ambient documentation

Phase 1: Discovery — Understanding the Clinical Journey

We facilitated cross-functional workshops with stakeholders and representative clinical users. The objective was journey mapping: articulate the lived experience of a clinician from pre-consult preparation through post-consult documentation.

From this synthesis, key opportunity areas emerged:

• Pre-filled contextual preparation: Automatically surfacing patient history before recording begins.

• Low-friction recording initiation: One-tap recording with visible confirmation.

• Structured post-consult summaries: AI-extracted data mapped to predefined documentation templates.

A critical insight: efficiency gains begin before the consultation starts. The mobile flow could not simply record—it had to prepare.

Phase 2: Framing — Prioritization with an Adapted RICE Model

Given parallel development tracks (mobile flow + next-gen platform), disciplined prioritization was essential.

We applied an adapted RICE framework:

• Reach: How many clinician personas would benefit?

• Impact: Reduction in documentation time and cognitive load.

• Confidence: Technical feasibility within the evolving architecture.

• Effort: Cross-platform implementation cost.

This structured evaluation allowed us to:

Prioritize:

• Secure consultation recording

• Real-time transcription sync

• Pre-consult patient overview

• Structured summary export

Defer:

• Advanced editing tools

• Custom template builders

• Deep analytics dashboards

The result was a tightly scoped MVP aligned with both user value and engineering feasibility.

Phase 3: Ideation — Designing Within System Constraints

During ideation, we leveraged the established web suite grid system to maintain cross-platform consistency. Although the mobile context required adaptive behaviors, structural coherence with the web environment was non-negotiable.

Deliverables included:

• Low-fidelity wireframes mapping the consultation lifecycle

• Interaction states for recording, syncing, and error handling

• Edge-case flows (interrupted recording, network instability)

We conducted usability validation sessions with internal stakeholders and clinician proxies. Observations centered around:

• Visibility of recording status (trust signal)

• Perceived security of patient data

• Clarity of sync confirmation

• Ease of navigating between consultation and history

Iterative refinements reduced unnecessary UI elements and emphasized temporal clarity: Before consult → During consult → After consult.

Phase 4: Build — Systematizing for Scale

After design validation, we transitioned to system-level implementation.

Component Strategy

New UI elements were:

• Documented in a centralized Figma library

• Annotated with accessibility rules (WCAG compliance considerations)

• Mapped to business logic and data states

• Prepared for developer handoff with interaction specifications

Tokenization & Cross-Framework Deployment

To ensure cross-platform consistency, components were tokenized and implemented across:

• React-based environments

• Angular-based environments

Each implementation underwent structured design QA to verify:

• Visual consistency

• Interaction fidelity

• Accessibility adherence

• Data-state handling integrity

This phase was less about interface aesthetics and more about design governance at scale.

Phase 5: Iterate — Connect Day 2024

The project was presented at Connect Day 2024, a pivotal internal event for showcasing innovation and gathering structured feedback from stakeholders and customers.

Key insights from the event:

• Strong demand for deeper EHR integration

• Requests for enhanced post-consult editing flexibility

• Positive validation of reduced documentation burden

• High perceived value of pre-consult contextual preparation

These learnings informed the next iteration roadmap, particularly around interoperability and structured data refinement.

Outcomes & Impact

While metrics remain confidential under NDA, qualitative impact included:

• Reduced documentation duplication

• Improved clinician preparedness

• Increased trust in automated transcription workflows

• Strong internal alignment across design and engineering

Most importantly, the mobile flow became not just a companion feature—but a strategic entry point into a broader Ambient Documentation ecosystem.