Turn recorded therapy sessions into same-evening notes
In this anonymized composite scenario, a therapist records sessions and case reviews with consent, then uses speaker-labeled transcripts and summaries to prepare notes that evening instead of replaying recordings after work.
In short
A therapist records consented therapy sessions, supervision discussions, and case reviews, then uploads the files to SozAI. SozAI produces searchable transcripts with speaker labels, word-level timestamps, AI summaries, and exports for documentation. The therapist reviews key passages, drafts notes the same evening, and searches earlier discussions without replaying each recording in full.
The setup
- Who
- Therapist handling sessions and supervision
- Typical recording
- Therapy sessions, intake conversations, case reviews
- Volume
- About 29.3 minutes per recording in the public transcript library
- Languages
- Russian clinical discussions and Spanish intake conversations
- Devices
- iOS, Android, macOS, or website
- Export used
- DOCX for documentation and internal review
- Storage
- EU data centers with AES-256 encryption at rest
The numbers come from anonymized aggregates from SozAI production usage and the public transcript library, not one named organisation.
Recorded sessions created an after-hours backlog
Clinical work continues after the session ends. Note writing, case review, and supervision follow-up often require replaying recordings, checking wording, and separating each speaker’s contribution.
The material also varies. Production usage spans Russian clinical discussions and Spanish intake conversations. In those settings, the therapist needs more than a rough transcript: speaker labels, searchable text, and a quick way to identify themes, interventions, risk factors, and follow-up items.
Supervision adds another layer. Group discussions contain useful clinical reasoning, but important ideas can disappear inside long recordings unless someone creates notes manually.
This case study is a composite of anonymized production usage patterns, not one named person or clinic. The recurring problem is straightforward: too much listening after hours and too little structure for later review.
What made review difficult
From session audio to searchable notes
The therapist records sessions with consent, then uploads the audio for transcription. Speaker labels make the result easier to review than a single block of dialogue. Instead of replaying the full session, the therapist scans the conversation, jumps to key sections, and uses an AI summary to draft notes that evening.
For supervision and case reviews, each transcript becomes a searchable archive. The therapist can revisit a formulation, compare discussions over time, or extract teaching points from a longer seminar. In multilingual work, the same process supports Russian discussions and Spanish intake conversations without requiring hours of manual transcription.
The transcript remains useful after the first summary. The therapist can review speaker turns, ask follow-up questions in AI chat, and export text for documentation or internal review.
A four-step review workflow
- 1 Record a therapy session or supervision discussion with consent.
- 2 Upload the audio and receive a transcript with speaker labels.
- 3 Read the AI summary to draft notes and identify key themes.
- 4 Search the transcript later for supervision, case comparison, or documentation.
A shorter path from session to note
The change was not a new clinical method. It was turning spoken material into usable text quickly enough to support clinical work the same day.
Notes prepared the same evening
The therapist works from a transcript and summary while the session is still fresh, rather than relying on extended replay.
Clearer speaker separation
Speaker labels distinguish therapist and patient contributions and make group supervision discussions easier to follow.
Supervision becomes searchable
Case reviews and seminars become text that can be searched later instead of audio files that are difficult to revisit.
What supported the workflow
Speaker-labeled transcripts
In therapy and supervision, meaning often depends on who said what, making diarization important for review.
Multilingual transcription
Russian clinical discussions and Spanish intake conversations show why broad language coverage matters.
Value beyond the summary
The transcript stays useful for search, follow-up questions, later review, and documentation.
How long each step takes
- Record with consentDuring the session
The therapist records a therapy session, intake conversation, supervision discussion, or case review after obtaining consent. The recording can be made on a supported device and uploaded later.
- Upload the recordingImmediately after recording
The therapist uploads the audio file to SozAI through a supported platform. Files can be up to 500 MB and about 2.8 hours per file.
- Generate the transcriptAbout five minutes for 50 minutes of audio
SozAI transcribes recordings at about 10x real time. The output includes speaker labels in 99% of transcripts produced in the app and word-level timestamps.
