Step-by-step guides for every feature in WoundNote.io. Click any section to expand the instructions.
Choose a guide below. Each includes the actual workflow, safety checks and a practice exercise. Use fictional information for training—not live patient or billing changes.
Open the correct patient’s new progress note or an existing unsigned draft. Click Import Note and choose the original .docx or PDF file. Limits: 20 MB; PDFs up to 30 pages. Convert legacy .doc files to .docx first.
Starting in AI Assistant instead? Upload the report, choose the patient in Progress Note Detected, select the original report and service date, then Continue in Progress Notes (or Continue in existing draft). Choose among matching drafts when prompted. Click Review report & photos in the editor. No progress note is saved by this handoff.
Import one original report at a time. For a batch, the handoff uses the chosen file—not the combined AI summary. Keep the tab open; after a refresh or an expired handoff, use Import Note to select the original file again.
Confirm the patient identity and compare the extracted findings with the original report. Check service date, wound sites and measurements, diagnoses, medications, treatment and follow-up. Earlier baseline measurements are not today’s measurements.
Review every image preview. When one wound with a location is found, photos are preselected for it; exclude logos or unrelated images. With multiple wounds, explicitly select the correct wound for every included image. A scanned PDF may provide a complete page image rather than a cropped wound photo.
Choose Confirm review & apply to draft. This replaces clinical sections in the form; on an existing draft, imported wounds are added separately. Check existing wounds first to avoid duplicating an earlier import.
Choose Save Unsigned Draft. This saves the note, original report and selected photos together through the reviewed import workflow. Do not sign until you have checked the saved photos and all clinical findings. Authorization requests are not proof a graft or procedure was performed.
If saving attachments fails, use the displayed retry on the same draft—do not start another import. Verify the photos in the saved note and downloaded PDF. Publishing an update does not restore photos to notes imported previously.
Using a non-patient sample report, find the image previews, exclude a logo and confirm the wound association. Cancel before saving if this is only practice.
Sign in to take the knowledge check and save completion. Reading this public guide does not mark it complete.
Open Medical Scribe and select the correct patient, or open the patient’s scribe area. Use this for visit notes that do not need to become a progress note immediately.
Record or type the encounter transcript. Verify the patient, visit facts and transcription before continuing. Obtain any recording consent your practice requires.
Use Structure visit text if you want organized sections. Review and edit the result; never assume generated wording has verified the encounter.
Click Save Scribe Note. This saves a separate scribe note—it does not create, finalize or sign a progress note.
To use it in a progress note, click Use in Progress Note. Choose the actual date of service. Reuse the matching unsigned draft, or explicitly select among multiple matches. If none exists, open a new unsaved form.
In the editor, open Scribe This Note, choose Import transcript for review, then Review suggestions. Apply only the reviewed fields you want. Follow the normal draft save process.
Reopen a saved scribe note from the saved-note list when needed. Review warnings before discarding unsaved changes or deleting a scribe note.
Dictate a short fictional visit, review the transcript and identify the difference between Save Scribe Note and Use in Progress Note.
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Open a new progress note or an existing unsigned draft. Confirm the patient and date of service, then click Scribe This Note. Finalized notes are not eligible for this workflow.
Record or type today’s encounter, or explicitly import a saved scribe transcript. Suggestions are generated from that transcript, not by treating previous findings as today’s examination.
Click Review suggestions. Read the supporting transcript and Needs clarification items. Add missing facts to the transcript and refresh suggestions rather than inventing findings.
Match each dictated wound to its correct existing wound, or explicitly choose Add new wound. There is no automatic wound match.
Select the suggestions to apply. Review replacements of existing text carefully. Fields changed after the preview may be skipped to protect newer edits; read the result before continuing.
Applying suggestions changes the unsaved form only. Verify ROS, examination, medications and any copied/default fields against today’s encounter. Scribe does not verify untouched findings or sign the note.
Complete missing clinical and billing information, then save the draft and follow your normal review/signing process.
In an unsaved sample draft, dictate one wound measurement and one treatment instruction. Review the proposed fields and wound target, then cancel without saving.
Sign in to take the knowledge check and save completion. Reading this public guide does not mark it complete.
Open the PuraPly invoices in Billing & Invoices. Confirm the source invoice number, organization, product sizes, quantities, dates and payment status before changing anything.
Use the row’s three-dot menu. Move to Company transfers the whole invoice and its linked order to another organization. Split products to practice transfers only selected quantities into a new standalone invoice.
For a split, choose the destination practice, product quantities, invoice date and handoff date. You cannot transfer more of a size than the source contains or empty the source with a partial split. One split uses one source invoice; stock from two invoices requires separate, verified transfers.
Preview the split. Check moved and remaining quantities, invoice amounts and any rounding difference. The selected invoice date also updates the source billing date and due date; inspect the preview carefully before confirming.
Splits are blocked for paid invoices and invoices with reported payments, payment references or payouts that require reconciliation. Do not clear a real payment or invent a credit just to make a split work.
Confirm once. The app creates the destination invoice and reduces the source in one transaction. Historical shipment order items are preserved. No invoice email is sent automatically; use Send to Organization separately when appropriate.
