Answers to common questions about your dashboard, uploads, processing, and downloads.
Use your Doctor Code and password on the login page. A new account finishes with the 6-digit signup code from your email, then you set a password.
Click Create account on the login page. Enter a unique doctor code (exactly 5 letters) and your email. You receive a 6-digit signup code by email to finish setup.
Click Change Password at the top of the dashboard (or on the login page). Enter your new password twice. After a password change, you may need to re-enter your password for secure downloads.
Self-signup accounts: use Forgot Password on the login page — a new temporary password is emailed to you. Admin-provisioned accounts: contact your administrator.
For security, your session ends after 30 minutes of inactivity. Sign in again to continue.
On the dashboard header, the Account box shows your doctor code, email on file, and plan. Use Change Password to update your password. Email corrections need Cleannote support (or ask the Account helper to send a ticket).
30 pages free every month (20 Audio/Text + 10 Review). Each Free report is limited to 2 pages or up to 10 minutes of dictation audio. Quotas refresh each month.
A banner at the top of the dashboard shows “Free plan: X page(s) … remaining this month”. It updates automatically while processing runs.
Processing is blocked until next month’s refresh, or until you add wallet credit / a paid pack. The dashboard links you to Pricing. Contact support@cleannote.org for early wallet access.
Processing is blocked until next month’s refresh, or until you choose a subscription or pay-per-report plan. The dashboard links you to Pricing. Contact support@cleannote.org if you need access now.
~3000 characters ≈ 1 page (dense clinical text). A 4-page report uses 4 pages from your monthly pool. Audio/Text and Review are separate pools — unused pages in one do not move to the other.
See the Pricing page. Separate page pools (~3000 chars ≈ 1 page): Free — 20 Audio/Text + 10 Review / mo (Rs. 0). Startup — 40 + 20 / mo (Rs. 399). Growth — 80 + 40 / mo (Rs. 699). Pro — 160 + 80 / mo (Rs. 1,199). Pay-per-report: Audio/Text Rs. 29 / 59 / 119; Review Rs. 5 / 9 / 19. Large includes up to 10 pages (+Rs. 29 or Rs. 5/extra page).
See the Pricing page. Separate page pools (~3000 chars ≈ 1 page): Free — 20 Audio/Text + 10 Review / mo ($0). Startup — 40 + 20 / mo ($29). Growth — 80 + 40 / mo ($49). Pro — 160 + 80 / mo ($79). Pay-per-report: Audio/Text $2 / $4 / $8; Review $1 / $2 / $3. Large includes up to 10 pages (+$2/extra page).
| Audio dictation | Upload WAV/MP3/M4A → Whisper transcription → formatted clinical report in your sample style |
| Text drafts | Paste rapid clinical fragments (or upload .txt / .md / .docx) → same sample-driven formatting, without re-dictating |
| Review | Paste/upload already-typed report(s) or a folder → Cleannote finds typos → one Error Report (Document / Serial / Typed / Corrected) plus a Corrected DOCX per file (corrections bolded) |
OCR / Translate for medical is planned for a future update. Style modes: audio supports Verbatim, Polish, and Rewrite; text drafts offer Polish and Rewrite only (Verbatim is disabled for typed notes). Review also supports Verbatim / Polish / Rewrite for how strict corrections may be.
Click Upload Audio Files to select files, or drag files onto the drop zone (desktop). Review the file list, choose your options, then click Start Processing.
The server accepts .wav, .mp3, and .m4a only. Legacy dictaphone formats (.dct, .dss, .ds2) are not supported — convert them to WAV or MP3 first (e.g. Switch Sound File Converter on Microsoft Store).
Yes. Select several audio files in one batch before clicking Start Processing. Each file is processed into its own report. Long combined dictations with multiple patients may be split automatically when configured for your profile.
Free plan: 50 MB per file. Paid and legacy accounts: 100 MB per file. A Free report longer than 2 pages, or dictation longer than 10 minutes, is accepted and shortened during processing.
No. Select all your files, confirm your options, then click Start Processing once. The dashboard locks controls while uploading and processing.
