Windows companion: docking, audio setup, practice and call capture
A floating companion designed to dock away from Save buttons, stay out of keyboard focus, ask before listening, and let staff practice outside any chart.
Visit capture & dictation
Consent first. Every line points back.
Opt-in capture with a recording state you can always see. Every line of the draft points back to the words it came from, and nothing goes anywhere until a clinician reviews it.
Before listening
- PatientMaya Chen · identity confirmed
- EncounterConsultation · chosen explicitly
- ConsentStaff confirm consent with the patient, then press.
The microphone stays off until the patient agrees.The microphone is available now.Listening to this visit only. Pause is one step away.The microphone is off while paused.The microphone is off. Nothing more is captured.
Transcript verbatim, simulated
- Dr. Mira LeeBefore we plan the next step, has anything changed since your last visit?
- Maya ChenI had a rash after a new medication last month1. I don’t remember the name2.
- Dr. Mira LeeThank you. We’ll confirm the details before anything new is ordered3.
- Maya ChenCould someone call me about scheduling4? Mornings are hard this week5.
- Dr. Mira LeeNora will call you this afternoon6.
Draft not placed
- Patient-reported reactionRash after a new medication last month. Medication not named.
- Follow-up for the care teamConfirm the details before anything new is ordered.
- Nursing task · Nora Ruiz, RNCall Maya this afternoon about scheduling. Mornings are difficult this week.
Dr. Mira Lee reviews every line against the transcript before anything is placed in the EMR.
How it works
Four states, always on screen
Capture moves through the same four states on every device. Each one is visible, and none can be skipped.
Confirm patient and consent
The patient, the active encounter and spoken or recorded consent are confirmed before the microphone can turn on.
Visible and pausable
An unmistakable live indicator stays on screen while capture runs, and pausing for a physical exam or personal moment takes one tap.
Draft beside the words
Each sentence in the structured draft links directly to the verbatim transcript span and timestamp so omissions or misheard numbers are easy to spot.
Review, then place
The clinician reviews and edits the draft before placing it into the matching EMR encounter, where save verification confirms the record.
Statuses you’ll see
Wherever the visit happens
The same rules on the wrist, the phone and the workstation
Capture starts the same way everywhere: a chosen visit, a confirmed patient and consent, then a recording state you can always see.
- Ready on the wrist. The microphone stays off until a visit is chosen.
- The visit and consent are confirmed on the paired phone before capture starts.
- A visible recording state with elapsed time and a deliberate stop.
- Saved on Watch means saved locally. It is not yet a clinical note.
- A small OvaFlow pill waits at the edge of the Windows desktop, beside the clinic's EMR.
- Opening it docks the workspace: the current patient, visit notes, dictation and open work.
- Dictation runs in a compact bar while the EMR chart stays in view.
- Home Screen widgets start a confirmed note or open drafts. Patient details stay inside the app.
- The Lock Screen shortcut shows no patient details and asks to unlock first.
- A Live Activity shows recording status with clinical details hidden.
- The Dynamic Island keeps a generic recording status and a direct way back to the app.
Third-party names and logos are trademarks of their respective owners, shown to illustrate systems commonly used in IVF clinics. No affiliation, endorsement or live integration is implied. nAbleIVF, eIVF and Artisan appear as modeled workflow examples.
Boundaries
What capture is designed never to do
- Listen before the patient, the encounter and consent are confirmed.
- Keep listening while capture is paused for an exam or a private moment.
- Place a draft in the EMR before a clinician has reviewed it.
- Treat placed text as saved until the EMR's own record shows it.
- Add a diagnosis, dose or plan that nobody said. The draft restates the conversation; clinicians decide.
- Ask for your microphone on this website. The capture above is a simulation.
Capturing visits with consent
Why ambient capture needs a consent gate, a one-tap exam pause, and verbatim tethering
Recent multi-site evaluations of ambient clinical documentation in JAMA Network Open show that while voice capture reduces after-hours charting burden, generated drafts can omit spoken details or introduce unstated assumptions—requiring clinicians to verify draft statements against what was actually said [1, 2]. In reproductive medicine consultations and ultrasound rooms, sensitive discussions and physical examinations also demand strict control over when the microphone is active.
OvaFlow enforces three hard rules before and during every capture session: first, the microphone cannot turn on until the patient, the encounter, and explicit consent are confirmed on screen; second, a live recording indicator stays visible at all times with a one-step pause for physical exams or private moments (and automatic patient-name redaction on Lock Screen or lowered Apple Watch wrists); third, every sentence in the structured draft links directly to its timestamped verbatim transcript span so the clinician can verify before placing it in the EMR.
