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Quick Phrases: Custom Text Shortcuts for Notes

Create reusable phrase shortcuts that Ambient Scribe can insert into generated documentation when the trigger is spoken or typed in the transcript.

Written by Wesley Combs

Quick Phrases: Custom Text Shortcuts for Notes

Quick Phrases let you save reusable text blocks and trigger them during note generation. If you regularly say the same instruction, normal finding, review of systems, exam block, or plan language, you can create a shortcut once and have Ambient Scribe insert the full text when that shortcut appears in the encounter transcript.

You may also hear these called custom phrases, dot phrases, or phrase shortcuts. In Ambient Scribe, the setting is called Quick Phrases.

When to Use Quick Phrases

Quick Phrases are useful for text you want to reuse exactly, such as:

  • Normal review of systems language

  • Normal physical exam language

  • Standard counseling language

  • Procedure aftercare instructions

  • Specialty-specific assessment or plan blocks

  • Abbreviations you dictate often, such as .ros, .normal exam, or "insert foot exam"

Quick Phrases are not a replacement for reviewing the generated note. They help insert your preferred language, but you should still confirm the final documentation is accurate for the encounter.

How Quick Phrases Work

Each Quick Phrase has three parts:

  1. Trigger phrase - The shortcut Ambient Scribe looks for, such as .ros or "insert normal review of systems".

  2. Spoken alternatives - Optional alternate phrases that should trigger the same text, with one alternative per line.

  3. Replacement text - The full text Ambient Scribe should insert into the generated note.

When you generate documentation, Ambient Scribe checks the transcript for your trigger phrase or spoken alternatives. If a match is found, the replacement text is inserted into the note under the most appropriate section.

For example:

Trigger phrase

Spoken alternatives

Replacement text

.ros

insert ROS
​normal review of systems

Review of systems is negative except as noted in the HPI.

.dmfoot

insert diabetic foot exam

Diabetic foot exam: skin intact bilaterally, no ulcers or calluses, sensation intact to monofilament testing, pulses palpable.

Create a Quick Phrase

  1. Open Settings.

  2. Go to the Quick Phrases tab.

  3. Select Add quick phrase.

  4. Enter the Trigger phrase.

  5. Add any Spoken alternatives, one per line.

  6. Enter the Replacement text.

  7. Select Save quick phrase.

Your saved phrases apply to future note generation.

Test a Quick Phrase

The Quick Phrases page includes a tester so you can confirm how a phrase will match before using it in a real encounter.

  1. Open Settings > Quick Phrases.

  2. Paste sample transcript text into Transcript sample, or select Start voice test and speak a short sample.

  3. Review Matched phrases to see which Quick Phrases were detected.

  4. Review Replacement preview to see how the text expands.

The voice test is designed for short samples and stops automatically after one minute.

Edit, Duplicate, or Delete a Quick Phrase

In Settings > Quick Phrases, use the action menu next to a phrase to:

  • Edit the trigger, spoken alternatives, or replacement text.

  • Duplicate a phrase and adjust the copy.

  • Delete a phrase you no longer use.

Deleted phrases stop applying to future notes.

Organization Member Phrases

Organization admins can manage a member's Quick Phrases from the member settings panel when member management is available.

  1. Open Organization.

  2. Go to Members.

  3. Open the member's settings.

  4. Select Phrases.

  5. Add, edit, duplicate, or delete that member's Quick Phrases.

These phrases are personal to that member and affect that member's future note generation.

Tips for Better Results

  • Use triggers you would not normally say by accident, such as .ros or "insert normal ROS".

  • Add spoken alternatives for how you naturally dictate the same instruction.

  • Keep replacement text clinically accurate and easy to review.

  • Avoid making two phrases with nearly identical triggers. Ambient Scribe prevents exact duplicate triggers and alternatives.

  • Use the tester after creating a phrase to confirm the trigger matches as expected.

  • If one trigger is a longer version of another, Ambient Scribe gives the longer matching phrase priority.

  • Replacement text is inserted once for each detected invocation and is not recursively expanded into other Quick Phrases.

Limits

Quick Phrases are designed for concise reusable blocks:

  • Up to 250 active Quick Phrases per provider

  • Up to 10 spoken alternatives per phrase

  • Trigger phrases must be 2-120 characters

  • Replacement text can be up to 12,000 characters

Frequently Asked Questions

Does a Quick Phrase change the transcript?
No. Quick Phrases affect generated documentation. The original transcript remains unchanged.

Will Quick Phrases apply to old notes automatically?
No. Quick Phrases apply when documentation is generated or regenerated after the phrase exists.

Can I use dot-phrase style triggers like .ros?
Yes. Dot-phrase style triggers work well because they are unlikely to be confused with ordinary speech.

What happens if Ambient Scribe hears one of my spoken alternatives instead of the trigger?
The spoken alternative invokes the same replacement text as the trigger.

Can admins create phrases for a provider?
Admins can manage a member's Quick Phrases from the organization member settings panel when they have access to member management.

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