Tails can now listen to your entire visit, transcribe everything and even break it down in the SOAP format. You check what Tails wrote, change anything you like, and approve the notes you want to keep. That is it, your notes are done!
AI Dictation is part of Tails, the veterinary AI assistant that makes your job easier, from summarizing medical information, helping with dosage calculations to writing personalized discharge notes and automating check-in and prescreening.
Setup
QuickSOAP is part of Tails AI. To find out about pricing or to turn it on for your clinic, get in touch with us through the chat in Digitail, talk to your account manager, or email us at tails@digitail.io.
📌 Can't change a setting? Some QuickSOAP settings, such as Clinic Rules, can only be changed by someone with administrator access. If you see "View Only", ask your practice administrator to update your User Role and Permissions.
How does it work?
Every record has a Start QuickSOAP button at the top right. If you already started one for that patient, it says Continue QuickSOAP. You can also start QuickSOAP from My Dashboard, the Flowboard and the Calendar (see Where to find the QuickSOAP button below).
Click Start QuickSOAP. A panel opens on the right of the screen.
Click Start New Recording and talk through your visit as you normally would.
You can leave the recording on while you talk to the Pet Parent or your colleagues.
When you are done, click Finish Recording. Tails turns your recording into text.
Click Generate AI Suggestions.
Tails fills in your SOAP record for you: the summary, subjective, objective, assessment, plan and recommendations, plus any extra fields your clinic has set up for QuickSOAP. Each one appears as a suggested note in the panel.
Read through the suggested notes.
You can change any note before you approve it.
Approve the notes you want to keep. You can approve one note at a time, a whole section with Approve [Section] Notes, or everything at once with Approve All.
As soon as you approve a note, it goes into the record. You do not need to save anything else.
Where to find the QuickSOAP button
In a patient record - the Start QuickSOAP button is at the top right of the record. On a small screen you may only see its icon, without the words. You will not see the button once a record is closed.
On My Dashboard - each record has a Tails button. Click the button to start QuickSOAP for that patient. The small arrow next to it shows other things Tails can do.
On the Flowboard - the patient's card has the same Tails button. Click it to start QuickSOAP without opening the record first.
In the Calendar - click an appointment to open it. The Tails button is at the top of the appointment. It only works once the appointment has a record. If there is no record yet, the button is grayed out and says QuickSOAP requires an existing record.
Rest your mouse on the button to see where you are:
Start QuickSOAP - you have not started one for this patient yet.
Continue QuickSOAP - you already started one. The button is colored and shows a microphone.
QuickSOAP is recording or QuickSOAP is processing - Tails is recording or working on your recording.
You can only record one patient at a time. While Tails is recording or working on another patient, the button is grayed out until it finishes.
Add more to your QuickSOAP
Besides recording, you can give Tails more to work with in the same QuickSOAP:
Add/Browse Files - add files from the patient's record, or upload recordings, documents and images such as bloodwork results. See Upload Audio Files below.
Import from Tails VIP - bring in recordings you made on your phone or smartwatch with the Tails VIP app.
Type additional findings or observations here... - type anything you did not say out loud.
Additional Instructions - tell Tails what you want for this visit, for example "keep the plan short", or pick a ready-made instruction. Tick Save instructions for next time to reuse them.
Use your SOAP template
If your clinic uses record templates, pick one from Template at the top of the record before you click Generate AI Suggestions. QuickSOAP then also fills in the fields your clinic has set up for it in that template. Without a template, QuickSOAP fills in the standard SOAP notes.
QuickSOAP - Native Language Recognition
You can speak to Tails in your own language, and it writes down what you say in that language. In QuickSOAP Settings > Language & Voice, choose Multilingual Auto-detection if your team speaks more than one language. Tails then recognizes English, Spanish, French, German, Hindi, Russian, Portuguese, Japanese, Italian and Dutch, even when you switch languages in the same visit. If your clinic mostly speaks English, choose English Mode (Recommended). It is the most accurate with veterinary and medical terms.
Filter Which Fields QuickSOAP Fills In
You can choose which parts of the SOAP QuickSOAP fills in, so you only see what matters for this visit. Do this before you click Generate AI Suggestions.
Pick a profile from the list next to Generate AI Suggestions. A profile is a saved choice of which parts to fill in:
All Sections - fills in everything
Vet - the parts a veterinarian usually needs
Tech - the parts a vet tech usually needs
Need something different? Click Add New Profile and choose the parts yourself.
Weight, temperature, pulse and respiratory rate are filled in when the profile includes Vitals. Vet and Tech both include Vitals.
⚠️ If the profile you picked has nothing QuickSOAP can fill in on this record, QuickSOAP tells you. Pick another profile, or ask whoever manages your clinic's record templates to turn on Use in QuickSOAP for the fields you need.
QuickSOAP - Manual Language Selection
If you always want Tails to write in one language, you can choose it:
In the QuickSOAP panel, click the Settings icon (⚙️) at the top right.
Open Language & Voice and choose your language.
Click Save Settings.
Tails then always writes in that language, whatever language is spoken. On the same page, Test Microphone checks that your microphone works.
What approving does to each field
Approving works a little differently depending on the field. It is worth a quick look before you use Approve [Section] Notes or Approve All.