Three clinic spaces · One capture workflow
Nothing saved without clinician reviewHow consent, one-tap exam pause, and Lock Screen privacy hold across the clinic
1 · Consult room desktopBefore & after exam
Consent confirmed before the mic turns on
Dr. Priya Shah or Dr. Mira Lee confirms the patient, the visit type, and explicit patient consent on screen before listening can start. Afterward, each draft sentence points to the exact spoken words.
Reviewed line by line before EMR placement2 · Ultrasound or exam roomDuring physical exam
One-tap pause for exams or private moments
A visible indicator stays on screen whenever capture is active. One tap pauses listening immediately for an ultrasound exam or when Maya Chen shares something off the record.
Paused state is unmistakable on screen3 · Hallway Apple Watch & iPhoneBetween rooms
Hidden on Lock Screen & kept until received
Lowering the wrist or locking the iPhone hides patient names until unlocked. If hallway Wi-Fi drops, the voice memo stays on the watch or phone until the desk workstation confirms receipt.
Private by default · Kept until receivedStep-by-step walkthrough
Capturing Elena Rivera’s consultation, pausing for the exam, and reviewing the note
- Consent confirmed · Recording livePatient, encounter, and consent checked
Before the microphone activates for Elena Rivera’s Cycle Day 11 consult, Dr. Mira Lee confirms Elena’s identity, the monitoring encounter, and Elena’s consent on screen. A high-contrast recording indicator stays visible.
- Recording paused in one tapMicrophone off during physical exam
As Dr. Mira Lee begins the transvaginal ultrasound examination, she taps Pause once. The microphone stops listening immediately and marks the intentional pause in the timeline.
- Ready for review in the EMRDraft lines tied to spoken words
After the visit, Dr. Mira Lee reviews the structured note beside the verbatim transcript. Selecting the plan line highlights the exact spoken words (“Move trigger to 20:00 PDT tonight”) so she can verify the numbers before placing the draft in the EMR.
- Private by defaultNames hidden until unlocked
When Dr. Lee records a quick follow-up voice memo in the corridor, lowering her wrist or locking her iPhone hides Elena Rivera’s name and clinical details until unlocked.
Questions & primary sources
Answers for clinicians, practice leaders, and patients
How quickly can I verify whether a number or medication dose in the draft note matches what we actually discussed?Clinicians & coordinators
Every sentence in the draft has a numbered tether back to the verbatim transcript span and audio timestamp. Clicking or focusing a sentence highlights the exact spoken words right beside it.
What happens if a clinician records a voice note on a mobile phone or watch in an elevator with no Wi-Fi?Practice leaders & owners
Under the “Kept until received” safeguard, the audio and transcript stay on the originating watch or phone until the paired workstation explicitly confirms the draft arrived and is tied to the right encounter.
Can the software ever record my appointment without my knowledge, or keep listening during a physical exam?Patients & families
No. Your clinician must confirm your consent on screen before the microphone can turn on, a visible indicator shows whenever capture is active, and pausing for an exam or personal question takes one tap.
Primary clinical & safety references (2 sources)View citations
- Tierney AA, Gayre G, Hoberman B, et al. / JAMA Network Open Investigators (2025). Ambient Artificial Intelligence Scribes and Clinician Documentation Burden and Burnout. JAMA Network Open. — Evaluates clinical deployment of ambient documentation tools, highlighting reduced after-hours charting alongside the need for clinician review before signing.
- JAMA Network Open Clinical Documentation Quality Study (2025). Evaluation of Accuracy, Omissions, and Clinician Review in Ambient Clinical Documentation. JAMA Network Open. — Shows why line-by-line clinician verification against verbatim source speech is essential to catch omissions or misattributed clinical details.
See it
Walkthroughs that show it
Recorded from an interactive design prototype. Every patient, clinician and clinic is fictional, and EMR screens are modeled reconstructions.
Prototype walkthrough · Fictional patient data
nAbleIVF: consult capture, pause, save check and a nursing task
Consult notes captured with consent, paused for private moments, reviewed, then checked as saved rather than assumed.
Clinician iPhone: in-room capture, consent and an offline desk
Confirm the patient and consent before the mic turns on, pause for the exam, and hand the draft to the desk even while the desk is offline.
Apple Watch: wrist capture, offline retention and privacy
Between ultrasound rooms, a wrist note saves on the Watch first, says plainly where it is, and hides the patient's name when the wrist drops.
Paired iPhone: reviewing a wrist draft and repairing the workspace
When Watch audio drops mid-note, the iPhone keeps what was captured, marks the gap, and reconnects the clinic workspace.
nAbleIVF: allergy check, monitoring note, save check, specimen stop
A patient-reported penicillin rash is surfaced against the chart, a monitoring note is confirmed saved rather than assumed, and a specimen label mismatch stops review.
Next step
See capture with your own visit types.
We will walk through consent, pause and review in a modeled workflow example, with fictional records only. Please don't send patient data.