Using the Note Editor

Edits can be made to patient and appointment demographics, note text, referring associates, and authenticators in the note editor. By default, only documents that are in the Marked for Review and Preliminary Folders can be edited.

The note editor can be accessed multiple ways:

From a Workflow Folder
- Click anywhere in the corresponding data grid row, except for the Actions column (the area in the green box in the image below).
- Expand the Actions list in the data grid and choose Edit Transcription (the area in the blue box in the image below).
- Click View Transcription in the Actions column (the area in the yellow box in the image below) to open the note viewer, then click Edit.
From Search All - Basic Search
- Click anywhere on the given row in the data grid to open the note viewer, then click Edit in the top right corner of the Action Panel.

Note Editor Layout

The Note Editor consists of five main sections, color coded in this image. Each section can have multiple components to it:

Action Panel
- Patient and Appointment search
- Save and Complete actions
- Ellipsis menu
- Exit editor
Dictation Player
- Dictation playback controls
  - This section is hidden by default, but can be toggled on from the ellipsis menu
Header Panel
- View and change Document Type, Location, Clinician
- View the note's status in the workflow
Draft Editor
- Edit the note text
Side Panel
- View and edit:
  - Patient, Appointment, and Orders
  - Comments and Comment Tags
  - Associates
  - Additional Authenticators

Action Panel

The Action Panel displays a read-only view of the patient ID, birthdate, age, gender, and appointment date. It also provides options to search for a new patient or appointment, save, complete, preview and print notes, and perform additional actions from the ellipsis menu.

Patient and Appointment Search

A patient and/or appointment search can be performed to replace, correct, or add a missing patient and/or appointment to a note. This functionality is only available if the client sends a data feed to eSOne or patient data is manually entered into the eSOne system.

To initiate a search click Search . Two of three options will be presented: Search for a different Appointment for this Patient or Search for a different Order for this Patient (depending on the document type selected) and Search for a different Patient.

The available search parameters and returned data fields can vary depending on client configuration.

Search for a Different Patient

To add or change the patient on a note click Search then select Search for a different Patient.

Enter one or more search criteria in the search fields on the left and click Search. Matching patient records will load in the grid on the right.

Click the desired patient. If there are patient or order records (based on the document type chosen) for the selected patient, the Appointment or Order list will open.

If no appointments or orders exist for the patient, you will be returned to the editor. The new patient demographics will be populated in the Action Panel and Patient Info tab in the Right Panel.

Search for a Different Appointment or Order

Document types can be configured to contain appointment records or orders. The appointment or order search option presented in the patient search menu will depend on the document type selected.

To search for a different appointment for the same patient select Search for a different Appointment for this Patient. To search for a different order for the same patient select Search for a different Order for this Patient. If a Patient ID or patient is not selected, the search options for Appointments or Orders will be disabled.

A list of appointments or orders (depending on the document type configuration) for the patient will be displayed. The available data fields in the search results may vary based on the client configuration.

Click the desired appointment or order then Select to attach it to the note. The demographics in the Action Panel and the Right Panel will update with the appointment information.

Save

The Save button has two modes:

Press the left side of the button to save changes to the note, including text and demographics, and keep the current note loaded in the editor.

Press the right side of the button to expand the save menu and choose Save and Next. Changes will be saved and the next note in the grid will load in the editor.

Complete

The Complete action saves the note and moves it forward in the workflow. The Complete button also has two modes:

Press the left side of the button to save the note and progress it to the next step of the workflow. The editor window will close and you are returned to the workflow folder view.

Press the right side of the button to expand the complete menu and choose Complete and Next. Changes will be saved, the note will progress to the next step of the workflow, and the next note in the grid will load in the editor.

The ellipsis menu provides additional options based on client configuration, workflow status, and user access rights.

