Scribe Agent — Instructions for Use

1. Device Identification

1.1 Device Name and Version

1.2 Manufacturer Information

1.3 Regulatory Status

• Classification: Class I Medical Device
• Applicable Regulation: EU MDR 2017/745
• Classification Rule: Rule 11
• Conformity Assessment: Annex III Self-Declaration

1.4 Product Scope

2. Intended Purpose and Users

2.1 Intended Purpose

The Motics Scribe Agent is intended to support clinical documentation workflows in healthcare environments. The software provides AI-powered assistance for:

• Real-time audio capture and transcription of patient consultations
• Generation of structured clinical notes (SOAP format) from consultation transcripts
• Clinical coding suggestions (ICD-10/11, CPT) with evidence linking to transcript quotes
• Integration with EHR systems for seamless documentation workflows
• Document generation for clinical correspondence

2.2 Intended Users

Primary Users

• Medical practitioners (GPs, specialists, consultants)
• Nursing staff
• Healthcare assistants
• Practice managers
• Clinical administrators

Secondary Users

• Reception personnel
• Appointment coordinators
• IT administrators

2.3 Intended Use Environment

The platform is designed for use in:

• Healthcare facilities (GP practices, hospitals, clinics)
• Administrative offices connected to healthcare operations
• Remote working environments with secure internet access

2.4 Contraindications

3. System Requirements

3.1 Browser Requirements

The Motics Scribe Agent is a web-based application accessible through modern web browsers.

Browser Configuration:

• JavaScript must be enabled
• Cookies must be enabled for authentication
• Pop-up blocker may need exceptions for the Motics domain
• Media Capture and Streams API support required for audio recording

3.2 Internet Connection

Minimum Requirements:

• Broadband internet connection (minimum 5 Mbps download, 2 Mbps upload)
• Stable connection recommended for audio recording features
• Low latency connection (<100ms) preferred for real-time features

Recommended:

• High-speed broadband (25+ Mbps)
• Wired Ethernet connection for optimal stability
• Backup internet connection for critical operations

3.3 Audio Requirements

Microphone:

• Built-in laptop microphone (acceptable)
• External USB microphone (recommended for improved quality)
• Professional-grade microphone (optimal for noisy environments)

Audio Specifications:

• Minimum 16kHz sampling rate
• Clear audio capture capability
• Noise-cancelling features recommended

Environment:

• Quiet consultation room preferred
• Minimal background noise for optimal transcription
• Speaker within 2 metres of microphone recommended

3.4 Device Requirements

Desktop / Laptop

• Modern processor (Intel i5 / AMD Ryzen 5 equivalent or better)
• Minimum 4GB RAM (8GB recommended)
• 1GB available storage for browser cache
• Screen resolution: 1280x720 minimum (1920x1080 recommended)

Tablet

• iPad (iOS 15+) or Android tablet (Android 10+)
• Minimum 3GB RAM
• Landscape orientation recommended for optimal interface

Mobile

• Responsive design supports mobile browsers
• Features may be limited on small screens
• Audio recording available on mobile devices

3.5 Network Security

Required:

• HTTPS connection (enforced by platform)
• TLS 1.2 or higher
• Corporate firewall must allow outbound HTTPS traffic

Recommended:

• VPN connection for remote access
• Network monitoring and logging enabled
• Regular security updates applied to devices

4. Account Setup and Authentication

4.1 Account Registration

Step 1: Organisation Registration

1. Visit app.motics.ai
2. Select "Create Organisation Account"
3. Enter organisation details: name, type, primary contact email, and billing information
4. Accept Terms of Service and Privacy Policy
5. Verify email address via confirmation link

Step 2: User Account Creation

1. Organisation administrator invites users via email
2. New users receive invitation email with registration link
3. Complete registration: enter full name, create password, and verify email address
4. Configure two-factor authentication (mandatory)

4.2 Password Requirements

• Minimum 12 characters
• At least one uppercase letter (A-Z)
• At least one lowercase letter (a-z)
• At least one number (0-9)
• At least one special character (!@#$%^&*)
• Cannot contain common dictionary words
• Cannot reuse recent passwords

4.3 Two-Factor Authentication (2FA)

Two-factor authentication is mandatory for all Motics accounts to ensure security of healthcare data.

