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of 7— Confirm your agency's recording policy

What you'll accomplish

By the end of this guide, you'll have Otter.ai set up to record and transcribe family care conferences — giving you an accurate record of what was discussed, what decisions were made, and what the family said. Instead of trying to document a complex emotional conversation from memory 2 hours later, you'll have a searchable transcript to reference.

What you'll need

Smartphone with Otter.ai installed (see the visit dictation guide for setup)
Patient and family verbal consent to record (required — see consent language below)
A place to keep your phone visible during the meeting (on the table, not hidden)
Time needed: 30 minutes initial setup; 10-15 minutes post-meeting documentation after that
Cost: Free (300 min/month) or ~$10-17/month

How-To Guide: Transcribe Family Care Conferences with Otter.ai

Step 1: Confirm your agency's recording policy

Before you record any patient encounter, confirm that your agency's HIPAA policy permits recording care conferences with patient consent. Most agencies allow it with documented consent. If unsure, ask your supervisor or compliance officer first.

What to verify: Recording consent language should be documented in the patient's record.

Tools:Otter.ai