Mobile Voice Android: Voice Assistant (COMING SOON!)

Use Voice Assistant in Voice for Android to record, transcribe, and summarize multi-speaker discussions with your care team or patient. Capture details in real-time so you can stay fully present and engaged in the conversation.

Record a Conversation

1. On the keyboard, tap the Voice Assistant button.
   
   
2. The screen you see when you launch Voice Assistant depends on whether you already have some saved recordings.
   1. If you have no saved recordings, the Get Started screen appears. Tap the Record button to start a Voice Assistant recording.
      
      1. If this is also your first time using dictation in Mobile Voice, a message appears asking you to allow nVoq Mobile voice to record audio. Tap While using the app.
         
   2. If you have saved recordings, those will display on the Home screen of Voice Assistant. Tap the dictation/microphone button at the bottom of the screen to start recording a multi-speaker discussion.
      
      
      
3. A message appears asking you to confirm whether you have obtained consent from all participants to record their audio. If you have their consent, tap the Confirm and Continue button to record.
   
   
   
4. There is a countdown before recording starts.
   
   
5. Then a brief message about waiting for recording to start while the service is starting.
   
   
   
6. When Voice Assistant is ready to record, a timer begins. At this point, your conversation is being recorded. 
   • Shortly after recording starts a notification appears in your notification panel. You can pause or stop the recording using the buttons on the notification, or stop the recording by swiping the notification left or right.
   • You can record for up to 3 hours or whenever your device runs out of enough space to continue.
     
     
7. Talk with your patient or care team as you would normally speak (e.g. don't worry about punctuation). 
   Note: Formatting commands (like "new paragraph" or "number next"), punctuation, substitutions, vocabulary, shortcuts, and sentence modeling are not supported when recording a conversation.
   • You can leave the recording screen and access other apps on your device while recording your conversation. The keyboard will be available when you tap into a text area. You can type and even record a regular dictation while simultaneously recording in Voice Assistant. You can return to Voice Assistant by tapping the Voice Assistant button on the keyboard.
     
   • On the Voice Assistant Home screen the recording card for the recording in progress says "Recording." Tap the that recording card to return to the recording screen.
   • If the discussion shifts to something unrelated or is temporarily suspended, tap Pause to stop recording until you’re ready to continue. You can pause the recording for up to 24 hours. Pause as many times as you like.
     
   • If you leave Voice Assistant while paused, just tap the recording card to return to the recording screen.
     
   • Tap Resume on the recording screen to resume recording.
     
   • If you attempt to cancel a recording that is in progress, a warning message will ask if you want to cancel. Tap OK to cancel, or tap the X in in the upper-right corner of the message to keep recording. If you tap OK, anything recorded up to this point will not be processed or saved on your device, but will go to the Review & Correct page in nVoq Administrator. 
     
8. When you're finished with your conversation, tap Done.
9. A message appears letting you know you can leave the app or start another recording while processing of this recording continues. Tap Close to dismiss the message.
   
                                
10. The Voice Assistant Home screen appears, the recording card displays in the list of recordings for Today. If the recording is still processing, that is indicated on the card below the time stamp.
    • Note: If you are offline the recording card will say "In queue" and will be automatically processed when your Internet or WiFi connection is restored.
      
11. When processing is complete, a confirmation message is displayed on the screen you are currently viewing, to let you know. Once processing is complete, your recording and transcript are saved in nVoq Administrator on the Review & Correct page.The processing status is also updated on the recording card below the timestamp. Tap the recording card to open the transcript and summary. 
    
    
12. A transcript of your conversation appears on the Transcript tab. At the bottom of the screen are the playback controls that allow you to listen to the recording: Rewind (10 seconds), Play, and Forward (10 seconds). If necessary tap the carat arrow to view all three buttons.
    
    
    
13. A summary of your conversation appears on the Summary tab.
    
14. If you'd like to make changes to the summary, tab the Edit Summary button. 
    
    
15. When you tap the Edit Summary button the keyboard appears at the bottom allowing you to dictate or type into the summary text area. Make your changes by dictating or typing, and then tap the Update button. 
    
