Use Zoom's AI to Summarize IDG Meetings

What This Does

Zoom's AI Companion automatically generates a summary and action items from your recorded IDG meeting — reducing your post-meeting documentation time from 30–45 minutes to a quick copy-paste and edit.

Before You Start

• Your hospice team uses Zoom for virtual IDG meetings
• You have a paid Zoom plan (AI Companion is included in Business and above plans)
• AI Companion is enabled in your Zoom account settings (admin may need to turn it on)

Steps

1. Enable AI Companion before the meeting

Open Zoom settings on your computer. Navigate to AI Companion in the left sidebar. Toggle on Meeting Summary and optionally Action Items. Also enable Transcript if you want a searchable full record.

2. Start the meeting and enable the summary

When your IDG meeting starts, click the AI Companion button (sparkle icon) in the meeting toolbar at the bottom. Click Start Summary. A small notification will appear for all participants that AI is summarizing the meeting.

3. Run your IDG meeting as normal

Facilitate the meeting normally. Discuss each patient — nursing status, social work notes, chaplain updates, aide concerns, plan of care changes. You don't need to speak differently for the AI; it follows natural conversation well.

4. Stop and retrieve the summary

When the meeting ends, click End Meeting. Zoom will process the AI summary (usually 1–3 minutes). You'll receive an email notification with a link to the summary, or find it in Zoom > Meetings > Previous Meetings > AI Summary.

5. Review and use the output

The summary will include key discussion points organized by topic. Review it, correct any patient name or clinical terminology errors, then use it as the basis for your EHR IDG documentation. Copy the relevant sections into each patient's IDG meeting note.

Real Example

Scenario: Your team holds a weekly IDG for 12 patients via Zoom. Usually, you take hand notes during the meeting, then spend 35 minutes afterward writing up each patient's documentation.

What you do: Enable AI Companion before starting. Run the meeting. After it ends, Zoom emails you a summary that captures each patient discussion: "Patient J.S. — SW reported family anxiety increasing; chaplain conducting additional spiritual care visits; nursing noted pain controlled, appetite declining. Plan: SW to call daughter weekly."

What you get: A structured, nearly complete IDG documentation draft. Your job is to review for accuracy, add any specific clinical details Zoom missed, then paste into the EHR.

Tips

• Ask participants to say patient initials clearly at the start of each patient discussion — this helps Zoom's AI attribute notes to the right patient
• The AI summary is not a complete legal record — always review and edit before pasting into the EHR
• If your agency uses Microsoft Teams instead of Zoom, Teams has the same feature under Copilot > Meeting Recap

Tool interfaces change — if a button has moved, look for similar AI/magic/smart options in the same menu area.