System administrators please visit Getting started with Sidekick Notes for subscribing instructions.

NOTE: Make sure you are on the newest version of BestNotes (v3.4).  To validate which version is currently installed please view the BestNotes Login page. The App version will be displayed in the lower right-hand corner.

When updating to the latest version make sure you have your Site ID and login information. For the lastest download links and instructions, visit Downloads. For assistance logging in, visit Login and account management. If you have any additional questions, reach out to BestNotes Support at [email protected] or (866) 543-6646.   https://www.bestnotes.com/downloads/

HIPAA Compliant; SOC2/TYPE2 Certified

Congratulations on subscribing to Videra Sidekick Notes! You are a superhero, and every superhero needs a sidekick! Providers using Sidekick greatly benefit from the reduced time spent on documentation and are enabled to focus more on patient care. By automating and streamlining note-taking, providers can ensure accurate and comprehensive records without the burden of manual entry. Organizations using Sidekick will reduce administrative fatigue and enhance efficiency, allowing more patients to be seen and improving overall workflow. Additionally, Sidekick Notes help maintain consistency and reduce the risk of missing critical details due to human error. Patients, in turn, benefit from providers who are more present, engaged, and able to dedicate more time to personalized care, ultimately leading to better treatment outcomes. 

Consent

1. Before implementing Sidekick, healthcare providers must obtain explicit patient consent. This essential step serves to: 

    a. Maintain patient trust by fostering transparency and accountability. 

    b. Ensure legal and ethical compliance with applicable regulations. 

    c. Safeguard patient privacy and uphold confidentiality standards. 

2. How to secure patient consent:

 Patient consent can be obtained using your existing processes. Below are examples for both written and verbal consent:

     a. Written Consent Example: The below language, or similar, can be added to existing consent forms, process, etc. 

        i. I, [Patient Name], voluntarily consent to my therapy sessions being recorded for documentation and quality purposes. I understand that the recording will be used solely for the purposes of improving documentation and care. 

    b. Verbal Consent Process: Discuss the purpose of recording sessions with patients before initiating any recording.

        i. If the patient agrees, begin the recording and verbally confirm their consent. 

        ii. Example Script for Verbal Consent: “[Patient Name], do you consent to this session being recorded to improve documentation and care?” 

        iii. Stop the recording immediately if verbal consent is not provided. You will be reminded to obtain consent at the start of each live session (see image below):

Recording

From an open progress note in BestNotes, click on the Videra Sidekick tab next to the Autonote tab at the top left.

• Click “Start.”
• Videra Sidekick Notes will open in a new browser window. 
• If this is the first time you are using Sidekick, you will be asked what microphone.
• You will be reminded to secure consent at this point. Click “Continue recording.”
• Under "Recording in progress," use the dropdown menu to select the microphone you want to use. The default microphone will be pre-selected based on your device settings, but you can choose an alternate microphone if one is available.

The Sidekick recording has started! Proceed with the patient visit or session as usual, ensuring that the device’s microphone is positioned to effectively capture the voices of all participants.

At the end of the visit or session, click the “End Recording Session” button to stop the recording.

After a brief processing period (<30 seconds) in the Sidekick tab, the transcribed details of your session will appear, neatly organized into the appropriate sections.  

    Note: You don’t need to wait for a note to generate before beginning a new session with another client. You can close the tab or start a new note without interrupting the previous note’s generation.

We encourage you to edit here in the Videra fields versus editing in BestNotes, as this will help to improve note generation in the future. 

Important: No need to copy the note or text, go back to the progress note in BestNotes and click “Sync.” The most recent version of the note in Sidekick Notes will be pulled into the BestNotes side panel for insertion into the progress note.

Then click the < icon to insert at mapped locations in the standard progress note or insert at cursor for unmapped notes.

Amendment Dictation

If you need to amend or supplement a note by dictation, you may do so from the Videra Platform. 

Click “Add to note and regenerate” in the top right corner.

Select your microphone, note format and then click “Add Dictation to Note.”

Click “Stop recording” and “Re-generate Note” if you are satisfied with your Amendment Dictation.

The note will regenerate according to the supplemental information provided. 

Framing Dictation Examples:

Example #1 - very organized (reading from the notes they took):

Today, I met with John Doe, a 35-year-old male presenting for follow-up regarding his ongoing anxiety

and depression.

