Recording is the heart of AllEars.Vet: you run the consultation as usual and the AI transcribes, identifies the data and documents everything.
Two ways to start
Open Record — on mobile, tap the central "+" (Create) button in the bottom navigation and choose Record consultation; on desktop, the + Create button at the top of the side menu (or New recording on the Consultations screen).
- Record right away: tap record and that's it. The AI identifies the patient and the clinical data from the conversation, and you correct whatever you need later.
- Prepare first: open Prepare consultation — through the "Who is this consultation for?" door or via "Attach exams or context", right below the record button. There you select or register the patient (and the Guardian) and attach exams or context. Nothing is mandatory: the AI fills in the rest from the recording.
While recording
A live "This consultation's data" card shows what the AI is identifying:
- Patient data: species, sex, neutering, breed, colour and date of birth.
- Clinical signs: weight, body condition score and vital signs such as temperature, heart and respiratory rate, CRT, mucous membranes, hydration and pain score.
You can correct or complete any item right there, without waiting for the consultation to end.
Asking Mima during the consultation
In the recording bar, to the left of the timer, the speech bubble icon opens the AI Chat without interrupting the appointment — the recording keeps running. On a computer Mima opens as a side panel, squeezing the consultation to the left; on a phone, full screen on top. Tap it again to close.
This is the way into the chat while recording: the recording bar takes the place of the app's top bar, and with it the AI Chat button in the top-right corner.
The recording panel: checklist and notes
In the recording bar, the Panel button opens a panel with two tabs: Checklist and Notes. It is the only extra panel on the screen, so it never competes with the AI suggestions for room. The badge on the button shows how many checklist questions were already asked (e.g. 2/6), even while the panel is closed.
On wide screens (1280 px and up) the panel sits in a column to the left of the consultation and stays open on the next recordings unless you close it. On smaller laptops it opens over the consultation, so the suggestions are not squeezed. On a phone it opens as a sheet from the bottom.
Consultation checklist
The checklist shows the questions of the chosen consultation template as a list you tick, so you follow your anamnesis without leaving the recording screen. The questions come from each section's Checklist questions field in Settings → Consultation templates; the instructions for the AI never show up here.
- Tap a question to mark it as asked; tap again to untick it.
- The AI ticks too what it heard answered in the conversation. Those show a dashed outline, an ear icon and the excerpt it heard. Tap to confirm, or Undo if it got it wrong. The AI never ticks something you unticked.
- The checkmarks are saved on the consultation: afterwards, on the Summary tab, the "Consultation checklist" block shows what was asked.
- When you finish, if any question is still open, the app lists them, with "Back to the consultation" and "Finish anyway". The reminder can be turned off per template.
Taking notes during the consultation (optional)
Some veterinarians prefer to type while they work, so they don't have to open a second tab or their computer's notepad. It is entirely optional: the AI keeps recording the consultation on its own.
Notes live on the Notes tab of the Panel, with the choice between Note and Prescription right above the field.
Each note keeps the minute of the recording at which you started writing it, and you can edit or delete it afterwards.
If you end the recording with text still in the field, without having pressed Save, it is saved as a note automatically, so nothing you wrote is lost.
Add note
Records an observation — something you noticed that was not said out loud, a measurement you would rather type, a detail you want to be sure ends up on the record.
What you write has two destinations: it goes into the AI-generated summary and clinical record, and it also appears exactly as you wrote it under "Veterinarian's notes", on the consultation's Summary tab. There, tapping the minute next to a note plays that moment of the audio.
It is worth typing what microphones usually get wrong: figures, doses and drug names. What you type takes priority over what was transcribed — including when filling the "This consultation's data" card.
Prescription
This is a draft of what you intend to prescribe, not the prescription itself. Nothing is issued or signed on the spot, so you don't need a linked patient, a configured licence number or a recorded weight during the consultation.
When the consultation ends, that draft becomes the basis of the suggested prescription, on the Prescriptions tab — already written up from your own words, ready to review, approve and issue as usual. If the consultation has no linked patient, use the "Create prescription from the note" button in the Veterinarian's notes block. If you would rather the AI not suggest prescriptions, turn off Suggest the prescription in Settings → AI automations; the note's button keeps working.
If the microphone stops picking up sound
If audio stops being captured at any point — a muted microphone, the wrong input selected, a headset that disconnects, another app taking the microphone — the app tells you during the consultation, not after:
- the timer and the recording dot turn red, with a "no audio" note beside them, and the level bars show up on the phone too (flat, which is what tells you no sound is coming in);
- a strip explains what happened and what to check;
- on the installed app, the device vibrates once — that is your cue to look at the screen;
- if you have left the recording screen, the top strip (phone) and the sidebar indicator (desktop) swap "Consultation recording" for "Recording with no audio", in red.
On a computer, before warning you, the app tries to reconnect the microphone on its own: it asks the browser for the input again (the one you chose or, if it is gone, the system default) and keeps recording without interrupting the consultation. The warning only shows when that does not work. When you see it, check the microphone (muted, cable, selected input, another app using it). As soon as sound returns, the warning clears on its own. The stretch that went uncaptured cannot be recovered, so the sooner you notice the less is lost — and it is worth dictating again whatever was said in that interval.
