Using TherapyFuel Scribe to Generate a Progress Note – TherapyNotes

With TherapyFuel Scribe enabled, a complete transcript of your session is automatically generated so you can focus on what truly matters—your clients. Whether your session is conducted through TherapyNotes Telehealth or in person, TherapyFuel Scribe can streamline your workflow and support progress note creation using the session transcript. This means more time for your clients and less time spent documenting.

Tip: Looking for more flexibility? TherapyNotes allows you to create your own Progress Note templates directly from the Library. Use pre-built templates SOAP, DAP, BIRP and tailor it to your needs. To learn more, read Customize Progress Notes.

Role Required: Clinician or Supervisor

Telehealth Sessions

Start a Telehealth session. To learn more about Starting a Telehealth Session, visit our help center.
Once both you and your client have joined the TherapyNotes Telehealth session, a TherapyFuel Scribe button will appear at the bottom of your screen. When hovering over the Scribe button, you’ll see a “Start Scribe” tooltip.

Note: Recording is off by default.

Enable the recording by clicking Start Scribe.

Note: The recording must be at least 8 minutes long for a transcript to be generated.

Conduct your session as usual. When your session has finished, click Leave Session to stop recording and end your telehealth call. When finished, click Leave Session to end it.
The transcript processing can take up to 5 minutes. No action is needed from you - TherapyFuel handles this for you.

In-Person Sessions

Open the appointment from Home, Scheduling, or To-Do list tab.
Click Start TherapyFuel Scribe.

Quick Tip: Depending on your browser, you may need to grant microphone access.

TherapyFuel Scribe will be paused by default. Click Start Scribe to begin recording.

Note: The session must be at least 8 minutes long for a transcript to be processed.

Conduct your session as usual. When your session has finished, click End Scribe to stop recording.
TherapyFuel will process the transcript within 5 minutes, no action is required.

Using the Transcript to Generate a Progress Note

Open the associated progress note.
Toggle Use TherapyFuel to expand the TherapyFuel banner.
Confirm or update the Treatment Approach.
You may see status updates that reflect the progress of your transcription. These updates help explain whether the transcript is ready for use, still being processed, or has not met the minimum requirements.
- Transcript did not meet the minimum requirements - To generate a progress note with a transcript with TherapyFuel Scribe, your transcribed session must be longer than eight minutes. If this message appears, you must use the Generate a Progress Note from Summary feature instead.

- Session still in progress. Transcript not yet available. - A transcript isn't generated while your session is still in progress. The transcript will become available once the session has ended.

Rendering in progress. Transcript is not yet available. - The transcript is still rendering and isn't available for use yet. Transcripts may take up to 5 minutes to finish processing after the end of the session. You can refresh the page to check for status updates.

Use TherapyFuel Scribe transcript from {transcript date/time} - Once the transcript is ready, it will be marked as available for note generation. The transcript timestamp reflects the date and time the transcript was created, which is immediately after the session is complete.

Fill out the remaining non-SOAP fields.
Click Generate Note to populate the applicable Progress Note fields using TherapyFuel automatically.

Once your note has been generated, review it for accuracy and make any adjustments as necessary.
To refine TherapyFuel-generated content, make edits manually or use ReFuel to regenerate content based on your guidance. See Refine Generated Content with ReFuel below.
Sign your note once reviewed.

Tip: Use Clinical Voice Settings to adjust your preferences for tone, formality, note length, language, and more; so your supercharged notes stay consistent and authentic with how you practice. To learn more, read TherapyFuel User Settings.

Refine Generated Content with ReFuel

After generating your Progress Note with TherapyFuel, review the content for accuracy. If you want to adjust TherapyFuel-generated content before signing the note, use ReFuel to provide instructions for how you'd like the content changed.

For example, you can ask ReFuel to:

Make content more concise
Emphasize important session details
Reorganize information
Adjust the tone
Make other changes to better reflect the session and your documentation needs

Refine Multiple Sections

To refine one or more TherapyFuel-generated sections at the same time:

Click ReFuel in the TherapyFuel banner at the top of the Progress Note.

Select the sections you want to regenerate. All eligible TherapyFuel-generated sections are selected by default.
Enter Revision Instructions, select an Adjust Tone option, or both.
Click ReFuel to regenerate the selected sections.

Review the regenerated content for accuracy and make any additional changes as needed.

Note: Only sections that were originally generated by TherapyFuel can be selected.

Refine an Individual Section

You can also refine a single TherapyFuel-generated section:

Click ReFuel in the upper-right corner of the section you want to update.

Enter Revision Instructions, select an Adjust Tone option, or both.
Click ReFuel.
Review the current content alongside the regenerated version.
Choose Insert to replace the current content with the ReFuel-generated version, or click Cancel to return to the note without applying the changes.