Field | What approving does |
Text boxes where you write notes, including the Summary, Subjective, Objective, Assessment, Plan and Recommendations notes | Adds the new text below what is already there. Nothing you wrote is changed or deleted. |
Fields where you pick from a list or tick a box, and short one-line fields | Replaces what was there before. |
Visit Types and Additional Vets | Adds to what is already chosen. Nothing is removed. |
Responsible Vet | Replaces the vet who was there before. |
Weight, temperature, pulse, respiratory rate | Saved as a new set of vitals, in your clinic's units. |
Weight, temperature, pulse and respiratory rate come together in one Vitals note. If you say a weight in pounds and your clinic uses kilograms, Tails converts it for you and says so on the note, for example Weight was converted from lb to kg.
Review inside the record
You can also check the suggestions inside the record itself. Click a note in the panel to jump to that place in the record. Next to each field, use the tick (Approve Note) or the cross (Discard Note). In a text box, Tails' suggestion appears in a purple box labeled Generated by Tails: below it. Click the purple box to approve it.
Customize how Tails writes
You can teach Tails how you like your notes written:
Clinic Rules - for everyone in the clinic
Personal Rules - only for your own notes
Additional Instructions - for one visit
Record templates - which fields QuickSOAP fills in, and how
The article below explains how to set these up.
QuickSOAP Review
All your SOAP notes are now done.
Save time by starting QuickSOAP right from the patient's card on the Flowboard. Tails fills in your notes, and you only approve the ones you want to keep in the record.
While using QuickSOAP, you can:
add more than one recording with Start New Recording
pause or cancel a recording
keep or throw away each note (Approve Note / Discard Note), a whole section (Approve [Section] Notes / Discard [Section] Notes), or everything at once (Approve All / Discard All)
ask Tails to try again with Regenerate AI Suggestions. Notes you have not approved yet are replaced; notes you already approved stay in the record.
start over with Clear. Approved notes and your recordings stay in the record; everything else in the QuickSOAP is removed.
After Tails fills in your notes, QuickSOAP asks How was the QuickSOAP experience for you? Choose Helpful or Not helpful. Your answer helps us make Tails better for the way you work.
QuickSOAP Persistency
You can finish your QuickSOAP later, on another computer or in another window. Your recordings, notes and suggestions stay saved until you approve or discard them, or click Clear.
Upload Audio Files
Recorded the visit on your phone or another app? You can give that recording to Tails:
In the QuickSOAP panel, click Add/Browse Files.
Open Upload from Computer.
Drag your file onto Drag and drop files here, or click there to find it on your computer.
This helps if you are a mobile vet working in remote areas, or if your internet is slow.
You can also add documents and images, such as bloodwork or imaging results. To use a file that is already in the patient's record, open General & Record Files instead.
Files you can add
Recordings: MP3, WAV, M4A, OGG, MP4 and WEBM, up to 150 MB each.
Documents and images: PDF, JPG, JPEG, PNG, GIF and WEBP, up to 20 MB each.
Tails AI Dictation also works on its own, outside the SOAP. Use it to turn your voice into text for quick notes, client messages and more.
Click the button below to find out more.
Fix Transcription or Report a Problem
AI can sometimes get things wrong. Here is what to do.
Fix Transcription
If the text of your recording looks wrong, Tails can try again:
Click Retry & Language Options below the recording. In the US it is called Click to fix transcription.
Check the Dictation Language is the language you spoke.
Click Fix.
To use that language for all your future recordings, click Set default.
Report a Problem
Still not right? Click Report a problem below the recording. This sends us your recording so we can look into it.
Share your Feedback
After Tails fills in your notes, QuickSOAP asks How was the QuickSOAP experience for you? Choose Helpful or Not helpful. If you choose Not helpful, a box opens where you can tell us what to improve.
Success Stories
With Tails AI Dictation, our veterinarians are saving approximately 8 minutes per SOAP note. This translates into over 10 hours per week per DVM
Brian Bernatzky, Hospital Manager at Paumanok Veterinary Hospital
The SOAP entry massively changed our DVM's day. And she is out of the office every day on time.
Dermot Jevens, CEO at AcharaVet
I'm consistently the same doctor whether I'm tired or not, Tails dictation helps me.
Michelle Woodruff, DVM at Woodruff Veterinary Services
Frequently Asked Questions (FAQs)
Do I need a special microphone?
No. The microphone built into your computer, tablet or phone works. For the best results, keep background noise down.
How long can a recording be?
Each recording can be up to 60 minutes long.
Can I add more than one recording to the same QuickSOAP?
Yes. When you finish a recording, click Start New Recording again. Tails uses all of them.
Which files can I add?
Recordings in MP3, WAV, M4A, OGG, MP4 or WEBM format, up to 150 MB each. Documents and images in PDF, JPG, JPEG, PNG, GIF or WEBP format, up to 20 MB each. If Tails cannot use a file, you will see a message.
I approved a note and it replaced what I had entered. Why?
In text boxes where you write notes, Tails adds its text below yours, so nothing is lost. In fields where you pick from a list or tick a box, in short one-line fields, and for the Responsible Vet, approving replaces what was there. See What approving does to each field above.
Can Tails choose a diagnosis from our diagnosis list?
Not yet. Tails writes the Diagnosis and Presumptive Diagnosis notes, but you still pick the diagnosis from your clinic's list yourself.
Keep in mind that in the US 🇺🇸, 11 states require the consent of everybody involved in a conversation or phone call before the conversation can be recorded. Those states are California, Delaware, Florida, Illinois, Maryland, Massachusetts, Montana, Nevada, New Hampshire, Pennsylvania, and Washington.