Guide

How to Use Cognivolt

What each part of Cognivolt does and how to actually use it — signing up, recording a session, clinical decision support, the EMR, running a multi-doctor practice, and the patient portal, in the order you'd actually meet them. Every step here reflects the real product, not a simplified version of it.

This page covers the essentials. For full detail on every screen, option and edge case, download the complete guide below.

Download the full PDF guide

1. Signing Up

A four-step wizard: personal info, an agreement (BAA or DPA depending on your country), Terms & Conditions, then a plan.

  1. 1.Fill in your name, email, password, specialty and country. Clinic/Practice Name is optional here - leave it blank and set it later from Settings > Practice if you're not sure yet.
  2. 2.Verify your email with the 6-digit code sent to you, unless you signed up with Google, which skips this step entirely.
  3. 3.Read and accept the Business Associate Agreement (US) or Data Processing Agreement (everywhere else) - whichever applies is chosen automatically from the country you entered.
  4. 4.Read and accept the Terms & Conditions.
  5. 5.Choose a plan (Basic, Standard or Premium, monthly or annual) and start your 14-day free trial. This takes you straight to your Dashboard - there is no separate payment step to click through first.

2. Recording a Session (The AI Scribe)

There is no separate "setup" screen - session setup lives directly on the Recording page, as a short form you fill in before the recording controls appear.

  1. 1.Open Recording from the sidebar. Choose your Setting (In person or Telemedicine) and Visit type (First consultation or Follow-up).
  2. 2.Pick the patient - selecting an existing patient automatically sets the visit to Follow-up; leaving it as a new patient sets it to First consultation.
  3. 3.Pick a note format: SOAP, DAP, BIRP, History, or any custom template you've created (see Custom Templates below).
  4. 4.Choose how you're capturing the session - Record live, Dictate, Upload audio, Type notes, or Photos (of documents, labs, or referral letters).
  5. 5.Check the consent box confirming the patient agreed to be recorded and documented. The backend enforces this - a session cannot start without it.
  6. 6.Click the button (its label changes with the mode: "Start session", "Continue to upload", or "Continue"). For a live or dictated recording, tap the circular record button to start and tap it again to stop.
  7. 7.If you belong to a practice besides your own, a banner above the form shows which context you're currently recording under, with a one-click button to switch between "myself" and the practice.
  8. 8.When the recording or input finishes, click Generate Summary / Generate Notes / Process Notes / Process Photos, depending on the mode you used.

3. Confirming the Patient and Reviewing the Note

Generation runs in two stages: first identifying the patient, then producing the actual clinical content.

  1. 1.If Cognivolt already has a similarly-named patient on file, a modal asks you to confirm whether this is the same person, pick from a short list of close matches, or confirm it's a new patient. This prevents two charts from being created for one person.
  2. 2.Once the patient is confirmed, the Note (in the format you chose at setup), Mental State Exam (where applicable), Risk Assessment, Differential Considerations and Longitudinal Insights (on follow-ups) generate as a stack of editable, copyable cards.
  3. 3.Type your diagnosis into the "Confirm Your Diagnosis" box and click Done. This is the single action that unlocks coding, clinical guidelines, psychoeducation and rating scales - see Clinical Decision Support below.
  4. 4.When you're finished, click End Session. A confirmation screen shows the patient, MRN, and a summary of what will be saved - check it's the right chart, then click Save to record.

4. Clinical Decision Support

Nothing downstream of a diagnosis generates until you type one in and click Done - that single action is the entire gate.

  1. 1.After clicking Done on the diagnosis box, Cognivolt generates coding (ICD-10/CPT, or your own country's system where one applies), clinical guidelines, and - for mental-health specialties - a psychoeducation handout, all at once.
  2. 2.A green "Diagnosis confirmed" badge replaces the input box, and an "Unlocked" section appears below it with these new cards.
  3. 3.Review the suggested medications (or, if you don't prescribe, a treatment recommendation) shown under Clinical Guidelines, and click Approve All or edit them yourself. This step is what actually finalizes the medication list your export and prescription will use.
  4. 4.Only after you've reviewed every unlocked card can you export the report - Cognivolt blocks export while any guideline card is still marked pending review.

5. Rating Scales

Rating scales (PHQ-9, GAD-7 and more) are opt-in and added after the session content has generated - never mid-recording, never automatically.