- Review and draft notesThe same evening
The therapist reads the AI summary, checks the relevant speaker turns, and uses searchable text to draft documentation. SozAI exports the reviewed material as DOCX, TXT, PDF, SRT, or VTT.
- Search later discussionsLater review
The therapist searches transcripts for formulations, interventions, risk factors, follow-up items, and supervision points instead of replaying complete recordings.
What this workflow does not do
Clinical judgment remains manual
SozAI does not diagnose, assess risk, determine treatment, or replace the therapist's clinical judgment. Summaries and extracted themes require review against the recording and clinical context.
Audio quality affects accuracy
Word accuracy is around 99% on clear speech recorded with a decent microphone. SozAI does not guarantee the same result with overlapping speakers, heavy accents, background noise, or phone-quality audio.
Consent and governance remain required
SozAI does not obtain clinical consent or decide whether a recording may be stored. The therapist and organisation must define consent, access, retention, and documentation procedures.
File and language conditions apply
SozAI accepts files up to 500 MB and about 2.8 hours per file. SozAI supports 100+ languages with automatic language detection, but transcription quality still depends on the recording and language context.
Terms used on this page
- Speaker labels
- Speaker labels identify separate voices in a transcript so therapist, patient, and supervision participants can be distinguished.
- Word-level timestamps
- Word-level timestamps attach a time position to each transcribed word so a reviewer can locate the corresponding audio passage.
- AI summary
- An AI summary condenses a transcript into review points that can support note drafting and follow-up identification.
- Diarization
- Diarization is the process that detects and separates speakers in an audio recording.
A broader pattern in recorded-work review
This scenario reflects a wider pattern across 5,400+ users: people need a faster path from recorded speech to notes, decisions, and follow-up work. Across production usage, SozAI has processed 9,600+ jobs and transcribed 1,360+ hours of audio and video.
This therapist story is an honest composite built from anonymized usage patterns. In healthcare-adjacent workflows, the recurring benefit is simple: less time spent inside recordings and more time working from searchable text.
Answers
Questions about this workflow
How does SozAI turn a therapy recording into notes?
SozAI transcribes the consented recording, separates speakers with diarization, and adds word-level timestamps. The therapist reviews the transcript and AI summary, checks important passages against the audio, and drafts documentation from the verified text. SozAI can export the reviewed material as DOCX, TXT, PDF, SRT, or VTT.
Can SozAI distinguish a therapist from a patient?
SozAI produces speaker labels in 99% of transcripts produced in the app, which separates turns for therapist, patient, and other participants. Labels identify distinct speakers rather than their professional roles automatically, so the therapist should check names or roles during review, especially when several people speak or voices overlap.
How long does SozAI take to transcribe a session?
SozAI runs at about 10x faster than real time. A 50-minute recording is typically ready in about five minutes. Processing time can vary with the file, but the workflow is designed to provide searchable text shortly after upload rather than requiring the therapist to replay the recording manually.
Does SozAI support Russian and Spanish clinical recordings?
SozAI supports 100+ languages and includes automatic language detection. Russian clinical discussions and Spanish intake conversations are examples of languages appearing in this workflow. Accuracy still depends on clear speech, microphone quality, overlapping speakers, accents, and background noise, so multilingual transcripts require the same review as other clinical material.
Can SozAI export a transcript for clinical documentation?
SozAI exports transcripts in TXT, DOCX, PDF, SRT, and VTT formats, with word-level timestamps. A therapist can review speaker turns and the AI summary before exporting DOCX or another suitable format for documentation or internal review. SozAI does not decide which content meets an organisation's clinical-record requirements.
Is therapy audio stored securely in SozAI?
SozAI processes and stores files in EU data centers and encrypts stored data with AES-256. SozAI does not obtain consent, define retention periods, or determine who should access a clinical recording. The therapist and organisation remain responsible for consent, access control, retention, and applicable clinical governance.
Try it for therapy notes and supervision review
Upload a recorded session or case discussion and get labeled text, summaries, and searchable transcripts on your phone.