Important: Store backup codes in a secure location. These are required if you lose access to your primary 2FA method.

4.4 User Roles and Permissions

4.5 Password Recovery

1. Click "Forgot Password" on login screen
2. Enter registered email address
3. Check email for password reset link (valid for 1 hour)
4. Create new password meeting security requirements
5. Re-authenticate with 2FA

5. Scribe Agent Instructions

5.1 Overview

The Scribe Agent provides real-time clinical documentation support through audio transcription and structured note generation. It captures patient consultations, transcribes speech to text, and generates structured clinical notes in SOAP format.

5.2 Getting Started

1. Navigate to Scribe Agent from the main dashboard
2. Grant microphone permissions when prompted by your browser
3. Test audio recording to confirm microphone is working
4. Configure default template preferences (optional)
5. Connect EHR integration if required (see Section 6)

5.3 Recording a Consultation

Start New Session

1. Click "New Session" or press keyboard shortcut (Ctrl+N / Cmd+N)
2. Select or search for patient (optional — can link later)
3. Choose consultation template (e.g., General Consultation, Follow-up, Assessment)
4. Review audio input device in settings if needed

Begin Recording

1. Click the red "Record" button or press spacebar
2. Confirm recording indicator is active (red dot visible)
3. Speak clearly towards microphone
4. Recording includes automatic backup for data protection

During Recording

• Visual indicator shows recording is in progress
• Audio level meter displays input quality
• "Pause" available for interruptions (not recommended — creates separate segments)
• Session timer displays elapsed time

Stop Recording

1. Click "Stop" button when consultation is complete
2. Confirm recording has stopped (indicator disappears)
3. Wait for upload and processing to begin automatically
4. Progress indicator shows transcription status

5.4 Reviewing Transcripts

1. Transcription appears automatically when processing completes
2. Full transcript displayed in the session view
3. Speaker labels indicate different speakers (where detected)
4. Click on transcript text to edit and correct any transcription errors
5. Save changes with "Save Transcript" button

5.5 Generating Clinical Notes

1. After transcription completes, click "Generate Notes"
2. Select output format:
   • SOAP Note: Subjective, Objective, Assessment, Plan sections
   • Custom Template: Organisation-specific format
   • Letter Format: For correspondence
3. AI processes transcript and generates structured note
4. Generated note appears in editor for review

5.6 Clinical Coding Suggestions

Supported Coding Systems:

• ICD-10 (International Classification of Diseases, 10th Revision)
• ICD-11 (International Classification of Diseases, 11th Revision)
• CPT (Current Procedural Terminology)

Each suggested code displays a code identifier, description, and supporting evidence from the transcript. Review evidence to verify appropriateness, then accept, modify, or reject each suggestion.

5.7 Reviewing and Approving Notes

Mandatory Review Process:

1. Read generated note completely
2. Verify clinical accuracy against your consultation knowledge
3. Correct any errors or inaccuracies
4. Ensure patient safety information is complete
5. Confirm appropriate clinical codes
6. Click "Approve Note" to finalise

5.8 Document Export

5.9 Session Linking

For continuity of care, link related sessions together:

1. Open new session
2. Click "Link Previous Session"
3. Search for patient's previous sessions
4. Select relevant sessions to link
5. Previous context is included in AI processing for improved note generation

6. Template Management

6.1 Template Overview

6.2 Template Types

• Prompt Templates: Define AI instructions for note generation, specify output structure and content requirements
• Form Templates: Structured input forms with defined sections to guide clinicians through required documentation fields
• Document Templates: DOCX templates for letters and reports, including letterhead, formatting, and variable placeholders

6.3 Creating Personal Templates

1. Navigate to Settings > Templates
2. Click "Create Template"
3. Enter template details: name, description, category, and content type
4. For prompt templates: write AI instructions, specify sections, and define formatting preferences
5. Save template and optionally set as default for new sessions

6.4 Template Variables

Document templates support variables for automatically inserting dynamic content such as the generated clinical note, date, clinician details, patient demographics, and organisation information. Available variables are listed within the template editor.

