📝AI Assisted Session & Documentation Walkthrough

This section guides providers through every step of a virtual Berry Street session.

Before, during, and after your session, Berry Street’s integrated platform streamlines your workflow so you can focus on delivering exceptional care. You’ll learn how to join appointments, choose your note templates, and efficiently document using NCP-based smart phrases and AI tools. During sessions, transcription and goal-setting features keep you organized and present with your patient, while post-session tasks ensure your notes and patient follow-up messages are complete, compliant and timely.

REVIEW WALKTHROUGH RECORDING HERE

👉 This section covers

• Before the Session

• During the Session

• Ending the Session

• Reviewing & Approving AI-Generated Notes

• Best Practices

• Things to keep in mind

• Need help or have feedback?

Before the Session

1. You have two ways you can join appointments:

   1. Join via your Berry Street Healthie calendar

   2. Join through your Provider Portal (meet.berrystreet.co)

2. Allow microphone and camera access when joining the first time Follow your browser’s prompts. Chrome typically only asks once.

3. Click “Join as Provider.” Your video and notes will appear in one integrated window—no need to switch tabs.

1. Choose your note template. Use the “Select a template” dropdown to preload your note format, or choose “new note” which is blank and can be used for your own note taking.

   1. Note: You can’t change the template once it’s selected.

5. When adding goals be sure to use smart phrases and template fields for goals and interventions. Add interventions, goals, and other notes efficiently during the session.

• Click on the “Goals” Tab at the top of the screen

• Make note of service dates and details from session to session.

• Use Berry Street’s NCP Based Smart Phrases by searching for a key word.

• Once saved, smart phrases are editable!

• You can also enter a custom intervention and edit as needed.

6. Access previous notes. Initial and prior session notes are available in the bottom left corner for reference (read-only).

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During the Session

• The AI transcription is active when the strawberry icon appears at the top of the screen.

• Use standard video functions: mute/unmute, camera on/off, and screen share.

• If switching to another platform due to tech issues, you must manually document the full session.

• Enter notes live using the Goals section and/or Session Notes as appropriate.

• Stay focused on the patient—AI transcribes in the background.

• Leverage AI tools for documentation and time tracking to enable more interactive care, like screen sharing for pantry tours, meal prep, or supplement reviews.

Note: you can enter goals (ie #5 from above during session)

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Ending the Session

1. Click “Leave Call.”

   1. Mark as a no-show if the patient didn’t attend.

2. Mark the session as occurred.

   1. Only adjust the appointment duration if a technical issue or platform switch caused the actual face-to-face time to differ from the system-recorded time. A popup notification will appear if you choose to edit the time.

   2. Billing Compliance and Documentation Policy

3. Click “End Session.”

   1. This finalizes your session data and triggers SOAP note generation.

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Reviewing & Approving AI-Generated Notes

REVIEW RECORDING HERE

1. Go to meet.berrystreet.co/tasks. Your SOAP note will appear within a few minutes after your session.

2. Review and approve. Edit as needed — your approval is required before the clinical note is added to the patient’s record and stored for documentation. PRO TIP: Review and send the Follow-up assistant note at the same time.

3. If your note doesn’t generate correctly, email [email protected]. We can regenerate it for you—no need to rewrite from scratch!

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Best Practices

• Check meet.berrystreet.co/tasks at the end of each day to ensure all notes are approved.

• Send the Patient Follow up assisted message after each day of sessions for improved retention and patient engagement.

• Keep an eye on your session duration and billable units to ensure you're maximizing both your impact and your income.

• Resource: Retention Cheat Sheet

• Resource: Session 1 Strategies for Retention and Engagement

Keep in Mind

• Approved SOAP notes and in-session notes are automatically saved in the patient’s Healthie chart in the Charting section.

• This tool currently supports sessions conducted in English only.

• The transcription tool is active when you see the strawberry icon at the top of your screen.

• Keep track of the units and total length of your session to maximize your efficiency and income!

• Co-Creating Meal Plans with Patients: An Interactive Approach

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💬 Need help or have feedback?

We’re here to support! Reach out anytime at [email protected]