Note: You can ReFuel content up to 50 times per Progress Note. Revision instructions apply only to the current regeneration and are not saved for future use.

Troubleshooting TherapyFuel Scribe

If TherapyFuel Scribe is unable to generate a Progress Note, one of the following messages may appear.

“TherapyFuel Scribe was unable to create a quality transcript for this session. Please enter a Session Summary to generate your note with TherapyFuel.”

This message indicates that TherapyFuel Scribe couldn't generate a transcript with enough quality to create a Progress Note automatically.

This may occur if:

The recording is less than 8 minutes in length.
The recording contains poor audio quality, such as static, background noise, or audio cutting in and out.
An issue occurred while transcribing the recording.
The transcript contains content that TherapyFuel was unable to use to generate a Progress Note. While TherapyFuel includes safeguards to help ensure appropriate use, they can occasionally prevent a note from being generated.

Resolution

If this message appears, enter a Session Summary and generate the Progress Note using that summary instead of the recording.

“Unable to generate note. Please rework Session Summary and try again.”

This message indicates that TherapyFuel was unable to generate a Progress Note from the Session Summary provided.

This may occur when the Session Summary triggers safety systems used by the underlying AI technology that powers TherapyFuel. Although these safeguards are designed to prevent misuse, they can occasionally block clinical documentation.

Resolution

Review your Session Summary, make any necessary revisions, and try generating the note again.

"TherapyFuel is currently unavailable and unable to generate the Progress Note. Please try again shortly."

This message indicates that TherapyFuel is temporarily unavailable.

Possible causes include:

A temporary interruption with one of the services used to process recordings or generate notes.
A temporary outage affecting one of TherapyFuel's underlying technology providers.

Resolution

Wait a few minutes and try generating the Progress Note again. If the problem persists, check the TherapyNotes Status Page or contact TherapyNotes Support for additional assistance.

Tips for Successful Note Generation

To improve the likelihood of successfully generating a Progress Note:

Record at least 8 minutes of the therapy session.
Ensure your microphone captures clear audio with minimal background noise.
If using a Session Summary, provide enough clinical detail to accurately describe the session.
If note generation isn't successful using a recording, try generating the note using a Session Summary instead.

Invalid ReFuel Instructions

If ReFuel cannot complete your requested revision, you'll see the following message:

Unable to ReFuel. Please reword your instructions.

Try revising your instructions so they clearly describe how you want the selected TherapyFuel-generated content adjusted. ReFuel works best when your instructions are specific and can be completed using information already available in the note or session content.

ReFuel may be unable to complete instructions that:

Request information that isn't available. ReFuel can refine the information available to TherapyFuel, but it cannot add clinical details that weren't provided. For example, asking to include a medication response when no medication response was documented, or asking to add more about the client’s childhood when their childhood history is not available.
Are too broad or unclear. Instructions such as "Make it better" or "Improve this" may not provide enough direction. Instead, describe the specific change you'd like, such as "Make this section more concise" or "Emphasize the client's progress toward their treatment goal."
Ask ReFuel to perform an action outside of the Progress Note. ReFuel is designed to revise TherapyFuel-generated note content and cannot perform actions such as sending information to an insurance company, emailing a patient, or scheduling an appointment.
Ask for clinical or administrative information to be represented inaccurately. ReFuel cannot make changes that would introduce or alter facts in a way that isn't supported by the available session information.
Ask to remove or change clinically significant safety information in a way that could make the documentation inaccurate or incomplete.
Otherwise cannot be safely or appropriately completed.

If your request can't be completed, try providing more specific instructions using information documented from the session.

Tip: ReFuel works best with specific instructions focused on revising the selected note content. For example, try "Make this section more concise," "Emphasize the client's reported improvement in sleep," or "Reorganize this section to focus on the interventions used."

TherapyFuel Scribe FAQs

Is there a TherapyFuel AI consent form I can send to my clients?

Yes! A Consent for Use of Artificial Intelligence form is available in the Library > Portal Forms section. You can customize and share this form with clients via their TherapyPortal account. To learn more about the consent form, read our help article.

Can I see a copy of the session transcript?

Not at this time. Viewing transcripts is currently not supported but may be added to a future release.

Are transcripts saved permanently?

No. Transcripts are deleted once the SOAP note is signed or after 30 days if the note remains unsigned.

Can I use ReFuel after signing a Progress Note?

No. ReFuel is available only while an eligible TherapyFuel-generated Progress Note remains unsigned. Once the note has been signed, ReFuel is no longer available.

For more information about TherapyFuel, visit the TherapyFuel Overview or our FAQs.