How long we keep audio, transcripts and notes

The 30-day rule

Every visit is deleted 30 days after the visit time, counted to the hour. That includes the recording, the transcript, the note and anything made from the visit, such as draft referral letters. Nobody can turn this off, and there is no longer setting.

The same rule applies to visits that reached SOAPsuds late: a visit recorded with no connection, or one kept while you were out of notes, counts from the time it was recorded.

See when a visit will be deleted

Open the visit. The line under the patient’s name says Kept until and a date. From a week before, it changes to a countdown, such as Will be deleted in 3 days or Will be deleted today at 10:20 AM. The Export menu says the exact date and time.

Keep what you need

1. Copy the note into your EHR. Open the visit and press Copy full note, then paste it into your EHR.
2. Or download it. Open Export and choose Download PDF or Download Word file.

Delete a visit sooner

Open the visit, choose the … menu next to the patient’s name, then Delete visit. This deletes the note, transcript and recording for that visit straight away. You can’t undo it.

What else has its own time limit

• A visit still on your device waiting to upload is kept there, encrypted, for up to 7 days.
• A visit recorded while you were out of notes waits under Waiting for notes on Visits. Its audio is kept for 7 days.
• The activity log and BAA records are kept at least 6 years. They don’t contain note text.