Place the cursor
Click exactly where the final text should appear. DictaFlow returns to that active field after processing.
DictaFlow Medical quick start
Your first medical dictation, step by step.
Choose your device, complete one short practice dictation, and learn the few settings that matter most. Most people can be ready in under ten minutes.
For clinic pilots: sign in with the exact email your administrator approved.
DictaFlow MedicalHold-to-talk workflow1
Place the cursorOpen the EHR field, document, or message where the text belongs.
2
Start and speakUse your shortcut or the app control, then dictate naturally.
3
Stop and reviewYour text appears ready for clinical review.
Assessment & Plan
Acute bronchitis. Continue albuterol every four hours as needed. Follow up in one week.
Always review before saving or signing.01Install MedicalUse the Medical app—not the consumer build.
02Use the approved emailYour plan and clinic access follow that identity.
03Practice without PHITest in a blank document before a live chart.
04Review every resultYou decide what enters the record.
Choose your device
See the steps for your system.
The guide switches automatically when it can. Choose another platform at any time.
Windows 10 or 11
Install, sign in, and dictate where your cursor is.
Windows is the most direct desktop workflow: open a field, use the hold-to-talk shortcut, then release to insert the finished text.
- 1
Install the Medical app
Install DictaFlow Medical from the Microsoft Store. If both DictaFlow apps appear in search, choose the one with “Medical” in its name.
- 2
Sign in with the approved email
Use Apple, Google, or Microsoft with the exact email linked to your Medical account. Clinic-pilot access activates automatically after that first sign-in.
- 3
Select your microphone
Allow microphone access when Windows asks. In DictaFlow Settings, choose the headset or microphone you plan to use and run the microphone test.
- 4
Try hold-to-talk
Open a blank Word document or EHR test field. Place the cursor, hold Ctrl + Windows, speak one short sentence, then release. Review the inserted text.
Shortcut conflict? Change the Dictation shortcut under Settings → Shortcuts & Interface. You can also use an approved mouse button or foot pedal.
macOS
Give DictaFlow permission to listen and type.
Mac needs microphone access for dictation and Accessibility permission to place text into the app where you are working.
- 1
Install the Medical app
Open the signed DMG, drag DictaFlow Medical into Applications, then launch it from Applications.
- 2
Sign in with the approved email
Use Apple, Google, or Microsoft with the exact approved email. If Apple offers “Hide My Email,” choose Share My Email for a pre-authorized clinic account.
- 3
Allow permissions and choose Medical
In System Settings → Privacy & Security, enable Microphone and Accessibility for DictaFlow Medical. Then open DictaFlow Settings and set Domain to Medical & Clinical.
- 4
Try hold-to-talk
Open a blank document or test field. Place the cursor, hold Fn, speak one short sentence, then release. Review the inserted text.
Nothing appears? Recheck Accessibility permission, quit and reopen DictaFlow Medical, then try again in TextEdit before testing your EHR.
iPhone and iPad
Dictate in the app, then use the result where you need it.
The native Medical app guides you through recording, review, and reuse on iPhone and iPad.
- 1
Install DictaFlow Medical
Download the Medical app from the App Store. Confirm the app name includes “Medical.”
- 2
Sign in with the approved email
Use the same approved email as your desktop account. If you use Apple sign-in for a clinic pilot, choose Share My Email.
- 3
Allow microphone access
Tap Allow when iOS asks for microphone access. DictaFlow cannot record until this permission is enabled.
- 4
Record and review
Start a new dictation in the app, speak naturally, then stop. Review the result before copying, sharing, or inserting it into your clinical workflow.
Using the DictaFlow keyboard? Add it under Settings → General → Keyboard → Keyboards, open DictaFlow Medical in that list, and enable Allow Full Access. Then switch to it from the globe key in a compatible text field.
Android
Choose the dictation method that fits your phone.
Use the floating microphone with your current keyboard, enable the DictaFlow Medical keyboard, or set up both.
- 1
Install DictaFlow Medical
Open the Google Play listing and install the Medical app.
- 2
Sign in and accept the Medical disclosure
Use Apple, Google, or Microsoft with the exact approved email, then review and accept the Medical data-processing disclosure.
- 3
Choose your input method
Floating microphone keeps Gboard, Samsung Keyboard, or SwiftKey. DictaFlow keyboard gives you a dedicated voice keyboard. Quick Start can configure either or both.
- 4
Allow permissions and practice
All methods need Microphone. Floating Dictation also needs Display over other apps and Accessibility; the dedicated keyboard must be enabled in Android keyboard settings. Finish with a short practice dictation.
Floating microphone missing? Confirm Floating microphone is enabled, Display over other apps and Accessibility are on, and the cursor is in a non-sensitive editable field. You can rerun setup from Settings.
Your first dictation
Start small. Learn the motion.
Use a blank document or non-PHI test field first. Once the result lands correctly, repeat the same workflow in your approved clinical environment.
Clinical review is required.
DictaFlow produces a draft. Check names, medications, measurements, negations, dates, and clinical meaning before saving, signing, billing, or acting on it.
