Switching guide
Switch to Psynopsis from Freed, Heidi or JotPsych in a week, not a quarter.
To switch to Psynopsis you keep your EHR, keep your visit, and change only the scribe. This guide covers what changes on day one, which of your note types map to which Psynopsis template, how to run both tools side by side for a week, what to check in the first five notes, and the data and BAA questions to settle before you cancel anything.
Free tier, no credit card. NPI verification required. HIPAA compliant, BAA on paid plans, audio never stored.
Day one
What changes on day one — and what does not
Your EHR, your schedule and your visit stay the same. The draft that lands after the visit is what changes.
Same visit, two ways to capture it
Record the encounter as you do today, or dictate a two-minute summary after the patient leaves. Choose per patient. Audio is processed in real time and never stored either way.
Your EHR stays
The note lands as structured text through the Chrome extension, in whatever EHR you already use. Nothing migrates and there is no system to replace.
Psychiatric templates, not adapted SOAP
Initial psychiatric evaluation, medication management, follow-up with a diagnosis-organized A&P, psychotherapy add-on. Custom templates on the Professional plan.
Compliance you can read before you sign
NPI verified at signup, typically in under 24 hours. BAA included on paid plans and available for review first. 42 CFR Part 2 handling. Patient data never used to train models.
Template mapping
Their note type, our template
Note-type names are as each vendor describes them on its public site or in our published comparisons. Pick the row that matches how you document today.
| Their note type | Used by | Psynopsis template | What to expect |
|---|---|---|---|
| SOAP or general progress note | Freed, Heidi | Psychiatric follow-up — diagnosis-organized A&P with MDM elements | Subjective and objective stay where they are; the assessment splits by diagnosis with status and reasoning. |
| DAP or BIRP therapy note | Freed | Follow-up with psychotherapy add-on (90833) | Psychotherapy content can be kept as a separate psychotherapy note. |
| Psychiatric Follow-Up Note | JotPsych | Psychiatric follow-up | The closest one-to-one mapping; medication changes are reconciled against the previous plan. |
| Uploaded or custom template | JotPsych, Heidi | Custom template (Professional plan) | Rebuild from your existing headings; the MSE and SI/HI blocks arrive already structured. |
| Intake or initial consult | Any | Initial psychiatric evaluation | History, full MSE, risk assessment, diagnosis-organized formulation and plan. |
| Dictated summary, no recording | Any | Post-session dictation, any template | Dictate after the visit; the same templates apply and no session audio is involved. |
One week, both tools
How to run both side by side for a week
Keep your current scribe as the system of record until the checklist passes. The overlap is free.
- 1 Day 1
Sign up, verify, install
Create the account on the free tier (no card), submit your NPI — verification typically completes in under 24 hours — and install the Chrome extension. Request the BAA if you plan to move to Professional.
- 2 Day 2
Pick three patients a day
Choose visits that exercise what you care about: a medication change, a patient with SI history, a stable follow-up. Run the same visit through both scribes. Keep your current scribe as the system of record all week.
- 3 Days 3–4
Compare the drafts, not the demos
Put the two drafts side by side and count the corrections you would call clinical — a dose, an MSE finding, an SI/HI detail — separately from style edits.
- 4 Day 5
Run the five-note checklist
Work through the checks below on five Psynopsis notes. If they pass, switch the system of record. If they do not, tell us exactly what failed.
- 5 After
Close out the old tool
Export your own notes from their app as text, keep the copies your retention policy requires, then cancel according to their terms. Nothing in Psynopsis depends on their data.
First five notes
What to check before you switch the system of record
Every AI note is a draft you review. These are the parts of a psychiatric note where the review has to be deliberate.
Dose reconciliation
- Every medication change matches what you said, with the previous dose shown for comparison
- Formulation and schedule survive: XR vs IR, qHS vs qAM, PRN vs scheduled
- Continued medications carry the current dose, not a stale one
MSE completeness
- All ten domains present: appearance, behavior, speech, mood, affect, thought process, thought content, perception, cognition, insight and judgment
- Abnormal findings highlighted for your confirmation; normal findings pre-filled
- Mood is the patient’s words in quotes; affect is your observation
SI/HI fields
- Passive and active ideation recorded as separate facts
- Plan, intent, means and protective factors each addressed — never a bare “denies”
- Safety planning and means restriction documented when discussed
Assessment and plan
- Organized by diagnosis, each with status and reasoning
- MDM elements visible so the E&M level you bill is supported
- Nothing invented: disorganized speech described as observed, not tidied
Data and BAA
The questions to settle before you cancel anything
Full detail — encryption, residency, retention, incident response — is on the compliance page. These are the four that come up in every switch.
- What about my notes in the old tool?
- They stay where they are. Before you cancel, export your own notes from their app as text and store the copies your retention policy requires. Psynopsis does not import from other vendors, and nothing in Psynopsis depends on their data.
- When do I sign a BAA?
- Before any PHI goes through the app on a paid plan. The BAA is included on Professional and Enterprise; email compliance@psynopsis.ai for a copy to review before you subscribe. Close out the previous vendor’s BAA according to its terms.
- Is anything recorded or stored?
- Audio is processed in real time and discarded; it is never stored or used for training. Post-session dictation involves no session audio at all. Notes are yours — export or delete them at any time.
- Do I need patient consent?
- Recording consent follows your state’s rules and your practice policy, exactly as with your current scribe. Post-session dictation records nothing from the session, which is why many clinicians use it for patients who decline.
Switching questions
Do I need to cancel my current scribe before switching to Psynopsis?
Can Psynopsis import my notes from Freed, Heidi or JotPsych?
Will my custom templates carry over?
How long does NPI verification take?
Is there a free trial?
Keep your EHR. Switch the scribe.
Start on the free tier, run it beside your current scribe for a week, and switch when five notes pass the checklist. Or book a demo and we will walk through your templates with you.
HIPAA compliant · BAA included · Audio never stored