Quick Start Guide

Follow these simple steps to start using ScribeCraft in your consultations.

Log into Merlin

Access ScribeCraft through your dedicated account on the Merlin platform. Navigate to merlin.apolloiq.co.uk and sign in with your credentials. No software to install — ScribeCraft runs entirely in your browser.

 Tip: ScribeCraft works on Chrome, Edge, Firefox, and Safari — on any device with a microphone
      and internet connection.

Set Up Your Microphone

Before your first session, ensure your microphone is configured correctly:

Select your microphone — Click the microphone icon next to the Start button and choose your preferred device from the list.
Test audio capture — Verify the microphone picks up your voice clearly at a comfortable distance.
Grant browser permissions — When prompted, click Allow to let ScribeCraft access your microphone. If you accidentally blocked it, click the lock icon in the address bar and change the Microphone setting to Allow.

 Tip: A USB desk microphone gives the best audio quality. Your laptop's built-in microphone works
      well for short distances. Position the microphone 30-50 cm from the speaker for optimal results.

Choose a Note Format

Select from the available clinical templates — SOAP notes, clinical letters, referral letters, or specialty-specific formats. Choosing the right template before recording helps ScribeCraft structure information exactly the way you need it.

Inform the Patient

Before starting the recording, let the patient know you'll be using ScribeCraft. Under UK GDPR, the legal basis is public interest (healthcare provision), so a separate consent form is not required — but patients should always be informed.

Suggested phrasing: "I'll be using a digital assistant that transcribes our conversation to generate clinical notes. Are you happy with that?"

Tip: Ensure your practice privacy policy has been updated with the ScribeCraft addendum and a notice is displayed in your waiting room. See For Practices for templates.

Start Recording

Press the Start button to begin recording. Conduct your consultation naturally — ScribeCraft works in the background without interrupting your clinical workflow.

Stop and Process

When the consultation ends, click Stop. ScribeCraft will automatically process the conversation and generate a structured clinical note according to your chosen template. Processing usually takes just a few seconds.

Review and Edit

Read the generated draft carefully. Check that all clinical details are accurate — especially medication doses, numerical values, and diagnoses. Edit directly in the editor if any corrections are needed.

Important: Always review the generated note before using it officially. ScribeCraft produces draft documents — final clinical responsibility remains with you.

Copy and File

Once you're satisfied with the note:

Copy to your EPR — Paste the note directly into EMIS Web, SystmOne, Vision, or any EPR system.
Export as PDF — Generate a professional document for printing or patient records.

 Tip: Notes are saved automatically in your Merlin account. You can return to any previous note
      from the History section at any time.