How can I use Everbility in clinical team meetings?

How to use Everbility in clinical team meetings

In this tutorial, we will use a community template for a clinical team meeting, transcribe the meeting, and generate the meeting minutes from the recorded voice-to-text.

Follow these instructions:

Create a Client for Your Practice

If a therapist works for a company, practice, or clinic, the company can be added as a client. In the company folder, you can store internal team meetings, company letters, and other documents specific to that company.

To add a client:

Click Add New Client and enter the Therapy Practice Name (this can be added under either the first name or last name field).

Add the Team Meeting Minutes Community Template or Set Up Your Meeting Template

Navigate to Templates in the Everbility dashboard.

Click Community Templates.

Search for All Therapists: Therapy Clinical Team Meeting Template (you can search via the tags or type this in the filter text box).

Click Copy to add this to your templates. Everbility will create a duplicate copy and add it to your templates.

Once copied, Everbility will automatically take you to your templates.

You can choose to edit this template by clicking Edit, or click Start Writing when you're ready to use the template.

This will open the template for your in Writer and you can then select your client as your clinic name from your drop down list of clients.

Skip this next section and scroll to 'Capture Meeting Notes in Real Time' if you would like to use this template.

If you prefer to create your own template:

Navigate to Templates and click Add New Template.

Select Start from Scratch.

You can then customise your meeting template as needed.

For detailed instructions, see Creating a Template.

Capture Meeting Notes in Real Time

When it’s time to conduct your meeting:

Click on Writer (under Tools) in the left-side menu.

You will see three columns:

• A purple column on the left
• A white ‘Notes’ column in the centre
• A white ‘Document’ column on the right

In the purple column, select the client you are writing the document for (e.g., your therapy practice/clinic).

In the right column, select the template you want to use for the meeting minutes (e.g., All Therapists: Therapy Clinical Team Meeting Template or your custom template). Use the text box to filter and find the template.

In the middle ‘Notes’ column, click on the microphone button and choose between:

• Dictation or Meeting Without Headphones
• Meeting With Headphones

You can also deselect the option if you do not want the audio to be stored on Everbility.

Note: If selecting Meeting With Headphones, you must choose the video hosting window where your meeting is taking place. This option will automatically appear after selecting Meeting With Headphones.

Once transcription begins, you can start your meeting.

Generate and Save Your Meeting Minutes

After your meeting:

Click Stop if you need to add any additional text. Then click Generate.

If no additional edits are needed, click the lightning bolt icon to Stop and Generate the transcription directly into your selected template.

You can choose to:

• Copy and paste the document into your practice management software.
• Download it as a DOCX (Word document) or PDF by clicking the down arrow and selecting your preferred format.

By following these steps, you can efficiently document and generate accurate meeting minutes using Everbility.