeting Notes and adjust sections to your needs.
Q: Do meeting notes support EHR integration?
A: Meeting notes can be copied to any destination, though EHR-specific features are designed for clinical documentation.
Q: What's the minimum meeting length?
A: About 30 seconds of speech is needed for generation, same as clinical notes.
Q: Can I identify different speakers in meeting notes?
A: Ambient Scribe captures discussion content but doesn't automatically label speakers. You can manually add speaker attribution when editing.
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