AI doesn’t answer the phone and doesn’t know any of your patients. It helps you type a dictated letter, write your templates, check a medical term, and prepare the practice’s signs. No patient name goes into an online assistant.
AI helps medical secretaries with tasks such as “Write the practice’s letter templates,” “Type a letter dictated by the doctor,” and “Check the spelling of a medical term.” Start with a single task, in Claude: allow 20 minutes the first time, and always review the result before you use it.
For each task: how it goes today, then with the tool. And the time it takes the first time.
Claude · Word file, in the conversation
TodayRescheduled appointment, reminder of documents, doctor’s absence: you retype the same letters, with wording that changes from one time to the next.
With ClaudeA set of letter templates in Word, in the practice’s tone, with only the fields left to fill in.
Superwhisper · “Transcribe File...,” “Local” model
TodayDictations pile up, you type with headphones on between two calls, and you go back over the same sentence three times.
With SuperwhisperThe first draft of the letter, typed on your computer, with the doubtful passages flagged in brackets.
TodayIn the dictation, a word you have never seen written: a test, a drug compound, the name of a syndrome. You hesitate between three spellings.
With PerplexityThe exact spelling of the term, its one-line definition, and the page where you can check it.
Also
Gemini Notebook · “Chat” panel
The procedure to follow, cited and dated, that you reread in the original document.
DeepL · Translate text
An instruction sheet in the patient’s language, with the English version alongside.
Canva · “Canva AI”
A clear A4 sign, ready to print, that you reuse for the next announcement.
Claude · Incognito chat
A calm, short draft reply, to have the doctor approve before it is sent.
Claude · Excel file, in the conversation
The month’s schedule as an Excel file, with the tally of hours and Saturdays per person.
Tally · “Create with AI”
An anonymous online questionnaire, with all the responses arriving in the same place.
What to check
The templates stay empty: the patient’s name and the date are entered in the practice software, never in the assistant. Have the doctor approve each template before it is first sent.
Write the practice’s letter templatesClaude · Word file, in the conversationThe prompt to copy
You are helping me write letter templates for a medical front office, for [a general practice, a radiology practice, a hospital department]. Write a template for each of these situations: [an appointment rescheduled at the practice’s request, a reminder of the documents to bring, the doctor’s absence and the name of the covering doctor, a reminder for an unpaid invoice]. Courteous, simple tone, short sentences, ten lines at most per letter, no medical terms. Leave in capital letters the fields I will fill in: TITLE AND NAME, DATE, TIME, DOCTOR. Do not write any medical information: if a letter seems to call for some, flag it instead of making it up.
In Nova, “My path” starts from your level: one next step at a time.
The first moves, with free tools.
In your jobWrite the practice’s letter templates
In your jobCheck the spelling of a medical term
In your jobFind a billing or direct insurance billing rule
In your jobType a letter dictated by the doctor
For a team: everyone moves forward in their own job. You see the team’s progress, never one person’s activity.
It writes your letter templates, your delicate replies, and your staff schedules from your notes, and returns a Word or Excel file. With no patient names.
Recommended planFree to start. Pro, $20 per month ($17 per month if billed yearly).
It turns the doctor’s dictation into text on your computer: with a “Local” model, neither the voice nor the text leaves the device.
Recommended planFree, $0: dictation with on-device Whisper models. To transcribe a file that is already recorded: Pro, $8.49 per month.
To check the spelling of a medical term or a drug name heard in a dictation, with the original page to open.
Recommended planFree: basic searches with almost no limit, 3 “Pro” searches per day. Then: Pro, $20 per month (€22 on the French App Store).
You upload the practice’s procedures and the official billing guides: it answers from those documents alone and shows the passage. No patient file goes in.
Recommended planFree: 100 notebooks, 50 sources per notebook, 50 questions per day.
To give appointment instructions to a patient who doesn’t read English, with the English version alongside.
Recommended planFree: 50,000 characters per month. Then: Individual, €7.49 per month, billed yearly.
For the waiting room signs: hours, closures, documents to bring. The templates come in English and can be edited in a few clicks.
Recommended planCanva Free, €0: up to 20 AI uses.
Prices taken from the vendors’ official pages, dated on each tool page. These subscriptions are not included in Nova. Brands are named to identify the tools. No affiliation.
Nova recommends 6 to start with: Claude, Superwhisper, Perplexity, Gemini Notebook, DeepL, and Canva. 5 of them can be used for free to get started.
It writes your letter templates, your delicate replies, and your staff schedules from your notes, and returns a Word or Excel file. With no patient names. The plan to choose: Free to start. Pro, $20 per month ($17 per month if billed yearly).
With “Write the practice’s letter templates,” in Claude (Word file, in the conversation). Allow 20 minutes the first time. A set of letter templates in Word, in the practice’s tone, with only the fields left to fill in.
No. Nova is software, not an accredited training provider: it issues no diploma or certification. It costs €19 per month for one person, and €129 per month for a team of up to ten people.