YOUR WORDS, WELL ORGANISED
How ComfortNotes worksFrom your words
to clearer notes.
Choose a service. Capture what happened. Review the draft. The detail stays behind the scenes.
FROM SIGN-UP TO YOUR FIRST NOTES
Getting started is simple
A clear path for your clinic, with support along the way.
Create your account
Use the confirmation email, then return here and sign in. Email confirmation does not grant clinic access.
Set up your clinic
When applications are open, submit your clinic name, address and patient-facing contact details. Colleagues with an invitation can join an existing clinic instead.
Get access
We review your clinic application before granting access. Set up your authenticator and complete two-step sign-in. Approval is not instant.
Start an appointment
Select the patient and appointment service, complete the processing checks, then capture your notes. Obtain everyone’s agreement before recording.
Review and finish
Check and approve the clinical record first. Prepare your appointment pack, review and approve the documents you need, then export. Nothing is sent automatically.
Clinic access follows application review—not email confirmation alone.
FIRST TIME HERE?
Join your clinic. Then start your appointment.
Invited colleague: sign in with the email your administrator invited. Open Join your clinic, paste the invitation code and select Accept invitation. Already confirmed your email? Use that account; do not register again.
New account: expand New to ComfortNotes? Create an account, enter your invited email and code, and confirm your email using the message we send. Return to ComfortNotes, sign in and accept the invitation. Keep the code until you have joined.
New clinic: when applications are open, create and confirm your account, sign in and expand Register a new clinic. Supply your clinic name, address and contact details for letters. The platform owner reviews the application before granting access. Joining an existing clinic does not require a new clinic application.
YOUR ASSIGNED WORKSPACES
Your profession. Your workspace.
Your clinic administrator assigns the workspaces available to your clinic and eligible for your account. Open Account to find and open your assigned workspace.
After choosing an appointment, follow Capture → Review → Appointment pack. Capture your notes or dictation; review, correct and approve the clinical record; then prepare and approve the supporting documents you need. Templates and document options vary by profession.
Correct the clinical record before preparing the pack. Manual edits do not use an AI revision, but saved letters never update themselves. Correction and refresh controls can differ between workspaces; follow the current review notices.
Not every workspace is available to every clinic or account. Follow the scope, availability notices and any testing restrictions shown in your workspace before entering patient information.
- 01
Choose your service
Start with a coloured circle: microsuction, hearing test, tinnitus, hearing-aid fitting, follow-up or Other. For a combined visit, use Add or change services. Everything stays in one consultation.
- 02
Capture it your way
Select New patient to assign a clinic-prefixed reference automatically, or Find existing patient to reuse their reference. Check the name and reference against your clinic record. For a Follow-up, find the patient and review your saved earlier appointments before continuing with today’s notes. Earlier records stay unchanged; previous findings and consent are not copied. Then type short notes or select Dictate notes. The collapsible Dictation prompts above the notes offer short cues and Clinical sections to cover, matching the headings for this appointment. They are not saved as notes or sent as patient evidence. Dictate a clear point for each relevant heading; unknown or unmentioned details remain unrecorded and need your review. Choose Live dictation for text appearing in the main notes area as you speak, or choose Dictate notes for transcription after each recording segment or Stop. The checks open beside this step; Confirm & start recording begins recording. In the Appointment pack stage, patient letters are selected by default. Select Individual Management Plan for recorded goals, actions and progress. It is prepared after clinical approval and needs separate approval. Read earlier plans in Previous appointments; they are not copied automatically. Open Letters & referrals only when needed: choose GP update, ENT referral, Another clinician or service and/or Custom letter, then add the recipient and reason for each. For hearing tests, Add test results opens optional measured results. Guides and examples are in Help; extra findings can also be added during review. You do not need to repeat what is already in your notes.