Subjective:

The patient reports increased anxiety over the past two weeks, particularly at work, with difficulty

concentrating and frequent worry about performance. He denies panic attacks but reports persistent

tension. Sleep has been fragmented, averaging 4-5 hours per night. He notes some improvement in

mood after starting regular walks, but states he often feels overwhelmed. No suicidal ideation is

expressed.

Objective:

The patient appears alert, oriented, and neatly dressed. Speech is coherent and goal-directed. Mood is

reported as “okay” but anxious. Affect is slightly constricted. No psychomotor agitation or retardation is

observed.

Assessment:

Generalized anxiety disorder and mild recurrent major depressive disorder remain the primary

diagnoses. Symptoms are exacerbated by work-related stress and insufficient sleep. Partial progress

noted due to increased physical activity.

Plan:

    1. Continue sertraline at 50 mg daily.

    2. Encourage continued daily physical activity, with a goal of 30 minutes per day.

    3. Introduce mindfulness exercises, specifically diaphragmatic breathing, 10 minutes daily.

    4. Recommend practicing improved sleep hygiene, including a consistent bedtime routine.

    5. Schedule a follow-up in 4 weeks to monitor progress and adjust treatment as needed.

---------------

Example #2 - (more like the provider recounting their thoughts):

Okay, so today I saw John Doe. He’s a 35-year-old male who came in for a follow-up regarding his anxiety

and depression.

Subjectively, John mentioned that his anxiety has been worse over the last couple of weeks. He says

work has been a big trigger—he’s been having trouble concentrating and constantly worrying about his

performance. He hasn’t had any panic attacks, but he describes feeling a lot of tension throughout the

day. Sleep continues to be an issue; he’s getting about 4 to 5 hours a night, and it’s pretty fragmented.

On the positive side, he said he’s been going on regular walks, which helps his mood a little, but he still

feels pretty overwhelmed overall. Importantly, he denies any suicidal ideation.

Objectively, John was alert, oriented, and well-groomed when he came in. His speech was clear and

focused, and his mood—he described it as ‘okay’ but anxious. His affect seemed a little constricted to

me, but he wasn’t showing any signs of psychomotor agitation or slowing.

For the assessment, I’m keeping the primary diagnoses as generalized anxiety disorder and mild

recurrent major depressive disorder. His symptoms seem to be getting worse because of stress at work

and poor sleep, but he’s showing some progress with the walks he’s been taking.

For the plan, I’m going to keep him on his current dose of sertraline at 50 milligrams daily. I encouraged

him to keep up the daily physical activity—aiming for about 30 minutes a day. I also introduced some

mindfulness exercises, like diaphragmatic breathing, and suggested he try doing that for 10 minutes a

day. Since sleep is such a big issue, I gave him some tips on sleep hygiene, like setting up a consistent

bedtime routine. Finally, I’ll have him follow up with me in four weeks to see how he’s doing and decide

if we need to make any changes.

-------------

Example #3 - (More casual, unpolished tone):

Alright, so today I met with John Doe. He’s 35, and this was a follow-up for his anxiety and depression.

He mentioned that his anxiety’s been worse the past couple of weeks, mostly because of work. He said

he’s having trouble focusing and constantly worrying about how he’s doing. Sleep is still a big issue—he’s

only getting about 4 or 5 hours a night, and it’s not good sleep. On the upside, he’s been walking

regularly, and he said that’s helping a little, but he’s still feeling overwhelmed most of the time. He was

clear that he’s not having any thoughts of self-harm, which is good.

When he came in, he looked fine—alert, dressed neatly, and speaking clearly. He described his mood as

‘okay,’ but he seemed a little anxious, and his emotions felt kind of flat to me. He wasn’t fidgety or

anything, so that’s a good sign.

For the assessment, I’m sticking with generalized anxiety disorder and mild recurrent depression. Work

stress and not sleeping enough are definitely making things worse, but at least he’s trying things like the

walking, so there’s some progress there.

For the plan, I’m keeping him on his current dose of sertraline at 50 milligrams a day. I encouraged him to

keep up the walks—aiming for about 30 minutes a day—and I introduced some simple mindfulness stuff,

like deep breathing for 10 minutes daily. I also talked to him about better sleep habits, like having a

regular bedtime routine. We’ll follow up in about four weeks to see how things are going.