Good transcription starts with good audio. Most clinicians can get excellent results using the equipment they already have, provided the microphone is positioned well and configured correctly.
In this article:
- Before You Start
- Testing Your Microphone Before a Consult
- Choosing a Microphone
- Positioning Your Microphone
- Adjusting Your Recording Settings
- Troubleshooting
- Frequently Asked Questions
Before You Start
- CoTreat needs permission to use your microphone. Your browser will ask the first time you start a session - click Allow.
- You can use your laptop or tablet's built-in microphone, or an external one (clip-on, headset or desktop).
- Run the quick test below before your first consult, and again any time you change rooms, devices, browsers or microphones.
Testing Your Microphone
Do these four checks in order. If one fails, you'll know exactly where the problem is.
1. Check the microphone is switched on and not muted
Before anything in CoTreat, check the microphone itself:
- If it has a mute button or switch (many headsets, clip-ons and desktop mics do), make sure it's unmuted. A light on the mic often shows red or flashes when muted.
- If it's wireless or Bluetooth, make sure it's charged, switched on and connected to this computer.
- Check your computer's sound settings to confirm the microphone isn't muted there either.
2. Select the correct microphone in CoTreat
CoTreat uses whichever microphone is selected in the chat bar — and it isn't always the one you expect (for example, it may default to your laptop's built-in mic instead of your clip-on).
- In the chat bar, find the microphone icon.
- Click the arrow next to it.
- Select the specific microphone you want to use from the list.
If you're not sure which microphone in the list is yours, unplug or switch it off and see which one disappears from the list.
3. Start Transcribe and watch for waves
- Click Transcribe in the chat bar.
- Start talking in your normal voice, from where you'd usually sit or stand during a consult.
- Watch the recording bar. The wave icon should move with your voice — this shows CoTreat is hearing you and recording.
If the waves stay flat while you're talking, CoTreat isn't receiving any sound. Go back to steps 1 and 2, then see CoTreat Isn't Picking Up Any Audio below.
4. Check the words are coming through
While you're still talking, click on the transcription to open it. You should see your words appearing.
- Words appear and look accurate — you're all set.
- Waves move, but no words appear (or very few) — the mic is hearing something but not clearly. Move it closer, check it's the right mic (step 2), and see Transcript Quality Is Poor or Inconsistent below.
- No waves and no words — CoTreat isn't receiving sound. Recheck steps 1 and 2, then your browser permissions.
When you're done, click Stop.
Make sure you click Transcribe — not the microphone icon on its own. The microphone icon only dictates into the chat message box and doesn't record the consult.
Choosing a Microphone
- Clip-on or lapel microphone (recommended): gives the most consistent audio, especially if you move around the chair.
- Desktop or conference microphone: works well placed centrally between you and the patient.
- Built-in laptop or tablet microphone: needs no setup, but may struggle if the device sits far from either of you.
Try repositioning what you already have before buying new equipment.
Positioning Your Microphone
- Place it between you and the patient so both voices reach it at a similar volume.
- Keep it away from suction units, compressors, air vents and speakers.
- Speak clearly and specifically about findings (for example, naming the tooth and the condition) — this gives you more useful notes.
Adjusting Your Recording Settings
Go to Settings → Audio. The defaults suit most clinicians.
- Silence Sensitivity: Relaxed, Default or Sensitive.
- Music Filtering: Off, Default or Strong.
- Chunk Length: Default is recommended for most clinicians.
Strong music filtering can occasionally remove quiet speech. If parts of the conversation are missing, try Default.
Troubleshooting
If something's not working the way you'd expect, find the section below that matches what you're seeing.
The Transcript Stops or Cuts Off Partway Through
Check you started the session with Transcribe. The chat bar has two buttons that are easy to mix up:
- Transcribe — records and transcribes the full consult.
- Microphone icon — dictates into the chat message box only. It doesn't record the consult.
It Records Fine in Other Apps, But Not in Chairside
- Click the arrow next to the microphone icon in the chat bar and check the right microphone is selected (see Testing Your Microphone Before a Consult above.
- Check your browser has given CoTreat microphone access specifically (see below).
CoTreat Isn't Picking Up Any Audio (No Waves)
- Check the microphone is on, connected and not muted — on the mic itself and in your computer's sound settings.
- Check the correct microphone is selected via the arrow next to the microphone icon.
- Check browser permissions:
- Chrome or Edge: click the site information icon to the left of the web address and make sure Microphone is switched on.
- Safari: go to Safari → Settings → Websites → Microphone and set CoTreat to Allow.
- Refresh the page and run the test again.
Transcript Quality Is Poor or Inconsistent
- Confirm the correct microphone is selected.
- Move the microphone closer and reduce background noise where you can.
The Patient's Voice Is Missing
This is usually a microphone positioning issue.
Try moving the microphone closer to where the patient sits, or repositioning it so both speakers are equally audible. A centrally positioned desktop microphone or lapel microphone often improves consistency.
The Transcript Seems Incomplete
Wait for the transcription to finish processing before generating notes, letters or case presentations.
Regenerating Doesn't Improve the Output
Regenerating can't recover audio that was never captured. Run the microphone test above, fix the setup, and try again on your next session.
Frequently Asked Questions
Do I need a silent room?
No. CoTreat is designed to filter out background music, TV and radio, and to tell your voice apart from your patient's. In a noisy room, increasing Music Filtering can help.
Do I need to test before every consult?
No — just before your first one, and whenever you change rooms, devices, browsers or microphones.
What Happens Next?
Once your microphone is configured correctly, you're ready to record consultations, generate clinical notes and create Care Packs with confidence.
A few minutes spent checking your setup can make a significant difference to every transcript that follows.
Follow this article to start your first session: Completing Your First Session