If the outcome is Pending, use Check original request. After refreshing or closing the tab, reopen the same invoice’s split dialog in the same browser. Its recovery reference survives, and concurrent tabs cannot overwrite it. Do not clear browser storage, switch browsers or start another split to bypass recovery.
Completed means the original split was saved. Rejected means the original request did not commit and can no longer commit; click Done, review the refreshed invoice and generate a fresh preview if still needed. Pending means keep checking. For ordinary date changes use Edit or Edit invoice date, then confirm the due date. A code publish alone never changes an invoice balance.
After success, verify both organizations’ invoices and unchanged payment amounts. Cost, sales price, original area and billable area are different fields; do not change a rate based only on a headline number. Resolve size/count discrepancies before another transfer.
Preview a permitted small transfer and compare both totals, then cancel. Do not confirm a real invoice transfer solely for training.
Sign in to take the knowledge check and save completion. Reading this public guide does not mark it complete.
Open Practice Settings and find Platform Subscriptions. These controls are owner-only; ordinary practice users cannot grant trials or change another organization’s subscription.
New practices receive a 15-day trial. To grant more time, find the correct practice and check Grant a 30-day trial or Grant a 60-day trial. Click Confirm & start trial and confirm the selected period. It starts when granted and replaces the existing deadline. Verify the end date and remaining days.
An already-running 60-day trial is shown as active; clicking again does not silently extend it. Avoid applying new deadlines to existing practices without authorization.
The standard monthly base price is $397. An eligible owner-provided signup discount makes the base price $297 per month on an ongoing basis. Obtain the private code from the owner; it is not published in this training. Check the practice’s displayed price rather than assuming a discount was applied.
The base plan includes five seats. Additional seats are $25 per month each; seat overages display a warning rather than automatically blocking access.
At the trial deadline, access is paused. The practice is hidden from the owner’s patient-tracking lists and practice dropdowns, but records are retained and it remains available in Platform Subscriptions.
Payments are currently handled manually. Granting a trial, applying a discount or setting Active (Paid) does not collect money, connect a credit card or automatically start card billing.
After verifying payment through the current manual process, an authorized owner can set Active (Paid) to restore access. Confirm the practice becomes available in tracking again without changing its agreed base price.
Owner patient totals focus on Healix-referred patients; a practice’s own totals still include its patients. A change in visibility or owner totals does not mean records were deleted.
Locate the practice’s trial deadline, monthly base price and status. Do not start or extend a real trial, redeem a code, or mark a practice paid just for training.
Sign in to take the knowledge check and save completion. Reading this public guide does not mark it complete.
Navigate to the WoundNote.io landing page and click 'Get Started' or 'Sign In'.
On the login page, switch to the 'Register' tab to create a new account.
Enter your company/practice name, email, and password. Draw your provider signature on the signature pad.
After registration, you'll be logged in and taken to the Dashboard. Your organization is automatically created.
Go to Practice Settings (via the sidebar) to configure your organization name, phone, fax, email, logo, and document prefix.
Navigate to Team Management to invite additional providers, assistants, QA staff, or billing team members.
Click 'Patients' in the sidebar to view your patient list. Use search and filters to find specific patients.
Click 'Add Patient' to create a new patient record. Fill in demographics, contact info, and insurance details.
Alternatively, use the AI Assistant to import patient data from uploaded documents (referrals, intake forms, etc.).
Click on any patient to open their detail view with 9 tabs: Profile, Coverage, Medical History, Documents, Progress Notes, Healing Report, Orders, Status History, and Medical Scribe.
Edit patient demographics on the Profile tab. Update insurance on the Coverage tab. Document medical history including past surgical history, family history, allergies, and social history.
Use the status bar at the top to see key patient info at a glance. Assign patients to specific providers via the Profile tab.
Navigate to Progress Notes in the sidebar or from a patient's detail page.
Click 'New Progress Note' and select the patient. The note number is auto-generated using your org prefix (e.g., WND-PN-000001).
Fill in visit details: service date, visit type, place of service, referring physician and NPI.
Complete the clinical sections using tabs: Chief Complaint, HPI, Medical History, Review of Systems, Physical Exam, and Vitals.
Add wound entries with detailed measurements (Length x Width x Depth), wound bed composition, exudate type, pain scores, and procedures performed.
Document the treatment plan including wound care instructions, offloading, nutrition, activity, pain management, education, and follow-up.
Set encounter complexity (exam level, MDM level, direct care minutes, total time) for accurate billing.
Save as draft, or submit for QA review. The note can be edited until finalized.
Navigate to the AI Assistant page from the sidebar.
Upload one or more documents (PDFs, images, or text files) using the file upload area. Drag-and-drop is supported.
The AI parses all uploaded files and extracts patient demographics, insurance, wound information, medications, and clinical data.
Review the extracted data and click to create a new patient or merge with an existing patient record.
Check the document-save confirmation. Use Save to Patient when documents have not yet been attached to the selected patient.
