Documents generated from dictation

Dictate the consultation, get the completed Word document: clinical notes, medical letters, investigation reports. On your own templates, processed privately on our infrastructure in Romania.

Dictate the consultation. The document fills itself in.

A doctor spends a large part of every day writing: the clinical note, the medical letter, the investigation report, the recommendations for the patient. Most of the time the information already exists — it was said out loud in the consulting room — but it then has to be typed, field by field, into the clinic’s form.

Generated documents reverse the order: the doctor dictates, and the application fills in the form. The result is not free text you have to copy somewhere else — it is the very Word document your clinic already uses, with every piece of information in its place, ready to be checked, printed and signed.

How it works

1. Upload your clinic’s template

Start from the Word form you use today. The places to fill in are marked with a name — for example ${diagnosis}, ${treatment} or ${recommendations}. The application finds every field in the document on its own, including those in tables, headers and footers, and prepares the instructions for filling them in.

2. Dictate — from your phone or your computer

Recording happens straight in the browser, with nothing to install: pick the template, press the button and speak. You can pause and resume, and when you are done the recording is sent with a single click. If you already have an audio file — from a voice recorder or your phone — just upload it.

3. The application listens, corrects and fills in

The recording is transcribed, the text is corrected — medical terms, drug names, misheard words — and then each piece of information is placed in the right field of the template. You see every step on screen: transcribing → correcting → extracting data → generating the document.

4. Download the completed document

You get a .docx file that keeps the template’s formatting, named automatically after the template, number and date. You check it, adjust it if needed and print it — like any other Word document.

Built for medical language

  • Drug dictionary included. Brand names from the national medicines nomenclature are recognised and corrected automatically when the transcription “hears” them wrong.
  • Each template’s own dictionary. The abbreviations, procedures and terms you use every day are added once and corrected in every document. You choose which fields each dictionary applies to.
  • Corrects only when it is sure. A word is replaced only if it unambiguously matches a single dictionary term, and ordinary Romanian words are left alone. Every automatic correction is listed in the document details, so you can check it.
  • Fills in what was dictated, not guesses. Fields with no information in the dictation stay empty instead of being filled in from assumptions. The document remains the doctor’s: you review it before signing.
  • AI model chosen per template. A fast model for short documents, a larger and more precise one for long, dense medical reports.
  • Optional transcript correction. For long consultations, the full text can be revised before the document is filled in.

The details that matter in practice

  • Automatically filled fields: the date and time of the consultation, the day of the week, the doctor’s name — set by the application from the moment of recording, not inferred from the dictation.
  • Automatic numbering per template — for example FX00025 — with a configurable prefix and length. A number is never reused.
  • Designed for phones: the screen stays on while you record, you can pick the microphone, and if the connection drops, the recording stays on the device and can be re-sent.
  • Existing audio files: MP3, M4A, WAV, OGG, OPUS, AMR, 3GP, MP4 and other common formats, up to 20 minutes per recording.
  • Settings for real consulting rooms: quiet or noisy environment, volume normalisation, background-noise reduction, fast transcription or enhanced accuracy.
  • Anywhere in the document: fields work in body text, tables, headers and footers, and lists and multi-line text keep their line breaks.
  • Full history: a list of generated documents, filterable by template and status, with re-download at any time within the retention period and automatic resume from the step where an error occurred.

Patient data confidentiality

Medical dictation is among the most sensitive data a clinic processes. That is why:

  • Everything runs on our infrastructure, in Romania. Transcription, correction and document filling happen on our own servers. Recordings and texts are not sent to OpenAI, Google, Microsoft or any other AI provider, and we do not train models on them.
  • Strict per-account access. The feature is enabled individually, per account, and each user sees only their own templates and documents.
  • Configurable retention. You decide after how many days (between 0 and 30) the generated documents and extracted data are deleted automatically. The audio recording and the transcript are deleted automatically, by default after 48 hours.
  • Protected files. Documents are stored outside the server’s public area and can be downloaded only by their owner. Application logs contain no transcripts or extracted data.

Not just for medicine

We built the feature starting from medical documents, where the writing load is heaviest, but the mechanism is general: any form filled in after a conversation or an inspection can be dictated. For example:

  • inspection and assessment reports;
  • service and intervention reports;
  • handover and acceptance protocols;
  • evaluations, reviews and internal notes.

If the document exists as a Word template, we can fill it in from speech.

Pricing

  • A fixed fee per generated document — transcription and AI processing are included. You don’t pay separately per audio minute or per token.
  • You pay only for completed documents. A document that could not be generated is not charged.
  • No subscription: payment comes from the prepaid balance of your ai.logisoftlabs.ro account or, under a contract, via a monthly invoice based on actual usage.
  • We agree the fee together, based on volume and the number of templates — ask for a quote.

Getting started

  1. Contact us and tell us which documents you fill in every day.
  2. We enable the feature on your ai.logisoftlabs.ro account and help you set up your first templates.
  3. Dictate your first document — and compare it with the time it would have taken to type.