  1. 1.Once diagnosis is confirmed and every unlocked card has finished loading, a Rating Scales panel appears. Click Add Rating Scale and search by name, purpose or specialty (up to 2 scales per session).
  2. 2.A scale is added empty. Click Fill from Session to have Cognivolt read answers out of the session transcript - each autofilled answer shows the exact line it came from, underneath it, so you can check it against what was actually said.
  3. 3.Anything the transcript didn't cover is left blank; click the option chips to answer those yourself. Answers save automatically as you click them.
  4. 4.Once every item has an answer, the scale shows its total score and band, and is included in the exported report automatically.
  5. 5.The full item wording, response options and scoring bands for every scale Cognivolt supports are published as a free public reference at cognivolt.app/rating-scales - useful even outside a Cognivolt session.

6. Custom Templates

Templates live in Settings > Templates. There are two kinds: Note templates (an extra note-format choice on the Recording screen) and Document templates (referral letters, discharge summaries, certificates - generated after a session is finished).

  1. 1.Click New template, name it, and choose Note or Document.
  2. 2.Either describe the template in one sentence and click Draft it to have Cognivolt propose a section structure you can then edit, or build it manually by clicking Add section repeatedly.
  3. 3.Each section has three fields: what goes in it, a rule for when to leave it out, and optional fixed text that's printed verbatim and never rewritten.
  4. 4.Click Save template. It's now shared across your whole practice and appears as a chip alongside SOAP/DAP/BIRP/History wherever a note format is chosen (Note templates), or in the "Letters & documents" panel of a finished session (Document templates).

7. Prescriptions

A printed, signed paper document - not e-prescribing. Nothing is transmitted to any pharmacy network.

  1. 1.Available once diagnosis is confirmed, all unlocked cards have loaded, and your medication list (or treatment recommendation, if you don't prescribe) has been finalized in the Clinical Guidelines review step.
  2. 2.Click Print prescription. Cognivolt opens a formatted, print-ready document in a new tab and triggers your browser's print dialog automatically.
  3. 3.The document carries your clinic identity, your name/credentials/registration number, the patient's details, any allergies on file, the medication table (or recommendation text), a signature line, and a verification code.
  4. 4.Anyone - a pharmacist, a patient, anyone - can check that code at cognivolt.app/verify to confirm it was genuinely issued through Cognivolt, by whom, and from which practice, with no patient data exposed on that page.

8. The EMR: Patient Charts and Worklist

Every patient lives in one longitudinal chart, reachable from the Patients page.

  1. 1.Open Patients from the sidebar. Search by name or MRN, or filter to All / Active / Follow-up. Click any row to open that patient's chart.
  2. 2.A chart has 7 tabs: Snapshot (active problems, medications, latest scores, mood, recent visits), Encounters (the full visit history), Medications, Problems, Results (lab results), Scales & Trends, and Safety.
  3. 3.From the chart, you can book a follow-up appointment, mark a patient as needing no further follow-up, edit their details, or start a new recording session directly against this patient (which skips re-entering their identity on the Recording page).
  4. 4.An allergy banner shows at the top of the chart automatically whenever the patient has any on file, on every tab.

9. Cognivolt Enterprise (Multi-Doctor Practice)

Every account starts as a practice of one. Settings > Practice is where an owner turns it into a shared, multi-doctor practice - joining never touches anyone's existing patients.

  1. 1.To invite a colleague, type their email into the "Invite a colleague by email" field and click Invite. A join code (format PR-XXXXXX) exists as a fallback under "Or share a join code instead," for when email isn't practical.
  2. 2.The invited doctor sees a banner on their own Dashboard or Settings: "{Inviter} invited you to join {practice}" with an Accept button. Their own existing patients are never migrated or touched.
  3. 3.Assign a role from the Members list: Owner (full access, manages members/roles/join code), Admin (can invite/remove Clinicians and open any chart, but not manage other Admins or the Owner), Clinician (records consultations, sees only their own assigned patients within the practice), or Staff (non-clinical - can't record or open notes).
  4. 4.A doctor working across two practices (their own plus one they joined) sees a "Recording as {practice}" banner on the Recording page and a "Working as" card in Settings > Practice, each with a one-click Switch button - this decides which practice new patients and sessions belong to going forward.
  5. 5.Leaving is instant and self-service (the "Leave {practice}" button in Settings > Practice); an Owner or Admin can remove any member the same way, with no notice period.
  6. 6.The owner buys seats from Settings > Practice > "Cognivolt Enterprise seats" - enter a seat count and click Buy seats. Pricing is volume-tiered ($89/seat for 1-5, $85 for 6-10, $79 for 11+), pooled across the whole practice, not per doctor.
  7. 7.Once seats are active, the owner can choose whether their OWN usage bills against a practice seat or their personal plan, via a dedicated toggle - buying seats never silently switches this.
  8. 8.A practice-wide prescription letterhead (address, phone/email) can be set once the practice has more than one member, printed under the practice name on every prescription regardless of who wrote it.

