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Uploading Audio Files to Wavo Health

Wavo lets you upload pre-recorded audio files for automatic transcription and AI-powered clinical note generation. This is ideal when encounters are captured on external devices or captured as voice memos, digital recordings, or other audio files.

Updated over a month ago

Supported Audio File Formats

Wavo Health supports a wide range of audio formats for maximum flexibility:

  • MP3 – Common and widely supported

  • M4A – Default format for iPhone voice memos

  • WAV – High‑quality, uncompressed audio

  • AAC – Advanced Audio Coding, commonly used for recordings

  • WebM – Modern web‑based audio format

  • And more – Most standard audio formats are supported

File size limits:

  • Files up to 100 MB upload and process directly

  • Files larger than 100 MB trigger an automatic compression option (see Large File Compression)

Two Ways to Upload Audio Files

You can upload audio files from two locations, depending on your workflow:

1. From the Dashboard

Use this option to create a new encounter from a pre‑recorded audio file.

2. From an Existing Encounter

Use this option to add audio to an existing encounter you are already working on.

Key difference: Dashboard uploads automatically create a new encounter, while in‑encounter uploads attach audio to the current document.

How to Upload from the Dashboard

Uploading from the dashboard creates a new encounter:

  1. Log in to Wavo Health

  2. Open the Dashboard

    • Click Home or Encounters in the sidebar

  3. Click Upload

    • Select the Upload button in the toolbar

    • The button includes an upload icon and may appear at the top of the page

  4. Choose Your Audio File

    • Select a file from your device (e.g., voice memo or recorder file)

    • Confirm to begin uploading

  5. Wait for Processing

    • A new encounter is created automatically

    • You are redirected to the encounter page

    • A progress indicator shows each stage:

      • Upload (0–25%) – Secure file upload

      • Transcription (25–60%) – Speech‑to‑text processing

      • AI Processing (60–85%) – Clinical note analysis and generation

      • Finalizing (85–100%) – Formatting and organization

  6. Review Results

    • View the full transcription with speaker labels

    • Review the AI‑generated clinical note

    • Action items and summaries are automatically extracted

How to Upload from an Encounter

This option adds audio to an encounter you already have open:

  1. Open an Encounter

    • Select an existing encounter from the dashboard

    • Or click New Encounter to create one

  2. Find the Upload Button

    • Locate Upload in the document editor toolbar

    • On mobile, scroll the toolbar horizontally if needed

  3. Select an Audio File

    • Choose your file and confirm

  4. Track Processing

    • Upload and processing progress is shown in real time

    • You can continue editing other parts of the document

  5. Review the Output

    • Transcription appears in the Transcription tab

    • AI‑generated content populates the clinical note

    • Speakers are labeled (e.g., Clinician, Patient)

Large File Compression

Files larger than 100 MB prompt automatic compression.

Compression Dialog

You will see:

  • File name and original size

  • Estimated compressed size (about 15% of the original)

  • Options to Compress & Upload or Cancel

How Compression Works

  1. Wavo applies optimized audio compression

  2. Progress is displayed during compression

  3. Audio quality is preserved for transcription accuracy

Example:

  • Original file: 150 MB

  • After compression: ~22.5 MB

  • Transcription quality: Maintained

What Happens After Upload

Once uploaded, Wavo processes your audio in stages:

1. Secure Upload (0–25%)

  • Audio is encrypted and uploaded securely

2. Transcription (25–60%)

  • Powered by Speech‑to‑text AI

  • Automatic language detection:

    • English

    • Spanish (Español)

    • French (Français)

  • Medical‑optimized models are used for accuracy

  • Speaker labeling is applied automatically

3. AI Analysis (60–85%)

  • Encounter summary generation

  • Structured clinical note creation

  • Action item extraction

  • Title and key topic identification

4. Document Finalization (85–100%)

  • Content is organized into the encounter

  • Your default template is applied, if configured

  • The document is saved and ready for review

5. Results Available

You can access:

  • Full transcription with timestamps

  • AI‑generated clinical note

  • Encounter summary

  • Action items checklist

Tips for Best Results

Audio Quality

  • Record in a quiet environment

  • Use a reliable microphone or recording device

  • Speak clearly at a consistent volume

  • Allow brief pauses between speakers

Language Settings

  • Confirm the encounter language before uploading

  • Supported languages: English, Spanish, French

  • Wavo automatically selects the best model

iPhone Users

  1. Voice Memos

    • Record in the Voice Memos app (M4A format)

    • Share → Save to Files

  2. File Access

    • Store recordings in Files or iCloud Drive

    • Navigate to Files when uploading

  3. Third‑Party Apps

    • Export recordings to the Files app before upload

Troubleshooting

File Not Uploading

  • Confirm the audio format is supported

  • Compress files larger than 100 MB

  • Verify file access permissions

  • Check your internet connection

Transcription Issues

  • Improve audio clarity

  • Reduce background noise

  • Ensure clear speaker separation

  • Edit the transcript manually if needed

  • Use Smart Transform to refine notes

Upload Button Missing

  • Check the dashboard or encounter toolbar

  • Scroll horizontally on mobile

  • Verify account permissions

Slow Processing

  • Large files take longer

  • Compression adds processing time

  • Processing continues in the background

Compression Failed

  • Try a different browser

  • Confirm the file is not corrupted

  • Compress locally and re‑upload if needed

Can’t Find Your Upload

  • Check the Encounters list

  • Sort by most recent

  • Use search by title or date

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