View Note - Opens the note in read-only mode. This option is available only for notes that have moved beyond the Dictations folder.
Play - Toggles the dictation player controls in the editor. When toggled on, the dictation will begin playing.
Next - Opens the next note in the workflow folder or the next result from the Search All search results in the editor.
View Changes - Opens the Current Changes window with a color-coded view of changes made to the note text since the last save.
Reset - Removes unsaved changes to the note text, patient and appointment demographics, orders, and additional note attributes.
Info - Opens Note Information in a new tab.
Print - Prints the note through the Printing Agent, applying any configured letterheads and watermarks for the document type.
Print Preview - Displays a preview of the formatted note in the Printing Agent, including any letterheads and watermarks configured for the document type.
Open Legacy Editor - Opens the note in edit mode using the previous version of the transcription editor. See Legacy Editor Access below for details.
Feedback - Opens a form in a new tab, allowing you to submit feedback, ask questions, or report issues related to the note editor or InQuiry. See Your Feedback Matters below for details.

Legacy Editor Access

During the transition phase through July 8, 2025, users will have access to the legacy editor should the need arise. This ensures a seamless experience as you transition and explore the new features. Expand the Action Menu and choose Use Legacy Editor. When switching from the note editor back to the legacy editor, you will see a pop-up asking if you’d like to leave feedback. We strongly encourage you to share your thoughts, as understanding why users revert to the legacy editor helps us identify areas for improvement and address any gaps in the note editor.

Your Feedback Matters

Your feedback is essential in helping us identify areas for improvement and ensure a seamless experience for all users. We encourage you to share any minor issues, suggestions, or comments by clicking Feedback in the ellipsis menu.

Important

If you require immediate assistance with InQuiry Note Editor, Viewer, or Info pages, please follow your standard support procedures instead of submitting feedback.

When reporting an issue or sharing suggestions, please include the following information whenever possible:

Note ID: Include the unique identifier of the affected note.
Steps to Reproduce: Provide a step-by-step description of the actions that led to the issue, including the workflow folder, screen or feature you were using.
Screenshots or Recordings: Visuals can help us understand the issue faster. If you share screenshots, please ensure all Protected Health Information (PHI) is redacted.
Expected vs. Actual Behavior: Let us know what you expected to happen and what actually occurred.
Device Details: Mention the operating system and web browser version (e.g. Windows 11 Enterprise 24H2 x64, Chrome 131.0.6778.266)
Additional Context: Share any other details that might help us understand the issue better, such as your internet connection or time of occurrence.

Your thorough feedback helps us improve the experience for everyone.

Close

The Close button exits the note editor without saving changes. If there are unsaved changes, a confirmation message will appear, allowing you to save before closing.

Dictation Player

InQuiry supports an in-editor dictation player, allowing users to control audio playback while editing a note. The dictation player is hidden by default, but can be opened by selecting Play from the ellipsis menu.

Once opened, the dictation will begin playing and dictation playback controls will appear below the Action Panel. The playback controls may display differently depending on the browser used.

To hide the dictation player click the X at the far right side of the player controls.

The dictation player status is saved. If the player is open when the note editor is closed, it will be open in the next note. If the dictation player is hidden, it will not appear in the next opened note.

Use the controls to adjust the playback speed, play/pause the audio, and move forward and backwards in the audio.

The following keyboard shortcuts are available:

ALT + Shift + S - Go To Start
ALT + Shift + R - Rewind
ALT + Shift + P - Play/Pause
ALT + Shift + F - Fast Forward
ALT + Shift + E - Go To End

Foot pedals that are capable of being configured to send specific keystrokes can also be used to control audio while simultaneously editing. Please refer to your foot pedal manufacturer's user manual for assistance in configuring the shortcuts.

Header Panel

The Header Panel displays the Note ID and the current workflow status of the note. It also allows key details to be edited, including the Document Type, Location, and Clinician associated with the note.

Note ID - Identification number for the note. This can be used to search for notes in workflow folders and Search All.
Workflow Status -Displays the current stage of the note within the workflow, represented by its assigned folder name.
Document Type - Specifies the work type assigned to the note, which may determine its formatting and structure.
Location – Depending on the client’s setup, this field represents either the appointment location or the department within the facility.
Clinician – The provider who dictated the note.

Depending on user access rights, the Document Type, Location, and Clinician fields may be edited. To make a change, expand the selection list and click the desired value.

A search function is available in the Clinician field. Click the search icon to open the search, then begin typing the clinician’s first or last name. The list will dynamically filter results as you type, helping you quickly find the correct provider.

Draft Editor

The Draft Editor enables users to make changes to the body of the note. The toolbar provides various tools to enhance document formatting, including options to create and modify tables, add lists, run a spell check, and more.

