To register for PatientNotes, simply click the sign-up link on our homepage. You can begin your trial immediately, which remains active for 14 days on the professional plan, with no credit card information required. Just enter your email, create a password, and accept the terms and conditions, affirming your use of the technology for health and medical purposes.
During the initial setup, you'll be prompted to input your name, profession, and work region to tailor the application to your specific needs. It is best to your an email address linked to your work domain e.g [email protected]
1. Click on Get started with your free 14 day trial (no credit card needed).
2. Choose your location so we can connect you to the closest server for your region. We currently have servers in Australia, Canada, the US, and the UK, plus a global server for all other regions. Next, enter your work email address (ideally one linked to your workplace domain, e.g., [email protected]) and create a password.
3. On the Welcome screen, complete your profile details so we can personalise your setup:
First name and Last name
Country (select from the dropdown)
Profession (select from the dropdown)
PMS / EHR (your Practice Management System / Electronic Health Record, if applicable)
Company Size (select from the dropdown)
Telehealth Platform (optional — e.g. Zoom, Teams, Google Meet)
Referral Code (optional — only if you have one)
When you’re done, click Next to continue.
4. On the Recording settings step, you’ll be asked to allow microphone access so PatientNotes can record and transcribe.
When your browser shows the pop-up “www.patientnotes.app wants to use your microphone”, click Allow while visiting the site (recommended)
If you have more than one microphone, use the dropdown to select the correct one (e.g. your headset/AirPods mic).
If you click Never allow by mistake, you’ll need to re-enable mic permissions in your browser settings for patientnotes.app, then refresh the page.
5. Once microphone access is allowed, you’ll move to Your recording settings.
Your microphone will automatically appear as Default (e.g. Default – iMac Microphone (Built-in)). If you use another device (such as an AirPods mic or external microphone), use the dropdown to select it.
Next, choose the language for the consultation from the Language dropdown (this helps improve transcription accuracy).
Click Next to start a short test session to confirm your microphone is working and your audio is being picked up clearly.
Pro tip: test your microphone from your full “consulting zone” — everywhere you and your patient/client will be during the session.
Do a short test recording (up to 60 seconds), then play it back.
Listen for clear, consistent volume with no drop-outs or distortion.
If the audio fades, cuts out, or sounds muffled, you may need to switch to an alternate microphone (we can help you choose the best option).
Clear playback is important — it helps ensure your transcription captures everything accurately.
6. When you sign in we will have a list of starter templates. These will allow you to start recording your first session.
Don’t worry about getting everything perfect at this stage — you can customise templates anytime, including the level of detail, headings/sections, formatting rules, and wording preferences. This step is simply to get you started quickly.
You’re now ready to move forward. From here, you can choose to run your first session, or take a moment to set up your organisation, add your team, or set up your templates.