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“Okay circleOS, let me tell you about my appointment today…”

Capture what your team needs to remember — spoken hands-free or typed. circleOS keeps clinical notes internal, searchable, and filed automatically by patient, visit, diagnosis, or workflow.

Longevity bundle — follow-up
5 days ago

Anna was interested in our longevity bundle but wanted to wait a bit after her last appointment.

Use attached results to motivate the patient. Do not push too hard.

Fact
AAnna Schmidt
Booking · 12 May
Coeliac disease
5 days ago

Confirmed via serology and biopsy. Maintain strict gluten-free diet.

Diagnosis
AAnna Schmidt
iK90.0Coeliac disease

Capture

Get it down before it's gone.

Speak it in Live Mode or type it in the editor. Either way the words land in the note, and the draft keeps itself.

  • Dictate hands-free

    In Live Mode, tap the mic on an in-progress booking and speak. circleOS transcribes straight into the note in real time — perfect for a consultation when your hands are busy.

  • Knows who said what

    Every transcribed segment is labelled with the speaker's name, and teammates can join the same session — so group visits read back cleanly, line by line.

  • Speak and type together

    Toggle the mic on or off without losing your place. Transcribed text and what you type live in the same block editor, ready to refine before you publish.

  • A real editor

    Notes use circleOS's block editor — headings, lists, and structure — the same writing surface shared with documents, plans, and templates.

  • Drafts that save themselves

    The moment a note has meaningful text it saves as a draft, with a quiet saving indicator. Step away mid-visit and nothing is lost.

  • Start from a template

    Apply an admin-built template for a consistent structure. If the note already has content, circleOS asks before it replaces anything.

Organize

Every note in its place.

Typed, coded, linked, and time-scoped — circleOS files each note where it belongs and keeps it findable long after the visit.

  • Five note types

    Mark each note as Note, Documentation, Fact, Opportunity, or Diagnosis so your team reads its purpose at a glance. Diagnosis notes ask for confirmation before they publish.

  • Diagnosis codes attached

    Add ICD-10, CIRCLE, CH, or custom codes from a searchable picker. The first code switches the note to Diagnosis and titles it from the code if you haven't.

  • Filed where it was made

    Create a note from a patient, a booking in Live Mode, a plan, a purchase, or a lab order and circleOS links it automatically — context chips, not free-form tags.

  • Lives in every context

    One note can carry several links at once, so it shows up on the patient, the booking, and the plan it belongs to — without ever being duplicated.

  • Pin one to the profile

    Pin the note that matters to a patient and it rides along on every visit and in Live Mode. Pinning a new one retires the last — one pinned note per patient, always current.

  • Relevance with a shelf life

    Mark a note relevant forever, until the next contact, or until a set date — so stale information stops competing for your team's attention.

  • Find it by what's inside

    Notes are indexed in global search by title and body text, not just their heading — type a keyword and the right note surfaces from anywhere in circleOS.

  • Right beside the work

    Recent notes appear in the patient, booking, plan, and purchase sidebars. Read, add, or pin from there — no need to leave the page you're on.

  • A head start from AI

    Where it's enabled, the note menu hands content to Circle Intelligence to draft a plan or summary. It returns a draft for your team to review before anything is used.

One note,
start to filed.

From the first word to the moment it resurfaces, circleOS carries a note through the same steady path — so the record stays complete without the busywork.

  1. 01
    Start from contextAdd a note from a patient, booking, plan, or purchase. circleOS pre-fills the links based on where you started, so it files itself.
  2. 02
    Pick a type and templateNotes default to a general type; switch to Documentation, Fact, Opportunity, or Diagnosis. Apply a template for a consistent structure when you need one.
  3. 03
    Dictate or typeIn Live Mode, speak with the mic for live transcription. Otherwise type into the block editor — content auto-saves as a draft as soon as there's something to keep.
  4. 04
    Add codes and relevanceAttach diagnosis codes from the picker, then set how long the note stays current: forever, until the next contact, or until a date.
  5. 05
    Pin if it should stay upIf the note should greet the team on every visit, pin it to the patient's profile — before or after you publish.
  6. 06
    PublishSave, or press Cmd+Enter. Diagnosis notes confirm once more before they're committed to the record, then the note links into its context.
  7. 07
    Find it againThe note surfaces in its context sidebars, the patient's pinned area, Live Mode, and search — open, edit, or reference it from anywhere it's linked.

Add-ons

Power behind the notes.

Writing, types, links, and pins are native circleOS. When you want them, optional integrations sharpen search and unlock AI drafting.

  • Typesense

    Typo-tolerant global search engine.

  • Langdock

    Powers Circle Intelligence & other AI features.

FAQ

Questions clinicians ask.

The practical things — privacy, group visits, edits, and where a note ends up.

Can it handle a visit with more than one person?

Yes. Every transcribed segment is labelled with the speaker’s name, and teammates can join the same session — so group visits, and family members in the room, read back cleanly line by line.

What if I make a mistake — can I edit a note?

Always. Dictation lands in the same block editor as everything you type, so you can toggle the mic off and refine the wording before you publish. Notes save as a draft the moment there’s something to keep, so nothing is lost if you step away mid-visit.

Do I need special hardware or software to dictate?

No. Transcription runs in Live Mode in the browser — tap the mic on an in-progress visit and speak. There’s nothing to install and no microphone to buy.

Are my notes private — and is patient data used to train AI?

Clinical notes are strictly internal to your team and never shown to patients. Data is stored and processed in the EU, encrypted in transit and at rest, and we never train AI on your patient data.

Does it work for my specialty?

Notes aren’t specialty-specific. The five note types, admin-built templates, and diagnosis codes — ICD-10, CIRCLE, CH, or your own custom system — adapt to how your clinic already works.

Will the note end up in the right place?

There’s nothing to export. circleOS isthe record: a note files itself against the patient, booking, plan, or lab order it was made from, and surfaces in every one of those contexts — plus global search — without you copying it anywhere.

Keep the whole team in the know.

Internal notes that capture themselves, file themselves, and surface exactly where your team needs them.

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