Getting Started with Pippen: Your 5-Minute Onboarding Guide

Getting started with Pippen comes down to three practical steps: seeing the workflow, setting up clear audio, and preparing a simple patient-consent process. This guide brings those steps together so you and your clinic team can prepare for your first encounters.

1. Watch the five-minute Pippen demo

Start with this short walkthrough of the Pippen workflow. The video shows how Pippen supports an encounter from the conversation through to a draft clinical note for the physician to review and edit.

2. Set up a microphone that captures the full conversation

Pippen captures a clinical conversation, not only physician dictation. Clear audio helps produce a clearer transcript, which gives Pippen better source material for the draft note.

There are many microphone options available, and you do not need to use one specific model with Pippen. The options below are simply examples we have tested and used in our own clinic.

Omnidirectional microphone: a practical clinic-room setup

An omnidirectional microphone captures sound from around the room, making it a useful default when the physician, patient, or another participant may be speaking from different positions.

The TONOR TM20 USB conference microphone is the model we use in our clinic. It offers 360-degree pickup, connects to a Windows or Mac computer by USB, and does not require a separate driver. It is a practical, moderately priced option rather than the only microphone that will work with Pippen.

View the TONOR TM20 on Amazon

Wireless microphone: a portable option

For physicians who work across rooms, clinics, or devices, a wireless system may be more convenient. After testing several options, the DJI Mic Mini was the wireless microphone we preferred. It is lightweight, has long battery life, and supports flexible use across phones and computers with the appropriate connection.

View the DJI Mic Mini kit on Amazon Canada

Quick audio check before your first encounter

• Select the intended microphone in your computer or device settings.
• Place an omnidirectional microphone where it can clearly capture everyone in the conversation.
• For a wireless microphone, confirm the transmitter and receiver are connected and charged.
• Record a short test encounter and check the transcript before using the setup in a full clinic day.

For more audio and workflow tips, read Top Tips for Getting More Out of Pippen.

3. Prepare your patient-consent process

Before beginning an encounter, explain Pippen’s purpose, how it works, and how the recorded information is used. Our existing consent guidance summarizes the process and links to CMPA guidance.

A practical clinic workflow can include:

1. Clinic signage: Display a notice so patients know the clinic uses AI-assisted documentation and audio recording.
2. A verbal explanation and consent: Explain Pippen before recording and give the patient an opportunity to ask questions or decline.
3. Optional written consent: A signed form may support your clinic’s workflow, but written consent is optional and is not required in order to obtain consent.
4. Patient-facing information: Make a plain-language document available for patients who want more detail about how Pippen handles information.
5. Documentation: Record the consent according to your clinic’s policies and workflow.

Download the clinic resources

• Clinic signage: Download the Notice of Using AI and Audio Recordings (.docx)
• Optional written patient consent form: Download Patient Consent to Use Pippen (.pdf)
• Patient-facing guide: Download How Does Pippen Use Data? (.pdf)

Clinics should apply their own policies and may wish to consult their legal or privacy advisors about the consent process that is appropriate for their practice.

Ready for your first encounter

Before clinic starts, confirm that you have:

• Watched the five-minute demo.
• Selected and tested your microphone.
• Displayed the clinic notice.
• Prepared your preferred consent workflow.
• Made the optional written consent form and patient-facing guide available to your team.

These few setup steps make it easier to start an encounter and stay focused on the patient.

If you have any questions or need support with onboarding, reach us anytime at team@pippen.ai.

Schedule a one-on-one demo here.