Connect Medow AI Scribe to HealthTrack

Connect Medow AI Scribe to HealthTrack so consult notes and letters drafted in Medow land in the right patient record, on your practice letterhead. Medow automatically reads each doctor's bookings from the HealthTrack diary, so there is no need to set up the day's patients by hand and nobody copies and pastes.

What Medow does in HealthTrack

  • Bookings appear in Medow. Each doctor's bookings (patient name, time and appointment type) show in Medow and update every 15 minutes.
  • The doctor reviews first. Nothing is sent to HealthTrack until the doctor approves it in Medow.
  • Consult notes are filed as clinical records. They're dated to the appointment, with the consulting doctor listed as the author.
  • Letters use your templates. Medow's content is merged into your HealthTrack letter template, with your letterhead and letter template tags.
  • Medow can only add. It can't edit or delete anything already in the patient record.

Consultations, transcriptions and dictations all send their outputs to HealthTrack the same way.

Before you start

  • Your practice needs a Medow account. If you don't have one, book a demo with Medow. Create the account before you pair.
  • Your practice must be on HealthTrack Dolomites 4.4.20 or later. If you're not sure, contact HealthTrack Support.
  • You know whether your practice runs HealthTrack in the cloud or on your own server (on-premise). The pairing steps are different.

Medow's team guides you through setting up Medow. The integration has no extra HealthTrack cost. Medow sets its own subscription pricing, so contact Medow for pricing, plans and trials.

Pair Medow: cloud practices

Pairing takes about 2 minutes.

  1. Select Integration Marketplace from the menu bar, open Medow Health and click Pair.

  1. In the Pair with Medow dialog, click Copy to copy the pairing code.
  2. Click Pair Medow. Medow opens in your browser.

  1. When Medow asks Do you already have a Medow account?, click Yes and sign in if prompted.

  1. Check your practice name is correct, paste the code into the Pairing code field and click Connect.

  1. When Medow shows HealthTrack + Medow successfully paired, click OK.

Back in HealthTrack, Medow shows Active and You're connected. Continue to Choose where consult notes are filed.

Pair Medow: on-premise practices

On-premise pairing isn't instant. Your IT admin installs a Medow agent on your server, then Medow and HealthTrack complete the connection. Allow a few business days.

  1. Select Integration Marketplace from the menu bar, open Medow Health and click Pair. HealthTrack shows the steps for your IT admin.
  2. Your IT admin contacts Medow for the agent download link. HealthTrack doesn't supply the agent.
  3. Your IT admin installs the agent on your practice server.
  4. Tell Medow the agent is installed. Medow arranges the rest of the connection with HealthTrack.
  5. When Medow confirms you're connected, return to Medow in the Integration Marketplace in HealthTrack and confirm it. The listing changes to You're connected.

Choose where consult notes are filed

  1. On the Medow listing, go to Configuration > Medow AI Scribe.
  2. Select a Consult record type from the drop-down. Medow's consult notes are filed under this clinical record type. It must already exist in your clinical record setup.
  3. Click Save settings.

Set up letter templates for Medow

Medow places its content in one tag in a HealthTrack letter template. Everything around the tag, such as your letterhead, patient and referral details, medications and sign-off, comes from the template and merges from HealthTrack as usual.

Create a separate template for each kind of Medow letter you want, for example a consult letter and a GP update.

  1. On the Medow listing, click Set up letter templates.
  2. Click Copy tag to copy [[EXT_AI Output]].
  3. Click Open template manager.

  1. Create a new letter template. Include Medow in the title, for example Consult Letter Medow.
  2. Paste [[EXT_AI Output]] where Medow's content should appear. Enter it exactly as shown, including the square brackets.
  3. Add your relevant letter template tags around it, for example <HMS-Referral_ReferralPurpose> or <HMS-Medication_CurrentInAndEx>.
  4. Set the status the letter has when it arrives in HealthTrack, for example draft, waiting for approval or final.
  5. Check the template is enabled and Process by is set to Word format handler (.DOC, .DOCX, etc).
  6. Save the template.

Medow only lists templates that are enabled, have Medow in the title and use the Word format handler. If a template is missing from Medow, check these three settings.

To preview how a finished letter looks, click See a sample letter on the Medow listing.

How it works day to day

  1. The doctor's booked consults appear in Medow automatically.
  2. The doctor records the consult, or uploads a transcription or dictation, in Medow.
  3. Medow drafts the outputs. The doctor edits them and marks them as reviewed.
  4. For each letter, the doctor selects a HealthTrack letter template and, optionally, the referring doctor it's addressed to. Doctors can save default templates in Medow.
  5. Medow sends the approved outputs to HealthTrack.

Medow runs in a browser and HealthTrack runs as a separate application. Most doctors keep one on each screen during a consult.

What arrives in HealthTrack

Consult note: filed in Clinical Records under your chosen consult record type, dated to the appointment, with the consulting doctor as author. The text is exactly what the doctor approved in Medow.

Letters: each one is a standard HealthTrack letter built from the chosen template, with Medow's content pulled via the tag and every other field merged from the patient's record. It's filed in the template's category, addressed to the chosen referring doctor and attached to the consult note from the same appointment.

To change a note or letter after it arrives, edit it in HealthTrack as normal. Medow can't change it.

If something isn't working

What you see What to check
Nothing arrives from Medow Check the Medow listing still shows Active. On-premise practices: ask your IT admin to check the Medow agent is running.
A booking is missing in Medow Check the booking is in the HealthTrack diary for that doctor and date, and isn't cancelled. Bookings update every 15 minutes.
The consult note didn't arrive Check the doctor marked the outputs as reviewed in Medow, and a Consult record type is selected on the Medow listing.
A template is missing from Medow's list Check the template is enabled, has Medow in the title and uses the Word format handler.
The letter arrived without Medow's content Check the template contains [[EXT_AI Output]] exactly, including the square brackets.
Wrong letterhead, addressee or merged details The letterhead and merge fields come from the template. The addressee is the referring doctor selected in Medow. Fix the template, or select the right template or referrer in Medow.
Recording, transcription, login or AI content problems Contact Medow Support.

For anything else in HealthTrack, contact HealthTrack Support. Include the doctor, the date and time of the consult, and the template name.

Contact Medow

Medow handles accounts, subscriptions, setup, recording, transcription and the content of AI drafts.

Common questions

Does Medow see our whole patient list?

No. Medow sees each doctor's bookings and matches patients by name, date of birth or identifier. It doesn't receive a patient list.

Whose letterhead is used?

Yours. Medow selects from your HealthTrack templates and HealthTrack does the merge.

Is patient data safe?

Medow states it de-identifies personal information before it reaches its AI models, and stores Australian and New Zealand data in Australia.

How do I stop Medow sending to HealthTrack?

Open the Medow listing in the Integration Marketplace and click Manage to disconnect. Your settings are kept if you reconnect later.

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