Answers to common questions about your dashboard, uploads, processing, and downloads.
Use your Doctor Code and password on the login page. After email verification, sign in with the temporary password from your welcome email, then change it.
Click Create a free trial account on the login page. Enter a unique doctor code (3–5 characters, starting with a letter) and your email. You receive a welcome email with a temporary password and a one-click activation link.
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.
20 reports at signup — no credit card required. Each trial report is limited to 3 pages or up to 15 minutes of dictation audio (text drafts count toward the same trial allotment).
A banner at the top of the dashboard shows “Free trial: X report(s) remaining…” It updates automatically while processing runs.
Processing is blocked until you add wallet credit. The dashboard redirects you to the Pricing page. Contact support@cleannote.org for early wallet access.
Processing is blocked until you choose a subscription or pay-per-report plan. The dashboard redirects you to the Pricing page. Contact support@cleannote.org if you need access now.
See the Pricing page. Separate pools: Startup Pack — 25 Audio/Text + 50 Reviews / mo (Rs. 499). Growth — 50 Audio/Text + 100 Reviews / mo (Rs. 999). Pro — 100 Audio/Text + 200 Reviews / mo (Rs. 1,999). Audio/Text pay-per-report: Small Rs. 20, Medium Rs. 50, Large/IME Rs. 100. Review PPR: Rs. 3 / 6 / 12. Free trial: 20 reports, 20 reviews.
See the Pricing page. Separate pools: Startup Pack — 25 Audio/Text + 50 Reviews / mo ($29). Growth — 50 Audio/Text + 100 Reviews / mo ($39). Pro — 100 Audio/Text + 200 Reviews / mo ($59). Audio/Text pay-per-report: Small $3, Medium $6, Large/IME $12. Review PPR: $1 / $2 / $4. Free trial: 20 reports, 20 reviews.
| 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 trial: 10 MB per file. Paid/legacy accounts: 100 MB per file. Trial audio: combined duration must not exceed 2 minutes per upload batch.
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 pools (Startup 25+50; Growth 50+100/mo; Pro 100+200/mo; trial 20+20). Extra Reviews use pay-per-report: Rs. 3 / 6 / 12. See Pricing.
On packs/subscriptions, Audio/Text and Review are separate pools (Startup 25+50; Growth 50+100/mo; Pro 100+200/mo; trial 20+20). Extra Reviews use pay-per-report: $1 / $2 / $4. 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.
“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.
.docx, .pdf, .png, .jpg, .jpeg. 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.
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).
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.
Upload a DOCX showing edits you made to a Cleannote report. The system learns new style rules from your corrections automatically.
DOCX only, one file per upload. The newest feedback file is marked “Active feedback rules.”
Cleannote follows HIPAA-aligned handling of dictations. 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.
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.
Free trial allows up to 2 minutes of audio per batch and 10 MB per file. Shorten your dictation or upgrade via Pricing.
Email support@cleannote.org or visit Contact. See also Privacy, Terms, and Refund policies.