    
    
16. To copy the summary, tap the menu in the upper-right corner of the screen and then tap the Copy Summary button. You can then paste the summary into your system of record.

Edit a Conversation Title

1. On the Voice Assistant screen tap the More options menu (three dots) of the conversation you want to edit.
2. On the menu at the bottom of the screen, tap the Edit Title button.
3. Replace the existing title, then tap the Update button to save your changes.
   
4. Your recording card displays with the new title on the Voice Assistant home screen.
   
   

Search for a Conversation

To find a conversation from the Home screen, start typing in the Search field.

• The search looks only at information shown on the recording cards, not within the transcript or summary.
• Results appear automatically as you type, showing only the cards that match your search terms. Matching text is highlighted on each card.
  
• If no conversations match your search, a message appears stating that no results were found. Tap Take me home to return to the Home screen.

About Voice Assistant

• Formatting commands (like "new paragraph"), punctuation, substitutions, vocabulary, shortcuts, and sentence modeling are not supported when recording a conversation.
• If you cancel the recording at any time it will not be added to the list of recordings on the Voice Assistant Home screen, but will be sent to Review & Correct in nVoq Administrator.
• Only the conversation transcript is visible in nVoq Administrator (Review & Correct). The summary of the conversation is not.
• Because screen height is limited in landscape mode on smaller devices, we restrict Voice Assistant to portrait mode on phone-sized screens.
• The battery setting for the Mobile Voice app must be set to “Unrestricted” when using Voice Assistant. This prevents Android from interrupting the upload of your conversation due to its background-process time limit. For step-by-step instructions, see Voice Assistant Battery Setting.
• Dark mode is not supported with Voice Assistant.
• The following security measures are in place when Voice Assistant is enabled for your account:
  • Passwords are never stored. When you sign out of the app, any password you entered is cleared automatically.
  • Sessions expire after 12 hours. For security and HIPAA compliance, the app automatically signs you out after 12 hours of continuous use. If you remain logged in for a full 12-hour session, you’ll be required to sign in again. See also How Recordings Are Managed (below).
  • The device locks after 30 minutes of inactivity. If the device is inactive for 30 minutes, the screen will lock to prevent unauthorized access. To continue using the app, simply unlock your device using your PIN, face recognition, fingerprint, or your chosen unlock method. See also How Recordings Are Managed (below).
  • After 30 minutes, the screen’s unlock prompt appears. Depending on your device, this may be a PIN, face recognition, fingerprint, or another unlock method.
    

How Audio Recordings are Managed

• When you make an audio recording it is securely uploaded to nVoq Administrator (Review & Correct). After it's processed on your device:
• Your recording is marked with the date and time it was successfully uploaded.
• To protect your privacy and keep your device free of unnecessary files, local copies of recordings are automatically deleted 24 hours after processing is complete. This ensures that sensitive information is not stored on your device longer than necessary.
• You can still play your recordings even if they’re no longer stored on your device. They’ll automatically pull from the server and will be ready to play as soon as they finish loading.
• Active (un-paused) recordings are automatically stopped after three hours or when the device does not have enough space to continue, whichever comes first. A notification is displayed when recording is stopped.
• Your device will lock after 30 minutes of "inactivity," but recording will continue. If your screen locks while you’re recording, the recording will keep going in the background.
• If your 12-hour session expires mid-recording, the app waits. You won’t be logged out until you stop the recording, so nothing is lost. Recordings are sent for processing automatically after you sign back in. Any unsent recordings stored on your device will upload for processing once you log in again.

Offline Status Notification

If your device goes offline while using Voice Assistant, a notification will appear at the top of the current screen letting you know that you’re offline, but you can still record, and everything will process once you’re back online. The notification is visible whether or not the user is actively recording. If the message is dismissed and the device remains offline, the message will not automatically reappear until Voice Assistant is restarted or another offline/online state change occurs.