Paste short clinical notes — abbreviations, Latin dosing, and telegraphic fragments (e.g. 45y m LBP, SLR +ve, Rx Diclofenac 50mg TID) — or upload a .txt / .md / .docx file. Cleannote maps your facts into your sample note structure (Plain, SOAP, Opsmith, Letter, Admin, and custom folders).
No. Text mode uses a strict fragment contract: fluent rewording of what you typed is allowed, but Cleannote must not invent names, dates, normal exam findings, negative ROS, or consent boilerplate you did not type.
Polish (default) and Rewrite. Verbatim is hidden for text drafts because it tends to produce a messy telegraphic dump when selected accidentally.
Yes — the same DOCX samples as audio. Samples define structure and tone; your paste supplies the clinical facts.
Upload or paste already-typed clinical report(s), or drop a folder of reports. Cleannote checks spelling, grammar, and medication typos and returns: (1) one Error Report table listing each source document name with Serial No / Typed / Corrected, and (2) a Corrected DOCX for every file — replacements are bold; if the original wording was already bold, corrections show as strike-through typed → bold corrected. Choose Verbatim (default: spelling/major grammar only, no insertions), Polish (light wording fixes), or Rewrite (clearer phrasing of the error span). Dropping a stamped folder uses the same session naming as Audio. Clinician remains responsible for final clinical accuracy.
Typical one-page reviews finish in about 5–20 seconds. A folder of reports runs one after another. Status shows Received → Reviewing → Writing corrections.
On packs/subscriptions, Audio/Text and Review are separate page pools (Free 20+10/mo; Startup 40+20; Growth 80+40/mo; Pro 160+80/mo). Overflow uses pay-per-report: Audio/Text Rs. 29 / 59 / 119; Review Rs. 5 / 9 / 19. See Pricing.
On packs/subscriptions, Audio/Text and Review are separate page pools (Free 20+10/mo; Startup 40+20; Growth 80+40/mo; Pro 160+80/mo). Overflow uses pay-per-report: Audio/Text $2 / $4 / $8; Review $1 / $2 / $3. See Pricing.
No. Review does not use doctor style samples. Choose Error report only, or Proofread reports + error report. Corrected files keep your original filenames.
Cleannote learns your formatting, headings, and style from de-identified DOCX samples. At least one DOCX sample per report type is required before processing. Five samples are recommended for best results.
Click Upload Sample Reports. Choose the report-type folder (e.g. Plain, Followup), then upload DOCX only files. Remove all patient identifiers (PHI) before uploading.
In the Sample modal, click Create / Open Samples Folder, enter a folder name (1–15 characters), then upload DOCX files into that folder. The new type appears in the Report type dropdown. Use this for Consult, Follow-up, OP, Admin, and similar report types — not for different physicians.
Open Upload Sample Reports, choose the folder in Sample folder, then click Delete selected folder. That removes the report type and every sample in it. Use this to drop folders that were named after physicians, then add a doctor profile instead.
Yes, for a clinic or editor login. Click Add doctor profile before uploading samples. Each physician gets their own samples, letterhead, and report types. Select that doctor on the dashboard and processing uses their profile automatically. Solo doctors can ignore this and keep samples on the login account.
“Used for output naming” — newest sample, used for filename patterns. “Used for style learning” — up to five most recent samples used to teach Cleannote your style.
You need at least one DOCX sample in the selected report-type folder. Upload samples first — the dashboard will prompt you if samples are missing.
Controls how closely the output follows your input. On audio, all three modes are available. On text drafts, only Polish and Rewrite are offered:
Each folder under your Samples directory is a report type (e.g. Plain, SOAP, Followup). The engine uses the samples in that folder for formatting and style. Pick the type that matches the report you want generated.
On the right side, this shows your chosen style and report type before and during processing. You can remove an option before starting; options are locked once processing begins.
No — letterhead is optional. If you upload one, Cleannote places it in the document header.
.doc, .docx, .pdf, .png, .jpg, .jpeg. Legacy .doc files are converted to .docx. Only the header area is needed — body text in the letterhead file is optional.
The newest DOCX is marked “Active letterhead” and is used for output.
An optional address book of referring physicians. Upload a .txt / .doc / .docx list, or add names from the Referring physician control on the dashboard. Cleannote can use the selected referring doctor when building letters and reports that need that field.