Start and speak
Hold the trigger on desktop or use the record control on mobile. Speak in phrases. Natural pauses are fine.
Stop, then review
Release the trigger or tap stop. Wait for the result, then check it before moving on.
✓Ready to review
Desktop output
Paste Mode first. Typing Mode when needed.
Windows and Mac can insert the same final text in two different ways. The content does not change—only how it reaches the active field.
Paste Mode
DictaFlow places the finished result through the clipboard. This is usually the fastest option for Word, Outlook, browser forms, and ordinary EHR fields.
- Fast insertion
- Best place to start
- Works in most local apps and browser fields
Typing Mode
Choose Type characters in the Output setting. DictaFlow sends the finished result as keystrokes for Citrix, RDP, VDI, VMware Horizon, or fields where ordinary paste is blocked or unreliable.
- No clipboard paste required
- Adjust Typing Delay if characters are skipped
- Optional separate Typing Mode shortcut on desktop
Quick rule:If Paste Mode works, keep it. If nothing appears—or a remote field rejects paste—switch to Typing Mode and test a short sentence.
Clinic rollout checklist
Send this to IT before the first live note.
Start with one provider. Run the local and remote tests. Once they pass, add the rest of the clinic in stages.
For vendor review, see the security overview, BAA information, and admin guide.
Plan a clinic rollout- 1
Finish vendor review before PHIComplete the security review and any required BAA before staff use DictaFlow Medical with patient information.
- 2
Set up the first providerInstall the Medical app, choose the intended microphone, and confirm the clinician's Medical account is active.
- 3
Test local cursor insertionIn an eClinicalWorks test field or another approved EHR, dictate fictional text only. Review it, then discard it.
- 4
Test the hospital sessionIn Citrix or another remote desktop, try Paste Mode first. If the clipboard fails, use Type characters and increase Typing Delay if letters are skipped.
- 5
Check the microphone and its buttonsIf the computer and DictaFlow show the device as an audio input and the level moves, it can capture speech. A proprietary record button may need vendor software or shortcut mapping.
- 6
Use one login per clinicianHave each provider use their own work email and account on approved devices. Never collect passwords or use one shared clinic login.
- 7
Expand in stagesAfter the first provider passes both tests, onboard the next group. Check each person's local EHR and remote session before live use.
- 8
Arrange clinic billing firstContact DictaFlow Medical sales before staff buy plans. Coordinate clinic onboarding and billing there instead of setting up separate individual subscriptions.
Useful after day one
Teach the app how you work.
You do not need to configure everything before your first dictation. Add these as you notice repeat needs.
01
Knowledge Base
Add medications, clinician names, facilities, abbreviations, specialty terms, and uncommon spellings. Vocabulary informs transcription and AI cleanup.
Examples“empagliflozin” · “Mordechai Weinreb” · “FNP-BC”
02
Snippets
Save frequently repeated phrases or templates. When a configured trigger is recognized, DictaFlow can replace it with the full saved text.
Example“normal neuro exam” → your approved normal-exam template
03
AI editing
Use AI Smart Edit on Windows, AI Mode on Mac and Android, or AI Refine on iPhone and iPad to clean up wording or revise selected text. Creating new content from voice requests is an optional advanced setting.
Example“Make this concise and format it as Assessment and Plan.”
04
Custom instructions
Set durable style preferences such as concise bullets, date format, heading order, or how you want common note sections arranged.
TipKeep instructions specific, short, and clinically neutral.
Five-minute readiness check
Before your first live note.
Complete these checks once on each device you plan to use.
Get the Medical app- 1
Correct appThe installed app is DictaFlow Medical.
- 2
Correct identityYou signed in with the exact approved email.
- 3
Permissions readyMicrophone works; desktop input permissions are enabled.
- 4
Practice passedA short non-PHI sentence reached the intended field.
- 5
Review habit setYou checked the result before saving or signing.
Quick fixes
If your first test does not work.
DictaFlow is not hearing me.+
Check microphone permission, select the intended input device, confirm another app is not holding the microphone, and run the in-app microphone test where available.
The transcription finishes, but no text appears.+
Keep the destination field focused until insertion finishes. On Mac, recheck Accessibility permission. On desktop remote systems, switch from Paste Mode to Typing Mode.
Typing Mode skips letters or spaces.+
Increase Typing Delay in advanced settings, then test one short sentence. Remote desktops may need a slower delay than local apps.
A medication or name is repeatedly misspelled.+
Add the preferred spelling to Knowledge Base. Use the exact capitalization and punctuation you want DictaFlow to preserve.
My clinic access is not showing as Medical Pro.+
Confirm you used the exact approved email and the Medical app. Do not use Apple Hide My Email. If the address is correct, contact support with your platform and app version—never send PHI in ordinary email.
I need help with an EHR or Citrix workflow.+
Test Paste Mode and Typing Mode with non-PHI sample text. Send support the platform, app version, EHR/remote environment, and a redacted description of what happened.
Keep this guide handy
Practice once before the training session.
Install the app, sign in, and try one short non-PHI dictation. Bring any workflow questions to onboarding so the session can focus on your real setup.