For a Word/PDF progress-note report, use Continue in Progress Notes in the detected-note review. This opens the original report in the photo-aware importer for patient and wound review; the draft is saved only after review in the editor.
From Progress Note forms, use inline AI features: generate clinical narratives, get ICD-10 code suggestions, AI treatment plans, and CPT code recommendations.
Upload wound photos for AI vision analysis — the AI describes the wound characteristics to assist documentation.
Within a progress note, add wound entries by clicking 'Add Wound' in the wound assessment section.
Enter wound location, etiology, and precise measurements: Length, Width, and Depth. Area and volume are auto-calculated.
Document wound bed composition: percentage of slough, necrotic, granulation, and epithelial tissue.
Record exudate type and amount, wound edges, periwound condition, undermining, and tunneling details.
Assign pain scores (0-10) and document any procedures performed on the wound.
Track graft usage by selecting products from your inventory for each wound entry.
View the Healing Report tab on the patient detail page to see wound measurement trends over time, percentage change vs. baseline and previous visits.
On mobile devices, use the PWA camera access to capture wound photos directly from the patient chart.
Photos can also be uploaded from your device's photo library.
All photos have EXIF data (location, device info) automatically stripped for privacy compliance.
Three image variants are generated: original, optimized (for viewing), and preview (thumbnail).
Photos support versioning — upload new versions while keeping the history.
Photos are served through authenticated endpoints; only authorized users can view, download, or delete.
All photo access events (upload, view, download, delete) are recorded in the audit log.
Navigate to the Documents tab on any patient's detail page.
Click 'Upload Document' or drag-and-drop files into the upload area.
Supported formats include PDF, DOCX, TXT, and common image formats (PNG, JPG).
Categorize each document by type: referral, lab result, insurance, consent form, orders, clinical, or other.
View documents inline (for images and PDFs) or download them to your device.
Delete documents when they are no longer needed. Deletions are audit-logged.
The AI Assistant can also upload documents automatically when creating patients from imported data.
Navigate to Referrals in the sidebar to view all incoming and outgoing referrals.
Click 'New Referral' to create a referral using the multi-step stepper form.
Enter referral source information: name, type, phone, fax, email, address, referral date, and SOC date.
Add referring physician details including name, NPI, and contact information.
Include home health agency information if applicable.
Submit the referral for review. It will appear in the referral queue with a 'pending' status.
Review referrals by clicking on them. Accept to create a patient record, or reject with a reason.
Navigate to the QA Portal from the sidebar. Only users with QA or admin roles can access this section.
View the list of progress notes submitted for review, sorted by submission date.
Click on a note to review the full clinical documentation including wound entries, treatment plan, and coding.
Approve the note to finalize it, or return it to the provider with comments for revision.
Returned notes appear back in the provider's queue with QA feedback for correction.
Finalized notes cannot be edited and are ready for billing and export.
Navigate to Team Management from the sidebar. Only admins and providers can manage team members.
Click 'Add Team Member' to invite new users. Enter their name, email, and select a role.
Available roles: Provider (full clinical access), Assistant/VA (limited access), QA (review access), Billing (financial access).
Edit existing team members to change their role or update their information.
Activate or deactivate team members as needed. Deactivated members cannot log in.
Each team member can set up their provider signature from the Practice Settings page after logging in.
Navigate to Grafts & Inventory from the sidebar.
Add products to your catalog with product name, manufacturer, and product details.
Create inventory lots for each product with lot number, quantity, and expiration date.
The system alerts you when lots are approaching expiration.
When documenting wound entries in progress notes, select grafts from your inventory to track usage.
View inventory levels and usage history to manage reordering and supply chain.
Open any progress note from the Progress Notes list or from a patient's detail page.
Click the 'Download PDF' button on the note detail page.
The PDF includes your organization header (name, phone, fax, email), patient demographics, and all clinical sections.
Wound assessments are displayed in a two-column layout with measurements, procedures, and wound bed details.
Your provider signature (if set up) appears at the bottom of the document.
Each page includes a footer with patient name, date of birth, date of service, organization name, and page number.
Navigate to Practice Settings from the sidebar.
Update your organization name, phone number, fax number, and email address.
Upload your organization logo — it will appear on PDF exports and throughout the application.
Set your document prefix (e.g., 'WND') which is used in auto-generated document numbers like WND-PN-000001.
Configure your organization's address for referral and report headers.
Scroll to the Provider Signature section to draw and save your signature. This appears on exported PDFs.
On iPhone/iPad: Open WoundNote.io in Safari. Tap the Share button (square with arrow), then tap 'Add to Home Screen'. Name the app and tap 'Add'.
On Android/Chrome: Open WoundNote.io in Chrome. You should see an 'Install' banner or tap the three-dot menu and select 'Install app' or 'Add to Home Screen'.
The PWA provides a full-screen, native app-like experience with no browser toolbar.
Use the camera shortcut to capture wound photos directly. The app has access to your device camera.
The PWA works offline for viewing cached pages and reconnects automatically when back online.
App shortcuts let you jump directly to Patients, Notes, or AI Assistant from your home screen long-press menu.