7. Safety Warnings and Limitations

7.1 Critical Safety Warnings

7.2 Specific Errors Requiring Clinician Correction

Transcription Errors

Clinical Note Generation Errors

Clinical Coding Errors

7.3 Review Checklist

Before approving any AI-generated content, clinicians should verify:

• Patient demographics are correct (if displayed)
• All medication names are spelled correctly and dosages accurate
• All negative findings are correctly captured (e.g., "no fever" not "fever")
• All numeric values (vitals, measurements) are accurate
• No information has been hallucinated (added that was not discussed)
• No important information has been omitted
• Clinical codes match the documented diagnoses
• Code specificity is appropriate for the documentation
• Assessment reflects your clinical judgement
• Plan is accurate and complete

7.4 System Limitations

Transcription Accuracy

Target Accuracy: >95% in optimal conditions. Actual accuracy varies based on environmental factors.

AI Generation Limitations

• AI models may produce inaccurate or incomplete outputs
• Hallucination of content not present in original consultation
• Omission of clinically relevant details
• Incorrect clinical coding suggestions
• Formatting inconsistencies

System Availability

• Planned maintenance may cause temporary unavailability
• Internet connectivity required for all features
• Third-party service dependencies (AI providers, EHR systems)
• Peak usage may affect response times

7.5 Data Security and Privacy

User Responsibilities:

• Maintain secure login credentials
• Enable and protect two-factor authentication
• Log out when leaving workstation unattended
• Report suspected security incidents immediately
• Do not share accounts or credentials

Data Processing:

• All data transmitted over encrypted connections (HTTPS/TLS)
• Audio recordings processed and stored securely
• Patient data handled in accordance with GDPR/UK GDPR
• Data retention per organisational policies

7.6 Clinical Governance Requirements

Healthcare organisations using Motics must:

• Establish clinical governance oversight for AI-generated content
• Implement review and approval workflows
• Maintain audit trails for clinical documentation
• Provide staff training on system limitations
• Report incidents through appropriate channels

8. Troubleshooting

8.1 Login and Authentication Issues

8.2 Scribe Agent Issues

8.3 EHR Integration Issues

8.4 Browser-Specific Issues

• Chrome: Clear cache via Settings > Privacy > Clear browsing data. Disable ad blockers for Motics domain.
• Firefox: Allow cookies via Settings > Privacy > Cookies. Check enhanced tracking protection exceptions.
• Safari: Enable JavaScript via Preferences > Security. Allow pop-ups via Preferences > Websites > Pop-up Windows.
• Edge: Ensure not in IE mode. Clear cache via Settings > Privacy > Clear browsing data.

9. Technical Support

9.1 Support Channels

Email Support:

• Address: support@motics.ai
• Response Time: Within 24 hours (standard); 4 hours (critical)
• Include: Organisation name, user email, detailed description of issue

In-Application Support:

1. Click Help icon in application header
2. Select "Submit Support Ticket"
3. Complete support form and attach screenshots if helpful
4. Submit ticket

9.2 Support Hours

9.3 Incident Reporting

Report the following incidents to Motics immediately:

• Security breaches or suspected breaches
• Data loss or suspected data loss
• System behaviour causing or potentially causing patient harm
• Significant system failures affecting clinical workflow
• Privacy violations or suspected violations

Reporting Process:

1. Email compliance@motics.ai with "INCIDENT REPORT" in subject
2. Include: date and time of incident, description, users and patients affected (if known), actions taken, and contact details
3. Do not include patient identifiable information in initial report

9.4 Regulatory Contact

For regulatory queries, complaints, or vigilance reporting:

• Email: compliance@motics.ai
• Address: Motics Technologies Ltd., 167-169 Great Portland Street, London, England W1W 5PF

10. Glossary