If the user has access to edit note header information but not the note text, the draft editor toolbar will not appear and the text will be read-only.

Side Panel

The Side Panel displays key details about the patient, appointment, orders, and other note attributes. It is organized into sub-tabs, each grouping related information for easy navigation. The availability, layout, and data fields, as well as which fields are editable or read-only, are determined by client configuration and user access rights. This ensures that users only see the relevant details for a given note, tailored to their specific access.

Patient Info – Displays patient and appointment information and allows for edits.
Orders – Displays attached orders related to the note.
Comments – View, edit, add, or remove comments and comment tags associated with the note.
Referred Associates – Lists associates who will receive a copy of the note, with options to add, remove, or edit associates.
Signers – Manage additional authenticators by viewing, adding, or removing them from the note.

Patient Info

The Patient Info sub-tab contains patient and appointment information. The layout and data fields in the demographics are customizable by the client, as well as which fields are editable or read-only. If a patient record is attached to the note, data from that record will automatically populate the fields here. Alternatively, patient and appointment information can be manually entered.

The Patient Info sub-tab is divided into two sections: Patient Info and Appointment Info. Each section can be collapsed and expanded.

Patient Info Section

The Patient Info section contains general patient information. The default fields displayed are Patient ID, Patient Name, Gender, and Birthdate.

Additional patient contact details, including address and phone numbers, can be edited by clicking Edit at the bottom of the Patient Info section in the Patient Info sub-tab. A patient letter can also be selected within this window. To save the updated contact information to the patient's record in the eSOne system for use in future notes, check the Update Patient Info in Database checkbox.

A patient search can be initiated by clicking Search For a Different Patient at the top of the Patient Info section. This performs the same action as clicking Search in the Action panel, then choosing Search for a different Patient.

To add or update patient information without searching for a new patient, type in the desired fields and press Save to apply the changes. The patient demographics in the Action Panel will update with the new information.

Appointment Info Section

Appointment details are displayed in the Appointment Info section.

The Search For a Different Appointment link at the top of the Appointment Info section will allow you to choose an appointment affiliated with the patient ID. This link performs the same action as clicking the Search button in the Action panel and selecting Search for a different Appointment for this Patient. The link is disabled if the Patient ID is not populated, as a valid Patient ID is required to perform an appointment search.

To add or update appointment information without searching for a patient, enter the desired information in the appropriate fields and click Save. The patient demographics in the Action panel will update to reflect the changes.

Orders

The Orders sub-tab displays order-related details and is available in the side panel only when the selected document type is configured to be orders-based instead of appointment-based. A count of attached orders will appear next to the Orders sub-tab icon.

Each order attached to the note appears in its own card within the Orders sub-tab. Each card includes the order number, description, and date observed.

When an orders-based document type is selected and a patient search is performed, affiliated orders will be available to select and attach to the note after choosing a patient.

You can also add orders by:

Clicking the Search button in the Action panel and selecting Search for a different order for this patient, or
Clicking the Search link in the Orders sub-tab.

This functionality is only available if the client sends a data feed to the eSOne system or if order data is manually entered into eSOne.

The fields displayed in the Orders list depend on client configuration. If any data is cut off due to space constraints, hover over the field to view the full text.

To add orders to the note:

Check the box next to each applicable order.

Click Select to attach the selected orders to the note.

Multiple orders may be attached to the same note only if all selected orders are linked to the same appointment record or none of the selected orders are linked to an appointment record.

If one or more of the selected orders is linked to an appointment, the Appointment Info sub-tab will also populate with the related appointment details.

To remove an attached order:

Perform an order search again and select only the orders you want to keep. This will overwrite the previously selected set.
To remove all orders from the note, change the document type to one that is not orders-based. If needed, you can then change the document type back to the original type.

Comments

The Comments sub-tab allows users to view and manage comments and comment tags associated with a note. Comments are internal and are not included in the printed note.

Using Comments

Comments are used to share information related to a note that may be helpful to transcriptionists, providers, or other staff members. Comments can be accessed in two ways:

By clicking the Comments sub-tab in the side panel
By clicking the Comments icon in the workflow

To add, edit, or remove a comment, click inside the Comments text box and make the desired changes. Press Save in the Action panel to save the comment.

