Medivox launches free service for AI-generated journal notes

Medivox is now launching a free service that can help healthcare professionals create journal notes using artificial intelligence (AI). The aim is to reduce the time spent on documentation, while at the same time making the notes more structured and easier to quality assure.

The launch comes at a time when many clinicians are experiencing increasing documentation requirements, tighter timeframes per patient and high workloads. AI-supported record keeping has therefore gone from being a “future concept” to becoming a concrete tool that many are considering in practice. At the same time, it raises important questions: Is it legal? Is it safe? Can the text be trusted? And what does “free” really mean when it comes to handling data, responsibilities and work routines correctly?

Below we explain what AI-generated journal notes are, how the Medivox service is typically used from recording/dictation to finished note, who it is suitable for, and what benefits and limitations are worth knowing.

1. Introduction - Medivox launches free AI service for medical notes

In a nutshell: Medivox offers a free service where you can record or dictate what happens in the consultation (or summarize afterwards), and get a suggested journal note generated by the AI. The note can be formatted in a more structured way (for example, in a familiar journal template), and can then be reviewed and edited before being entered into the journal system.

This is not an “autopilot” for record keeping. Used correctly, it's a writing and structuring tool that can save time and improve flow - but requires clear routines for privacy, access management and quality assurance.

2. What does «AI-generated journal notes» mean (briefly explained)?

AI-generated journal entries mean that a computer program (often based on language models) helps to:

• Transcribe speech to text (whether you are recording or dictating)
• Summarize and structure information (symptoms, findings, assessment, plan)
• Suggest formulations in more clinical language, often in a fixed template

Important clarification: AI does not “understand” the patient the way a clinician does. It recognizes patterns in language and makes suggestions based on the input it receives. Therefore, the result must always be critically evaluated before it is used as the final journal text.

3. What does Medivox offer - features, workflow and typical applications

While details may vary between services and configurations, this is often the workflow for AI journaling - and this is what Medivox is now making available for free:

Typical workflow: from recording/dictation to finished note

1. Start a session

   • You create a new note session for a consultation or conference call.

2. Recording or dictation

   • Either record the conversation (where legal and practical) or dictate a summary afterwards.
   • Many people prefer a “post-dictation” to reduce risk and avoid recording the patient's voice.

3. Transcription (speech → text)

   • Audio is converted to text. This can result in a rough draft with potential errors (names, drugs, numbers, abbreviations).

4. AI generation of journal notes

   • AI creates a structured note, often following a template (e.g. SOAP or other practice-adapted structure).

5. Clinical review and editing

   • You check facts, clarify assessments, remove irrelevant information and ensure that the text is professionally and legally sound.

6. Transfer to medical record system

   • The note is copied/transferred to the journal system in line with local practice and access management.

Typical applications

• Consultations with a lot of information (complex issues)
• Summary of telephone consultations
• Control hours with standardized structure
• Referral texts and discharge summaries (as drafts)
• Interdisciplinary meetings where there is a lot of documentation

4. Why this is relevant now - documentation burden, efficiency and quality

AI journaling is particularly relevant now for three reasons:

1. Time spent and workload

   • Many find that record-keeping eats up patient time or is added after working hours.

2. Increased requirements for documentation

   • More detailed requirements, more controls, more coordination - and greater expectations of traceability.

3. Need for structure and quality

   • Good structure makes it easier to:
     • find information again
     • Communicate with other therapists
     • Ensure continuity and patient safety

AI can provide pace and structure, but cannot take responsibility for medical assessments or final documentation.

5. Comparison/market context - Medivox vs. Noteless, Medbric, Journalia and skrift.md

The market for AI-supported documentation in healthcare is developing rapidly. Services such as Noteless, Medbric, Journalia and skrift.md (and others) have helped make “AI notes” more widely known. Medivox's launch should be understood in this context: multiple vendors trying to solve the same core problem - time crunch and documentation burden - but with different priorities.

When comparing solutions, it's often these differences that matter most in practice:

Key points of comparison

• Workflow: direct recording vs. post-dictation, how much manual work remains
• Quality in Norwegian health language: abbreviations, drugs, numbers, local expressions
• Structure and templates: how well notes are adapted to the subject area and journal practice
• Integrations: whether the solution can be connected to an EHR system or requires manual copy/paste
• Privacy and contracts: data processing agreement (DPA), storage, subcontractors
• Safety and security: access management, logging, encryption, authentication
• Price and restrictions: free level, volume limits, features behind paywall

Medivox distinguishes itself in this launch by offering a free entrance. For many, this lowers the threshold for testing new workflows - but also makes it extra important to read terms and conditions and understand what “free” does and does not include.

6. Privacy, data security and compliance - what readers should know

Medical record data is among the most sensitive personal data in existence. That's why it's not enough for a service to “work” - it also needs to be used and operated in a way that complies with regulations and internal procedures.

Is it legal?