- 03
Review the clinical record first
Select Prepare clinical record. Your notes and completed transcripts are used to prepare the clinical record first. Read the full-width clinical record against your source notes and use Edit wording for corrections. Select Details to check or the approval button to open your review. Clarify conflicting source information before approval. In audiology, use Add clarification or Confirm section correction to enter and confirm the complete corrected section. This retains the original source and review checks without an AI regeneration. If details genuinely remain unrecorded, explain the limitation once in the clinician review note. Confirm your checks, then select Approve & save clinical note. Export becomes available only after saving succeeds. Then open the Appointment pack stage and select Prepare appointment pack to create the selected supporting documents from the approved clinical wording. If no correction is needed, simply complete the review and approve the record—there is no extra correction step. Review and approve each supporting document you need before exporting; nothing is sent automatically.
OPTIONAL · OTOSCOPY PHOTOS
The right photo.
The right place.
Open Otoscopy photos during a microsuction, hearing-test or tinnitus appointment. Acknowledge the photo-storage permission, choose a labelled box, then select your file. It uploads with the ear and stage already labelled.
Microsuction has before-and-after boxes for each ear. Hearing-test and tinnitus appointments use left and right assessment boxes. A combined visit uses the microsuction layout if that service is included.
Each photo has Clinician review & sign-off, attached to that ear and stage. Record the patient’s photo-review choice, consult research links, and enter your own findings, limitations and conclusion. Select Confirm my observations, or defer the review. Only confirmed clinician-written findings relevant to the selected services enter the AI draft—not the image or reference content. Automated image interpretation and reference-image matching remain unavailable.
Labels come from your chosen box, not image recognition. Use Correct ear or stage if you chose the wrong one.
OTOSCOPY DOCUMENTATION ASSISTANT
Your observations. Clearer wording.
Upload and check the ear and stage, write your observations and limitations, then confirm them. Optionally open Otoscopy reference library · guidance & terminology beside your photos for publisher links, terminology and a clearly labelled fictional wording example.
The library is manually browsed: it does not match photographs to conditions, supply patient findings or send reference content to AI. Patient photographs are not analysed or used for training. Select Prepare clinical record to organise your notes and confirmed written findings, review and approve the record, then prepare letters from its approved wording.
The separate AI evidence evaluator remains restricted to fictional written examples; its reviewed evidence collection is not the manual reference library.
YOUR FINDINGS, ORGANISED
A draft. Not a decision.
The AI uses your source notes, transcript and confirmed written photo findings to organise the record for the selected services. Your original notes stay unchanged.
Check for omissions, errors and unsupported wording. Add only details you know; leave unknowns unknown. The app does not diagnose conditions from photos or decide treatment.
Your appointment pack shows every generated document as a card. Patient letters, requested GP correspondence, recorded hearing results and follow-up tasks are easy to find. Approve the clinical record first, then each additional document you need. Nothing is sent automatically.
SAVE, THEN FINISH
Keep your work close.
Signed-in consultations save automatically once the required acknowledgements are complete. Your saved work stays private by default within your clinic’s ComfortNotes workspace. When clinic sharing is enabled, you can explicitly share selected approved document versions with named clinic colleagues. Wait for All changes saved before leaving. If saving fails, select Retry and keep the tab open until saving is confirmed. Find saved work under Saved consultations.
Saving a draft is not approval. Approve and save the clinical note to finish; you do not have to approve the optional documents. Changing the original notes, transcripts or other source details preserves previous wording but can mark drafts outdated and require fresh generation. A manual correction within the clinical record is different: save it and complete renewed review. Existing supporting documents do not update automatically. Re-approve the clinical record, then choose Update appointment pack with AI. Check the selected documents and remaining allowances, compare the proposed replacements and accept those you need. Review and approve the updated documents. You can instead use Compare & confirm document in audiology, or Update this document manually in another enabled workspace when only its clinical record changed. AI preparation or comparison requests use the normal generation allowance; manual editing and approval do not.
Let recording, uploads and processing finish before closing or refreshing. Unsaved work and in-tab audio may be lost. Text and PDF exports do not include photographs.
LEARNING & RESOURCES
More than clinical notes.
Complete forms and questionnaires in your browser, review your answers and download a PDF. Browse ear-condition teaching photographs and publisher guidance links, separately from your patient records.
Form answers are not saved to ComfortNotes or sent to AI. Download your copy before closing. The teaching gallery is an educational draft with clinical review pending; it does not analyse patient photographs.
Explore Learning & Resources →A question along the way?
Find practical answers about notes, recording, photos and saving.