Use Upload referring list (or the referring modal), search/select a name in the combobox, or Add to referring list. You can also download the current list from that control.
On accounts where it is enabled, you can attach a schedule/roster (PDF, TXT, DOC, DOCX) with the audio/text batch so Cleannote can match patient names for that run. Check Use this roster for patient names in this batch when the file should apply. Solo uploads without a roster still work as before.
Stops the current in-progress run and clears a stuck session. It does not restart processing — re-upload if you still need the report. The Account helper can do the same after you confirm with Yes.
Three status dots on the right:
Usually 15–30 seconds to start, then a few minutes depending on dictation length. Status updates every 2 seconds.
Check that you have a DOCX sample for the selected report type, then try again. If you see a red banner after repeated failures, contact support@cleannote.org.
Processing continues on the server. Return to the dashboard — if the report finished, the download button will appear. Interrupted files from a prior session may be delivered on your next upload.
Upload, Start Processing, samples, letterhead, and feedback are locked while a run is active so options cannot change mid-batch.
When status shows “Processing complete. Your report is ready.”, click Download Latest Report (ZIP). The ZIP contains your DOCX (and PDF if generated). If you use the on-device helper, the finished letter is written to your PC folder instead of a website ZIP.
Quick links to download ZIPs from your five most recent completed sessions.
Some accounts have encrypted delivery. Enter your Cleannote login password once per browser to unlock downloads. Cleannote never asks for your password by email. After a password change, you must unlock again.
Filenames include patient name (from dictation when available), report type, style tag such as Audio(V) or Text(R), source ID, timestamp, and your name. Batch folder names use the dictaphone device date/time when present in the audio filename.
The Train AI with edited report or a brief note box on the dashboard. Paste a short style note or drop an edited DOCX, then click Submit feedback. Cleannote learns style rules from your corrections. For Review mode, the same box can capture skip/style preferences.
No. You can submit Train AI feedback anytime — no audio upload required. Use Manage feedback files to see or remove stored feedback DOCX files.
DOCX for edited-report feedback. The newest feedback file is marked “Active feedback rules.”
A logged-in chat under the Important notice. It answers questions about this account — processing status, billing due, quotas, FAQ how-tos — and can stop a stuck job or email support after you confirm. It cannot start processing, read your reports, or change billing.
Use the dashboard Stop button, or ask the Account helper and reply Yes when it offers to stop. Then re-upload if you still need that report.
An optional Windows package for clinics that want dictation and patient identifiers to stay on the PC. You install once (Desktop icon). Whisper runs locally; Cleannote formats a de-identified draft on the server (same sample formatting and Visual QA as the browser). The finished Word file is written under 04-Finished on your PC — not downloaded as a website ZIP.
When your account is enabled for Cleannote-Local, download the package from the Medical dashboard, unzip it, and double-click Install-Cleannote-Local.bat once. After that, use the Desktop Cleannote-Local icon. Same sign-in as the browser dashboard.
Sometimes the on-PC helper holds a draft so you can confirm identifiers were removed. Check the status message on the dashboard, open 05-NeedsReview if you want to edit the text, then click Approve & continue — no need to copy files by hand.
Billing uses the same Pricing rules as the browser (~3000 characters ≈ 1 page). There is no extra per-report charge for Cleannote-Local.
Cleannote follows HIPAA-aligned handling of dictations. The Cleannote-Local package keeps voice and identifiers on your PC and sends a de-identified draft for processing. Always remove PHI from sample reports. AI-generated reports may contain errors — review every report before clinical use.
Downloads use HTTPS in transit. Encrypted-at-rest delivery (secure download) is available for accounts with that feature enabled.
Finished reports are kept for 6 days, then automatically deleted. Uploads, transcripts, and other working files are removed after 24 hours. Sample reports, letterhead, and feedback files stay until you remove them.
Yes. On small screens the audio drag-and-drop zone is hidden — use Upload Audio Files instead. Sample, letterhead, and feedback modals still support drag-and-drop inside the modal.
Convert audio to WAV, MP3, or M4A. Dictaphone .dct/.dss files must be converted on your PC before upload.
A Free report is limited to 2 pages or 10 minutes of dictation, and 50 MB per file. Longer uploads are shortened during processing. Upgrade via Pricing.
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