10. Scheduling

A day-view practice diary at Schedule, plus a faster path straight from a patient's own chart.

  1. 1.From the Schedule page, click Book, type or browse for the patient, then set time, duration and type (First consult / Follow-up / Review / Other).
  2. 2.From a patient's own chart, click Book follow-up in the identity strip - the patient is already linked, so there's no name search step.
  3. 3.Move an appointment through its day with the Arrived and Done buttons as the visit happens, or Cancel it - appointments are never deleted, only marked.
  4. 4.A patient can request a time themselves from their portal's "Request an appointment" card; it never books directly - it appears in a "Patient requests" queue on the Schedule page for the clinic to Approve or Decline.

11. The Patient Portal

A separate, deliberately limited view for patients - their own visit summaries in plain language, never the clinical note itself.

  1. 1.From a patient's chart, open "Patient portal access" and click Issue an activation code. It's shown once, expires in 14 days, and works a single time - give it to the patient in person.
  2. 2.The patient signs in with a normal Cognivolt login (the same one doctors use) at the Portal, then enters that code once to activate their access.
  3. 3.Inside, a patient sees: their allergies, current medicines, upcoming appointments, a request-an-appointment card, a message thread with their care team, and plain-language summaries of past visits (what was discussed, what it means, the plan, and a "come back if" warning) - never the full clinical note, risk assessment, or scale scores.
  4. 4.Revoke an account or an unused code any time from the same "Patient portal access" card in the chart.

12. Secure Messaging

One message thread per patient, visible to the patient and to every clinician in the practice - not a general inbox.

  1. 1.From a patient's chart, scroll to the Messages card, type in the box, and click Send.
  2. 2.The patient replies from the same thread inside their own portal.
  3. 3.There are no attachments, typing indicators or read receipts by design - it's built for short clinical back-and-forth, not as a chat product, and a portal message is never a substitute for urgent care.

13. The Browser Extension

Pastes an approved note straight into whatever other EHR you already have open, without moving your whole practice off Cognivolt.

  1. 1.Generate a connection token first, from Settings > Super Extension - it's shown once, so copy it immediately.
  2. 2.Install the extension, open its popup, paste the token into the Connect screen, and click Connect.
  3. 3.Open the patient's note in the other EHR, click into the field you want filled, then use Insert all in the extension popup to smart-fill matching fields (subjective/objective/assessment/plan, etc.), or Copy all as a plain fallback.
  4. 4.To paste just one part of the note, expand "Show sections" on that session and use the per-section copy/insert buttons instead of the whole note.

14. Importing and Exporting Data

Settings > Your Data covers moving records in and out of Cognivolt, in both spreadsheet and FHIR form.

  1. 1.To bring existing patients in, click "Choose a demographics CSV" and upload a file with name, mrn, age, gender, date_of_birth and contact columns - rows are matched on MRN, never guessed from a name, so nothing gets merged incorrectly.
  2. 2.To export, use the one-click CSV buttons for Patients, Encounters, Medications, Problems or Allergies, or the single "FHIR bulk export" button for a structured NDJSON file another EHR's importer can read directly.
  3. 3.For an external lab or system to write results or documents directly into Cognivolt, generate an integration key from the Integrations panel and use it as a bearer token against the documented FHIR write endpoints.

15. Settings and Billing

Everything about your own account, separate from the shared Practice panel.

  1. 1.Profile Settings holds your name, contact number, and two distinct letterheads: one for exported note/report footers, and one for your personal prescriptions (clinic name, registration number, address, phone/email).
  2. 2.Security lets you change your password, or deactivate your account (reversible - your data is kept, it only blocks starting new sessions).
  3. 3.Subscription & Billing is where you upgrade, downgrade or cancel your own personal plan - cancelling keeps access until the end of the current billing period.
  4. 4.Notifications has simple on/off toggles for session reminders, referral updates, and product updates.

16. The Audit Log

Owner-only, at Audit Log - a record of every time a chart was opened, changed, exported or shared across the practice.

  1. 1.Search by actor, action or patient ID across the loaded page, or enter a specific Patient ID and click Apply to pull that patient's full history from the server.
  2. 2.Each row shows when, who, what action (viewed, edited, exported, shared, deleted, consent, recorded, signed in), and which patient record it touched.
  3. 3.Entries are kept for several years and cannot be edited or deleted by the application itself - it exists as evidence, not a log the app can quietly rewrite.

Want every screen, option and edge case covered in full? The downloadable guide goes much deeper than this page.

Download the full PDF guide