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Wrong patient, or recording ran too long? How to fix the note (move, trim or split a session)

Recorded under the wrong patient, left the recording running too long, or captured two consults in one? You can't move or trim a recording yet — here's how to get a clean note: instruct, edit the transcript, or copy to the right patient.

Recorded under the wrong patient, left the recording running after the consult ended, or captured more than one appointment in a single recording? PatientNotes can't yet move a recording to another patient or trim the audio, but you can still end up with a clean, correct note. Pick the option that suits you below.

Before you start: if one recording captured more than one patient, don't use that note as-is — it will mix details from different people.

My recording ran too long, or captured more than one consult

Option 1: Use the refine / feedback box to tell PatientNotes where to stop (quickest)

If you remember roughly what was said when the consult ended — for example "see you next week" or "that's all for today" — type an instruction into the refine / feedback box on the Clinical Note tab and regenerate. For example:

"Only use the conversation up to when I said 'See you next Tuesday'. Ignore everything after that."

Always read the regenerated note to check nothing from later in the recording has slipped in.

Option 2: Edit the transcript and generate a fresh note (most reliable)

  1. Open the session, go to Context → Recordings, expand the recording and click the copy icon to copy the full transcript.

  2. Paste it somewhere you can edit it (a blank document is fine) and delete everything that isn't part of this patient's consult.

  3. Start a New Session for the patient, choose your template, click Enter Manually (beneath the record button) and paste in the edited transcript.

  4. Generate the note. More on Enter Manually

  5. Delete the original session once you're happy, especially if it contains another patient's information.

If the recording captured a second patient, you can do the same for them: copy their part of the transcript into a new session under their name.

Option 3: Just edit the note

If the extra material is small, simply delete it from the clinical note before you copy or send it.

I recorded under the wrong patient

Option 1: Copy the note to the right patient (quickest)

Copy the clinical note, check and edit it (for example, any name or details that were attached to the wrong patient), and paste it into the correct patient's record in your practice management software. Then delete the session from the wrong patient in PatientNotes.

Option 2: Rebuild it under the correct patient

  1. Copy the transcript (Context → Recordings → copy icon) — or copy the note itself.

  2. Start a New Session for the correct patient and choose your template.

  3. Click Enter Manually, paste the text in as context, and generate the note. You can also use this session for letters and reports for the right patient.

  4. Delete the session that sits under the wrong patient.

Already sent it to Cliniko, Nookal or another system? PatientNotes can't take a note back once it's been pushed. Remove or correct it in the wrong patient's record in your practice management software, and follow your clinic's process for records filed against the wrong patient.

Deleted the wrong session by mistake?

See Can I retrieve a deleted session?

Avoiding it next time

  • Check the patient name before you press Start.

  • Press Stop as soon as each consult ends, and start a new session for each patient.

Need a hand?

Chat with us via the help widget or email [email protected] with the session name and date, and we'll help you get the right note in the right place.

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