It may be legal to use AI support for record keeping, but legality depends on, among other things:

• Processing basis and purpose (health care/record keeping)
• Role clarification: who is the data controller and who is the data processor
• Data processing agreement (DPA) between the business and the supplier
• Where data is stored and processed (geography and subcontractors)
• If audio recordings are made, and how consent/disclosure is handled

Important safety topics to clarify

• Storage: Are audio, transcripts or finished notes stored? For how long?
• Access management: Who in the business can see what?
• Logging: Is there an audit trail for access and changes?
• Encryption: Protection in transport and storage
• Subcontractors: Which AI models/services are included and which agreements apply?

Practical rule of thumb: If you can't get clear answers about where data is going, who has access, and what is being stored - you should pause before deploying the solution on real patient data.

7. Quality and risk - errors, hallucinations, bias, and the need for human control

AI can write persuasive text that is nevertheless wrong. Three types of risk are common:

• Transcription errors: misheard numbers, doses, names, timelines
• “Hallucinations”: AI adds details that weren't said (such as findings, duration or actions)
• Imbalances/bias: linguistic patterns can lead to unfortunate assumptions, especially with insufficient input

Consequence: Clinicians are still responsible

Regardless of how good the service is, the journal note must:

• reviewed
• corrected
• approved

A good routine is to have a fixed “check sequence” before signing: diagnosis/assessment, drugs/doses, red flags, plan/follow-up, and critical numbers.

8. Who is the service suitable for?

Typical user groups

• GPs and out-of-hours services
• Specialists in private practice
• Psychologists and therapists (especially in the case of structured summaries after appointments)
• Physiotherapists/chiropractors with standardized notes
• Clinic management that supports documentation flow (with proper access)

When it can be useful

• when you want to reduce the backlog of journal work
• when you want more structure in your notes
• when you have many similar consultation types

When it may be less suitable

• for highly complex processes where precision in details is critical
• where recording is not practical or creates patient anxiety
• if the business lacks a clear privacy/security setup

9. How to get started - step-by-step overview and pre-use checklist

Step-by-step (practical)

1. Clarify internally whether AI notes are allowed in the business and under what conditions.
2. Read terms and privacy policy documentation for Medivox (and any subcontractors).
3. Put in place a data processing agreement (DPA) if you are going to use the service with patient data.
4. Set up access management (users, roles, two-factor where possible).
5. Define your workflow: recording or post-dictation, and who does the quality assurance.
6. Test with non-sensitive data first (or in a demo mode) to understand the error types.
7. Roll out gradually: start with selected consultation types and evaluate quality and time spent.

Checklist before you start using AI journaling

• [ ] Available data processing agreement (DPA)?
• [ ] Do you know what is stored (audio/text/note) and how long?
• [ ] Do you know where data is processed (country/region) and who are the subcontractors?
• [ ] Has the solution Access management, logging and encryption?
• [ ] Do you have a routine for quality assurance before signing?
• [ ] Has it been clarified responsibility (who approves, who follows up deviations)?
• [ ] Is patient information and consent handled in a safe manner if recordings are made?

10. Price, free model and any restrictions

Medivox launches the service as free of charge, but “free” in practice often means one of the following:

• Volume limitation (number of notes per month / number of minutes of audio)
• Functional limitation (advanced templates, exports, integrations or team features require paid plan)
• Limited storage time or limited history
• Priority support only for paying customers

Before building routines around the tool, you should therefore check:

• what is actually included in the free tier
• what constraints may affect clinical operations
• whether price can be changed when trial periods or campaigns expire

11. Future prospects - how AI can change record keeping and the patient encounter

AI in journaling points in the direction of:

• More structured documentation that can be reused in quality systems and processes
• Less time on the keyboard and more time for the patient (if the tool is well integrated)
• More standardization, but also the risk of “generic” notes if you are not conscious of
• Better flow between speech, text and journal, especially as integrations and security mature

At the same time, requirements for compliance, audit trail and data security likely to become stricter, not weaker. The most successful companies are often those that combine technology with clear routines.

12. Conclusion - summary, what to consider and next steps

Medivox's free service for AI-generated journal notes makes it easier for more people to test AI-supported documentation in practice. The benefits can be significant: less time spent on typing, more structure in notes and better flow in a busy clinical environment. At the same time, there are clear limitations: AI can make mistakes, articulate convincingly without being correct, and handles sensitive information that requires the right agreements and security measures.

This is what you should investigate before you start using the service

1. Data processing agreement (DPA): in place, signed, understood
2. Storage and data processing: what is stored, where, for how long, and who has access
3. Access management and logging: role-based access, audit trail, two-factor where possible
4. Quality assurance: fixed routine for review before signing, and deviation routines
5. Responsibility: clear that the healthcare professional has ultimate responsibility for the journal content
6. Free terms and conditions: volume limits, features, and what happens when you upgrade

The next step could be to test the solution on a small scale, measure time spent and error types, and only then consider a wider roll-out. AI record-keeping can be a real boost - but the best effect is achieved when the technology is used with sobriety, control and a good framework.