Keep Charting Even When the AI Is Down

Who / when: the physician, on any day the AI service is slow, busy, or temporarily offline. Veona’s scribe is built so that the AI is a help, never a gate. When you submit audio, the job is placed on a background queue and handed to a single self-hosted worker — the ASR (Automatic Speech Recognition) engine plus the clinical model — which runs the transcription and drafting on your facility’s own hardware. If that worker is occupied with another note, or asleep, or the service is down, your job simply waits its turn or is marked as needing a retry. It never freezes your screen, and it never stops you from documenting the visit another way. The patient record is always reachable.

We’ll follow Dr. Adeyemi on a day the model is offline.

1. Physician — submit your dictation as usual on AI → Scribe (or the “Veona Scribe” bar on Chart → Scribe): capture or “Upload audio”, then “Generate draft”. Veona accepts the job immediately and queues it — your screen stays responsive.
2. Physician — if the worker is busy or asleep, the status sits at transcribing or generating for longer than usual. That’s the queue doing its job: holding your work, not losing it. You’re free to leave the screen and keep seeing patients.
3. Physician — if the AI service is genuinely down, the job ends up in a failed state rather than hanging forever. This is a clear signal, not a dead end — nothing was lost.
4. Physician — when the service is back, select the retry action on the failed job to put it back on the queue. The same audio runs again and produces a draft, ready for your review and eSign approval as normal.
5. Physician — if you can’t wait, document the encounter the ordinary way: open the patient on Chart → Patients, write the note on the notes view with “Free text” or “From template”, and “Sign note”. The chart never depends on the AI being up.

Tip

Treat the scribe as an accelerator. On a normal day it saves you typing; on a bad day you fall back to typing and lose nothing. Either way the encounter gets documented and signed — which is the only thing that must never wait.

Note

Submitting a job is additive and non-blocking — accepting your audio and running it are two separate steps. That separation is exactly why a stalled or offline AI can’t block your charting: the acceptance always succeeds, and the run can be retried whenever the worker is ready.

What happens next

When a queued (or retried) job finishes, it lands at “Draft ready for review” just like any other — carry it through Review, Edit and Approve the Scribe Draft. If you fell back to typing the note by hand, it’s already in the encounter and signed; you can still run a scribe later for a future visit. The full capture-to-draft path is described in Turn Dictated Audio Into a SOAP Draft.

Follow the trail

• Previous: Turn Dictated Audio Into a SOAP Draft
• Related: Turn Dictated Audio Into a SOAP Draft
• Related: Review, Edit and Approve the Scribe Draft