Use Vero to capture an in-person consultation or record your own spoken summary, then turn that information into a structured note. This guide covers setup, choosing a microphone, getting clear audio, and what to do if recording is not working.
Choose the right recording setup
In-person consultations: Use a laptop, desktop, phone, or tablet with a microphone that can clearly pick up everyone speaking. Start with the built-in microphone in a quiet room. If the patient is too quiet, consider an external microphone designed to capture a conversation.
Your own spoken summary: A built-in microphone, USB microphone, or headset microphone can work well when you are the only speaker. Record your summary in the encounter, then select Create when you are ready for a note.
Telehealth: Your microphone captures your voice, but may not capture the patient's call audio clearly. When using Vero in your browser, follow the Telehealth Mode guide to share the correct call tab and its audio.
Speaking directly into an editor: Live editor dictation inserts text where you are working. It is a separate workflow from recording an encounter and generating a note.
Vero desktop app: selecting Record captures your microphone and computer audio together. You do not need to share a tab or enable Telehealth Mode. See Desktop App for permissions and setup.
Before your first recording
Update your setup. Use an up-to-date Vero app or browser, and keep your device's operating system updated. Make sure your device has sufficient battery and a stable internet connection.
Check microphone access. Allow Vero to use your microphone when prompted. Your browser or app also needs microphone permission in your device's privacy settings.
Connect your microphone before starting. If using an external microphone or headset, make sure it is connected, charged if needed, and unmuted.
Set up an encounter
These steps describe the website recording bar. For the installed computer app, see Desktop App; for phone recording, see Mobile App (iOS & Android).
Open a new encounter.
In the recording bar at the bottom, select the waveform and chevron to open Audio settings, then choose Settings.
Under Microphone, select the device you want to use. Check this again after connecting or disconnecting headphones or another microphone.
Under Voice Language, select the languages that will be spoken. You can select up to three.
Under Output Language, choose the language you want for the generated note. This is separate from the spoken language. See Language Support.
Choose your note template in the recording bar. Leave Telehealth Mode off for an ordinary in-person consultation.
Microphone and language settings are locked during recording. Pause before changing them.
Record, pause, and create your note
Select Record. Confirm that recording has actually started before beginning the consultation.
Speak naturally. Open the waveform panel and select Transcript to check the captured text. Transcription can arrive in sections rather than appearing instantly word by word.
Select the pause icon when you need a break or want to stop capturing audio. Select Resume to continue in the same encounter.
When finished, pause and allow any remaining transcription to process.
Select Create to generate the note.
Review the entire generated note, correct anything inaccurate or missing, and only then copy or export it to your clinical record.
Recording is not the same as creating a note. A transcript or pasted context does not mean a finished note exists. You still need to select Create and review the result. See Creating a Note.
Get the best audio quality
Keep the microphone unobstructed. Place it on a stable surface within clear speaking range of everyone. Avoid covering it with papers, clothing, or a case.
Reduce background noise. Move away from fans, music, televisions, and other conversations where possible. Avoid typing or handling the microphone directly beside it.
Speak at a natural pace. Avoid talking over each other. Say names, medication names, doses, and measurements clearly, and check these carefully in the generated note.
Include information that is not spoken aloud. Vero cannot hear a physical finding, gesture, or document you have not described or provided. Add relevant findings and context before creating the note.
Check both speakers. A moving waveform shows sound is reaching the microphone; it does not prove every speaker is clear. Check the transcript too.
Keep your setup stable. Avoid changing audio devices mid-recording. If a wireless headset disconnects or picks up speech poorly, pause and try the built-in or a wired microphone.
Avoid interruptions and mixed encounters
Use a separate encounter for each patient. Pause the current recording before switching patients; do not try to record two consultations at once.
Keep Vero open while recording and while outstanding audio is processing. For the most reliable browser recording, keep your device awake and avoid locking it, closing the laptop lid, refreshing the page, or closing the tab.
If the connection drops, check Vero's recording and processing status. An offline indicator may show that audio is being queued locally. Reconnect on the same device and browser and wait for processing to finish; do not assume the recording is already uploaded or the note generated.
Do not clear browser/site data, uninstall the app, or delete the encounter to troubleshoot an unfinished recording. Locally queued audio is not a guaranteed backup, and recovery cannot be promised.
Quick troubleshooting
Record does not start, or there is no sound
Check that the microphone is connected and unmuted, select the correct device in Audio settings, and check both the site's microphone permission and your device's permission for the browser or app. Stop any active editor dictation before starting encounter recording. If the browser is managed by your clinic, your IT administrator may need to adjust permissions.
The transcript is empty, incomplete, or inaccurate
Check that recording is active, the waveform responds when you speak, and the correct Voice Language is selected. Move the microphone closer, reduce noise, and confirm it can hear the patient as well as you. Allow time for transcription to arrive. If there is a processing or connection warning, address that before creating the note.
Only my voice is captured during a video call
Vero in a browser: enable Telehealth Mode and share the correct call source with its audio enabled. See Telehealth Mode.
Vero desktop app: check computer-audio permissions and any System Audio Not Recording warning. Tab sharing is not required. See Desktop App.
Recording remains stuck or an error keeps returning
Keep the encounter available and contact support before clearing data or repeatedly refreshing. Include the approximate time and time zone, encounter link, device, browser/app version, microphone used, and exact error message. Avoid including unnecessary patient information in screenshots or email.
For browser-specific permission steps and more detailed checks, see Microphone and Browser Troubleshooting.