What is OurMind Notes?
OurMind Notes is the speech-to-summary functionality within OurMind. During a consultation, you record the conversation, after which OurMind automatically generates a usable summary.
Working with AI may be new to you—think of OurMind as a young colleague with a lot of potential. The more you collaborate, the better the results and the greater your enjoyment at work!
In this guide, we share several tips from our community to help you get the most out of OurMind and get started quickly.
Watch the video here!
Tip 1: Invest in a Good Microphone
Good audio is the foundation of a good summary. Even a simple multi-directional microphone (for example, around €30) can make a big difference.
Place the microphone on your desk, preferably between you and the patient, so both voices are picked up clearly. Even if your examination room is a few meters away, a good microphone can often still capture the conversation effectively.
Read more in this article about the microphones we recommend and how to set up your microphone correctly.
Want to get started right away without a microphone? No problem!
Start your first consultation directly in OurMind by using your phone as a microphone. Log in on both your phone and your PC—the two will work together synchronously, allowing you to start immediately!
Note: During a consultation, check that you see the blue bars moving during recording. This helps prevent speech recognition from stopping and ensures your consultation is recorded properly.
Tip 2: Provide Context Before You Begin
It helps to briefly provide context before the consultation. You can do this by stating the context out loud or by entering it in the designated field.
Examples of helpful context:
“I am seeing a 34-year-old woman with PTSD.”
“I have an 89-year-old man with heart failure in consultation.”
It can also help to briefly inform your patient that speech recognition is being used. For example:
“I work with a digital colleague that I occasionally speak to.”
This helps patients better understand what is happening. You can find more information about informing patients in this article.
Tip 3: Clearly Verbalize Your Findings
Make sure your findings are clearly spoken out loud—especially during the physical examination—so they are accurately included in the summary. This can be done:
during the consultation, or
afterward, once the patient has left.
If you do this in the presence of the patient, you can briefly mention beforehand that you will be using medical terminology, so it does not come as a surprise.
Practical tips that help:
Announce transitions, for example:
“I am now going to perform the physical examination.”Verbalize what you see and do, for example:
“You are pointing to your right hand.”Clarify when something is not clearly stated: finish sentences or ask follow-up questions so findings are recorded clearly.
Tip 4: Briefly Summarize Your Consultation at the End
Summarizing at the end of a consultation helps to clearly restate the most important points. This is especially useful if a conversation is somewhat chaotic or multiple topics are discussed at once.
By providing a short closing summary yourself, you help OurMind prioritize the core of the consultation, often resulting in a clearer and more useful summary.
Extra tip: Repeat important points that you definitely want to see included in the summary.
Tip 5: Personalize Your Summary
You can gradually tailor OurMind Notes to match your personal way of working. An important first step is personalization. Other articles go into this in more detail, but it’s good to know that you can already help OurMind learn your preferences.
Via your account settings (bottom left in OurMind), you can upload five representative examples per section. Based on these, future summaries will increasingly be generated in your style.
At the same time, it’s important to allow room for wording that you might phrase differently yourself. A summary can be complete and correct in content, yet worded slightly differently than you’re used to. Accept this where possible—extensive editing often takes more time than it saves.
Finally: experiment! Try different ways of speaking, test settings, and see what works best in your practice. By staying open to what works well—even if it’s different from what you expected—you’ll ultimately get the most out of OurMind Notes.
Data and Security
EU Processing and Data Sovereignty
When using OurMind Notes, data security is paramount. All processing takes place within EU data centers: Azure in Sweden and Google Cloud in the Netherlands and France, via private endpoints.
No Model Training on User Data
Recordings, prompts, and context are not used to train AI models.
Limited Retention Period
Consultations remain active for a maximum of 72 hours for follow-up actions and are then automatically deleted. You can also delete them manually.
Anonymization
Strict processes ensure that data cannot be traced back to individuals.
Certifications
OurMind is certified according to ISO 27001 and NEN 7510, with annual audits and continuous monitoring.
More information on these topics can be found on the security page of our website.