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Dictate a voice memo after a new-patient exam and let a Zapier workflow turn it into the initial note
Dr. Palmer Piana, chiropractor at Life Charge Chiropractic (a family-owned practice in Gallatin and Hendersonville, Tennessee), in the AI handout he published for a 2026 chiropractic conference talk
His initial-notes automation goes from a voice memo to Zapier to finished notes, with no typing. He also built a 'patient conversation recall' tool that runs locally with a rolling buffer and stores nothing: one button captures the last 30 seconds of conversation and turns it into a note. The handout doesn't name the AI model or the notes system behind either one.
Zapier Pro $19.99/mo billed annually ($29.99 monthly) for 750 tasks; free plan with 100 tasks/mo (the AI and transcription steps can add their own costs)
Medium · or we do it from $149/mo
Zapier
The problem
Typing up initial exam notes after every new patient takes time away from patients, and details from the conversation slip.
What happened
He lists both among the real use cases from his office; no time savings are given. His handout's rules for clinical use: never paste identifiable patient information into public models (free tiers are not HIPAA-compliant), run a model locally for sensitive work, de-identify first, and verify before acting. Self-reported.
Quoted in the source: Dr. Palmer Piana, Life Charge Chiropractic. Source: Life Charge Chiropractic: AI for Chiropractors, The Practical Playbook (Dr. Palmer Piana's handout for his Fire on the Mountain 2026 talk) · Added 2026-10-18.
How to set it up yourself
- What Life Charge Chiropractic does: the doctor records a voice memo, a Zapier workflow passes it along, and a finished initial note comes back with no typing. The handout doesn't name the AI step or the notes system, so the steps below are a DIY version, and with patient details the setup matters more than the prompt.
- Decide where patient information may go before you build anything. Free AI plans are not HIPAA-compliant: use a tool covered by a BAA (business associate agreement), run a model on your own computer (the handout names Ollama and LM Studio), or dictate a de-identified summary such as "45yo, chronic low-back pain, L4-L5 bulge" with no name or date of birth.
- In Zapier, make a Zap: the trigger is a new audio file in the cloud folder you save voice memos to; add a step that transcribes it, then an AI step with the prompt below, then one that saves the draft note as a document or emails it to you. Check the data terms of every app in the Zap before real patient audio goes through it.
- Read each draft against what you found in the exam, fix it and enter it in the chart yourself. Keep checking every note until the workflow has been right for weeks, not days.
Copy-paste prompt
This is a transcript of my dictation after a new-patient exam at {PRACTICE NAME}. Turn it into an initial note with these sections: {YOUR NOTE SECTIONS, e.g. chief complaint, history, exam findings, assessment, plan}. Use only what I said; write [MISSING] for any section I didn't cover and [CHECK] for anything unclear. Don't add diagnoses, codes or findings I didn't mention, and keep my exact numbers for ranges of motion and test results.One short email a day: 3 new AI use cases from real small businesses, each with its source and setup steps, plus a Tool of the Day. Free, no spam, unsubscribe anytime.
Tools used
Zapier
Connects apps and automates workflows, with AI steps and agents.
From Pro $19.99/mo billed annually ($29.99 monthly) for 750 tasks; free plan with 100 tasks/mo (checked 2026-10-16)
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Checked prices: Zapier: from Pro $19.99/mo billed annually ($29.99 monthly) for 750 tasks; free plan with 100 tasks/mo (verified 2026-10-16)
Rather not do it yourself?
We'll set this up in your tools, in your voice, tested. $149/mo with setup included (6-month minimum), or $497 pay-once. Satisfaction guarantee: we'll fix it until it works. Pay-once setups: or we refund your setup fee. $149/mo plan: cancel in the first 30 days and we refund your first month. Terms. We reply within 1 business day.
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