How to use Surgery Intellect effectively
To get the best results from Surgery Intellect, follow these simple steps
1 . Set up before you start a clinic
Test your audio setup by creating a test consultation
Make sure your microphone is listed as an input and that the audio bar is moving when you speak
Record at least 30 seconds of test audio, then transcribe it and check the text to confirm the audio is being picked up correctly
2 . Choose the right microphone
Most laptop microphones work well, but a higher quality microphone will improve results
If your device doesn't capture clear audio, consider using an external USB microphone or a webcam with an omnidirectional mic
3 . Communicate clearly during consultations
Aim for one person speaking at a time
Use closed-loop communication - repeat information details back to the patient to improve accuracy
If a patient mentions medication names, repeat them back to ensure correct transcription
4 . Optimise your environment
Position the device or microphone as close as possible to you and the patient
Reduce background noise wherever you can
5 . Check and edit your notes
The transcription system is highly accurate, but errors can happen
Always review the generated clinic note and letter carefully for mistakes
Use the edit function to correct any errors before finalising the notes
Should we inform patients that we are using Surgery Intellect?
Yes. We recommend being transparent with patients. To support this, we've provided patient facing resources, including posters and ready-to-use templates for social medica, email, and SMS
Explore our collection of patient facing resources here
How do I access the DPIA?
You can view our DPIA here
For full details on Surgery Intellect Compliance and Regulations, view our Help Centre Guide here
Where and how is the consultation data stored?
Consultation data is stored in TORTUS for 24 hours. Once saved to Surgery Connect, it's kept for the same period as call recordings. 3 years as default, but this can be amended if required
What SNOMED Codes are used, and can these be edited?
Surgery Intellect automatically suggests relevant SNOMED codes based on the consultation. Each code shows the linked content and values
You can toggle codes on or off as needed
See the full list of Medical Codes available in TORTUS here
Can I save the content to the Clinical Record?
Yes - we have had the necessary approval to facilitate the filing of Surgery Intellect to the Patient Record. To dictate which data is saved to the Clinical Record, navigate to the Phonebar Settings Integration Tab
Can it transcribe accents?
Yes, although it may struggle with very strong accents. If a patient has a strong accent we recommend using closed loops communications and repeating key parts of the consultation - especially medication names, to ensure accuracy
What should I do if I'm having issues with the call quality?
First, check the call recording to confirm the audio is clear. If not, test your microphone and ensure both parties are speaking clearly during the consultation. If issues persist or the cause isn't clear, raise a ticket with our Support Team via the Support Portal
What should I do if I'm having issues with the content quality?
It is important to always review the clinic note and letter for transcription errors, and use the edit function to correct them before saving to the clinical record
Hallucinations: False or misleading information that has been generated
Omissions: Relevant information that has been missed
Reporting Issues
The Thumbs Up / Thumbs Down icons should be used to highlight any issues with the content
TORTUS customer feedback is reviewed on a regular basis by the TORTUS Product team. If a significant issue is identified, customers will be notified and also provided updates on a resolution. General product feedback is taken on board, triaged, and fed into future product development cycles where relevant
If you have concerns about accuracy, raise this with our Support team so we can investigate and escalate if needed
At what stage in the consultation should I activate Surgery Intellect?
For phone consultations, activate Intellect in the Phonebar at the start of the call. However this can be activated at any point at the call - it will still cover content mentioned even before the icon was clicked
If you forget to activate Surgery Intellect while the call was ongoing, you can still add it afterwards via Patient Contact History
For Face-to-face consultations, Intellect must be running from the beginning to record all content. If it starts late, repeat any missed details or add them as a note at the end s they appear in the outputs
For more information, see our Patient Led Intellect and Standalone Mode Help Guides