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Meeting Recordings and Transcripts

A lot of what a practice decides gets said out loud in meetings and never written down. If your meetings are already recorded by a note taker, SOPHIE can read the transcripts and pick out what matters: problems worth putting on the FIX List, decisions to remember, and procedures worth writing down as Standards.

SOPHIE never records anything herself. Your note taker (Fathom, Google Meet or Microsoft Teams) records, and asks for its own consent when it does. SOPHIE only reads the transcript afterward.

Where transcripts come from​

You connect a note taker from your own Connections:

  • Fathom: connect with your Fathom API key.
  • Google Meet: connect Google and allow reading Meet transcripts.
  • Microsoft Teams: connect Microsoft 365 and allow reading Teams transcripts. Your Microsoft administrator also has to allow transcript access in the Teams admin center.

Choose whether SOPHIE reads new meetings (Fathom)​

Once Fathom is connected, open it in Settings › Connections and use the New meetings switch:

  • On: "SOPHIE reads each new meeting". As a recording finishes, she reads its transcript and suggests procedures from what was said. You decide what becomes a Standard.
  • Off: "SOPHIE is leaving new meetings alone". New recordings arrive and are turned away unread. You can still add a past meeting to a conversation yourself.

Where you'll see what SOPHIE found​

  • Power Meets. When a Power Meet has a transcript, its review shows What SOPHIE heard: the problems, decisions and procedures she picked out, ready to send to the FIX List or draft. See Power Meets.
  • SOPHIE Suggestions. Procedures SOPHIE noticed in meetings, ready to draft. See SOPHIE Suggestions.
  • Ask SOPHIE. Add a meeting to a conversation from the attach menu and SOPHIE drafts from what was said. See Ask SOPHIE.

Nothing SOPHIE finds in a meeting changes your Standards or your FIX List on its own. A person decides.

When a meeting was recorded twice​

Some practices run Fathom on a Teams or Meet call, so the same hour is recorded twice. Preferred note taker tells SOPHIE which recording to read in that case. Find it in Settings under Space defaults › Hours & calendar (or on an office's own Hours & calendar page). The default, Whichever recorded it, suits practices that use only one note taker.

Turn off meeting reading for the whole practice​

The practice owner can stop SOPHIE reading any recordings of the practice's meetings. In the classic Integrations settings page (open your profile menu, choose Profile, then Integrations), the Meeting recordings card has the switch SOPHIE reads recordings of this practice's meetings. Turn it off and SOPHIE stops reading recordings; notes typed in a meeting still work.

Everyone else sees this setting read-only, with "Only the practice owner can change this."

Good to know​

  • A Fathom key is personal. SOPHIE can only reach the recordings in the account that key belongs to, not a colleague's.
  • Treat transcripts like any other practice record: avoid discussing patient details in meetings you record for SOPHIE.