Using Comment Tags

Comment Tags are optional, preconfigured labels that can be added to notes. They are typically used to flag notes with common issues, making them easier to identify and sort in Review folders. Tag names and colors are customizable by the organization.

Notes that contain comments and/or comment tags are visually marked in workflow folders and mobile apps:

A dark blue icon indicates the note contains a comment only
A colored icon indicates the note has one comment tag
A tri-color icon indicates the note has multiple comment tags

Adding and Removing Comment Tags

To add comment tags:

Click Add Tags
Check the box next to each tag you want to apply
Close the tag list to return to the note
Press Save in the Action panel to add the comment tags

To remove comment tags:

Click the X on a tag displayed below the comment text box
Or, uncheck the tag in the Add Tags list
To remove all tags, click Clear Tags

Not all users have access to view or edit comments and comment tags. Access is controlled by user role and system configuration.

Referred Associates

The Referred Associates sub-tab displays individuals or organizations who should receive a copy of the note. These can include physicians, clinics, or other relevant parties.

Each associate appears as a card in the Referred Associates list. A count of associates added to the note is displayed next to the Referred Associates sub-tab icon.

Each card contains:

The associate’s name and/or business name
If the associate is configured as an AutoFax recipient, the card will display AutoFax followed by the fax number
Example: AutoFax: 555-123-4567

Viewing and Editing Associate Details

Click View and Edit Details on any associate card to open the Edit Associate window. From here, you can:

Edit the associate's contact details
Configure note-specific or permanent changes
Mark the associate as the patient’s Primary Care Provider (PCP)
Set the associate as the Primary Associate for the note
Enable or disable AutoFax

To apply changes only to the current note, leave the Update info in database checkbox unchecked.
To update the stored associate record for future use, check the Update info in database checkbox.

Associate Options Explained

Patient's PCP: Indicates the associate is the patient’s Primary Care Provider. PCPs are copied on all notes for that patient, but can be manually removed.
Make Primary: Designates the associate as the Primary Associate. This is typically the main recipient of the note. Only one primary can be selected.
AutoFax: Automatically sends a faxed copy of the completed note when the client’s AutoFax trigger is met.
To enable AutoFax: check AutoFax and Update info in database
To disable AutoFax for this note only: uncheck AutoFax and leave Update info in database unchecked
To disable AutoFax permanently: uncheck both AutoFax and Update info in database

Click Update to save changes, or Cancel to discard them.

To immediately fax the current version of the note, click Fax. Be sure the note is finalized and accurate before sending.

Caution

Clicking Fax sends the note immediately. There is no preview.

Adding and Removing Associates

To add a referred associate:

Click Add Associate at the top of the Referred Associates sub-tab.
Choose one of the following options:
- Search – If your organization uses an associate database, enter at least one search term and click Search. Select the desired associate, then click Add.
- Enter Manually – Enter the associate’s information directly. Complete all relevant fields and click Add.

To remove an associate, click the trash can icon on the associate card.

Important

There is no confirmation prompt when removing an associate.
This action cannot be undone, but the associate can be re-added by searching the database or entering the information manually.

Final Step: Save Changes

After making any changes to the Referred Associates list, always click Save in the Action panel of the note editor to retain your updates.

Signers

The Signers sub-tab allows you to designate additional signers (also known as authenticators) who must review and sign the note in addition to the dictator. This is commonly used in teaching clinics or hospitals, where attending physicians must attest to the accuracy of a resident's note.

Use Case Example

Attending physicians signing off on residents' notes is a common scenario for additional signers.

Adding Additional Signers

To add a signer:

Click Add Signer in the top-right corner of the Signers sub-tab.
A list of eligible signers will appear.
Check the box next to each signer you wish to add, clicking them in the order they should sign.

The signers are added in the order selected. This order determines the signature workflow:

The first added signer will sign after the dictator approves the note.
Subsequent signers will have access to the note in sequence in the traditional workflow.
The last added signer will complete the signing process.

The signing order cannot be changed after signers are added. To adjust the order, remove all signers and re-add them in the desired order.

Removing Signers

To remove a signer click the trash can icon next to the signer's name.