If part of the audio is missing
A recording can end with part of its audio never reaching the server: the connection dropped at the end of the visit, the computer went to sleep, the app was closed before it finished uploading. When that happens:
- the consultation shows a notice, "The saved audio does not cover the whole consultation", with how much was kept and how long the visit lasted, so you know the summary may be incomplete;
- the device that recorded keeps whatever it could not send for up to 7 days. The next time you open the recording screen on it, the app sends what was missing and the consultation is rebuilt on its own: the complete audio replaces the partial one, the transcript is redone and the notice changes to "Audio recovered";
- the summary and the record are left unchanged by that rebuild. To update them from the complete transcript, use Reprocess analysis on the consultation. If the consultation had no summary yet (the recording had failed), it is made from the complete audio;
- when what arrives later is only a short stretch of a consultation that was already complete (for example, the last few seconds from a phone that was still recording when you ended the consultation on another device), the transcript is redone without any notice.
Once you have read the "Audio recovered" notice, you can close it with the X.
Leaving the app while recording
In the installed app (Android and iPhone), the recording keeps running in the background. You can leave AllEars.Vet to photograph a lesion with the camera, reply to a message or even lock the screen — audio capture continues, with no time limit and no need to pause first.
Meanwhile, the device keeps the recording visible with its timer:
- Android: a persistent notification ("Recording consultation").
- iPhone: a Live Activity on the lock screen and in the Dynamic Island.
Tapping the notification or the Live Activity takes you straight back to the consultation.
On iPhone (newer versions of the app), if a call or another app takes the microphone, the "Recording paused by the system" notification tells you, and recording resumes on its own as soon as the microphone is released. If the iPhone itself closes the app mid-consultation (low memory, for example), the "Recording stopped" notification tells you within about two minutes. When you open the app again, it asks "Recording interrupted":
- Keep recording resumes the same consultation. The stretch while the app was closed is not recorded.
- End and process finishes the consultation with the audio saved so far.
These notifications appear when notifications from AllEars.Vet are allowed on the iPhone.
A paused recording stays open for up to 3 hours. After that, the consultation is ended and processed automatically with the audio already recorded.
In a browser it works differently: switching tabs or minimizing the window keeps the recording running, but closing the tab or the window ends and saves the consultation. On a phone, the browser may also suspend the page once it is in the background. If your appointments require the camera or another app mid-consultation, use the installed app.
If the computer goes to sleep (lid closed, idle suspend) with the recording open, the browser stops with it: nothing is captured in that interval, and the app cannot prevent it. On wake the app recognises the hole, takes that time off the timer (the consultation's duration is what was actually recorded, not the wall clock) and shows the missing-stretch warning. For long appointments with breaks, prefer to pause the recording before stepping away: the file ends up the same and you find out right there.
One recording at a time
Your account keeps a single active recording. If you start a new one while another is still running (on another device or tab), the app asks for confirmation and, once confirmed, finishes and saves the previous recording before starting the new one — nothing is lost.
When you finish
Stopping the recording immediately generates the summary and the medical record automatically with AI. It then opens the post-consultation review (optional), where you confirm patient, guardian, clinical signs and exams — if you change anything, the app reprocesses. See the next article for details.
Need the text right away, to paste into another system? While the final transcript is being prepared (it can take a few minutes), the consultation already shows the live transcript, with a Copy transcript button. In the post-consultation review, the processing notice has a Copy the live transcript link. Once the final version is ready, it replaces that text on its own. If part of the conversation was not captured live, the notice says the text may have gaps; if you can, wait for the complete version before copying. On the free plan the live transcript covers only the first 2 minutes, so the preview only appears for short recordings.
Record already written? Add it without recording
If the medical record is already written — during the visit or in another tool — there's no need to record anything. In Consultations, use the Add without recording button (on mobile, the pencil icon in the filter bar); on the patient page, Add → Consultation without recording. Pick the patient (optional), the date — past dates are accepted, great for bringing your history over — and the consultation template (your default is preselected). The record editor opens with the template's sections and checklist questions, ready for you to fill in.
A manual consultation has no audio, transcript or AI summary (it shows a Manual entry badge), but appears normally in the consultations list, the patient timeline, search and chat, and accepts linked prescriptions, files and documents. It also does not consume your monthly consultation quota.
If you'd rather not type from scratch, open the manual consultation, paste the anamnesis, pre-consultation questionnaire or your notes into the chat and ask Mima to write the record: she organizes the material into a structured clinical record and shows a card for you to confirm before saving.
Tip: start from your phone's home screen
The home-screen widgets and the app icon shortcuts let you start a recording with one tap, without even opening the app first.
Several consultations at once
In Consultations, tap Select next to Filters and tick the consultations. Change sets the patient, the visit type and, in a clinic, the attending veterinarian on all of them at once; only what you pick changes. Bulk Delete only takes drafts and failed recordings, with their audio. A finished consultation is deleted from the consultation itself, one at a time.