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VoiceAssist User Guide

Version: 1.0 Last Updated: 2025-11-21

Welcome to VoiceAssist

VoiceAssist is an AI-powered medical assistant that helps healthcare professionals with voice-based queries, document management, and medical knowledge retrieval.

Table of Contents

  1. Getting Started
  2. User Interface
  3. Voice Interactions
  4. Document Management
  5. Medical Queries
  6. Calendar & Scheduling
  7. Settings & Preferences
  8. Security & Privacy
  9. Troubleshooting
  10. FAQs

Getting Started

Creating Your Account

  1. Navigate to the VoiceAssist login page
  2. Click "Register" or "Create Account"
  3. Enter your email address and create a secure password
  4. Verify your email address (check your inbox)
  5. Complete your profile setup

First Login

  1. Enter your email and password
  2. You'll be redirected to the dashboard
  3. Complete the welcome tutorial (recommended)
  4. Configure your preferences

Dashboard Overview

The dashboard shows:

  • Recent queries and conversations
  • Quick access to voice assistant
  • Document upload area
  • Calendar and appointments
  • Recent notifications

User Interface

┌─────────────────────────────────────┐
│  [Logo] VoiceAssist     [Profile ▼] │
├─────────────────────────────────────┤
│  Dashboard  |  Voice  |  Documents  │
│  Calendar   |  Search |  Settings   │
├─────────────────────────────────────┤
│                                     │
│         Main Content Area           │
│                                     │
│                                     │
└─────────────────────────────────────┘

Quick Access Bar

  • Voice Button: Start voice interaction (microphone icon)
  • Search: Quick search across all content
  • Notifications: View recent alerts and updates
  • Help: Access contextual help and documentation

Voice Interactions

Starting a Voice Session

  1. Click the microphone icon or press Ctrl+Shift+V
  2. Allow microphone access (first time only)
  3. Speak your query clearly
  4. Wait for transcription and response

Voice Commands

Medical Queries:

"What are the symptoms of diabetes?"
"Tell me about hypertension treatment"
"What's the dosage for amoxicillin in children?"

Document Requests:

"Find my patient records for John Doe"
"Show recent lab results"
"Open the treatment protocol for pneumonia"

Scheduling:

"Schedule an appointment for next Tuesday at 2 PM"
"What's on my calendar today?"
"Cancel my 3 PM meeting"

Voice Tips

✅ Do:

  • Speak clearly and at a normal pace
  • Use medical terminology when appropriate
  • Provide context for ambiguous queries
  • Confirm important actions verbally

❌ Don't:

  • Speak too quickly or mumble
  • Use background noise environments
  • Mix multiple queries in one sentence
  • Share sensitive information in public spaces

Clarifications

If VoiceAssist needs clarification:

  1. It will ask a specific question
  2. Respond with the requested information
  3. The system will continue processing

Example:

You: "Find patient records"
VoiceAssist: "Which patient are you looking for?"
You: "John Smith, born 1985"
VoiceAssist: "Found 2 patients matching that name. Which one:
              1. John Smith - DOB 03/15/1985
              2. John Smith - DOB 11/22/1985?"
You: "The first one"

Document Management

Uploading Documents

  1. Go to Documents section
  2. Click "Upload" or drag and drop files
  3. Select file type (medical record, lab result, image, etc.)
  4. Add description and tags (optional)
  5. Click "Upload"

Supported Formats:

  • PDF (.pdf)
  • Images (.jpg, .png, .tiff)
  • Documents (.docx, .doc)
  • Spreadsheets (.xlsx, .xls)
  • Text files (.txt, .rtf)

Organizing Documents

Folders:

  • Create custom folders
  • Move documents between folders
  • Share folders with colleagues (if permissions allow)

Tags:

  • Add multiple tags per document
  • Search by tags
  • Auto-tagging based on content

Search:

- By filename: "lab_results_2024"
- By content: "glucose levels"
- By date: "uploaded:last-week"
- By type: "type:lab-result"
- Combined: "patient:smith type:xray date:2024"

Document Processing

VoiceAssist automatically:

  • Extracts text from PDFs and images (OCR)
  • Indexes content for search
  • Generates summaries for long documents
  • Identifies key medical terms
  • Suggests related documents

Medical Queries

Knowledge Base

VoiceAssist has access to:

  • Medical textbooks and guidelines
  • Clinical practice guidelines
  • Drug databases
  • Research papers
  • Your uploaded documents

Query Types

1. Information Lookup

"What is the ICD-10 code for pneumonia?"
"Explain the pathophysiology of diabetes"

2. Treatment Recommendations

"What's the first-line treatment for strep throat?"
"Recommend antibiotics for UTI in adults"

3. Differential Diagnosis

"Patient presents with fever and cough, what could it be?"
"Differential diagnosis for chest pain"

4. Drug Information

"Side effects of metformin"
"Drug interactions with warfarin"
"Dosage for ibuprofen in a 10-year-old"

Response Format

Responses include:

  • Answer: Direct response to your query
  • Sources: References and citations
  • Confidence: AI confidence level
  • Related: Related topics and queries

Saving Queries

  • Bookmark important queries
  • Add to favorites
  • Export query history
  • Share with colleagues (redacted)

Calendar & Scheduling

Viewing Calendar

  • Day View: Hourly breakdown
  • Week View: 7-day overview
  • Month View: Monthly calendar
  • Agenda View: List of upcoming events

Creating Appointments

  1. Click a time slot or "New Appointment"
  2. Enter appointment details:
    • Patient name
    • Appointment type
    • Duration
    • Location
    • Notes
  3. Set reminders (optional)
  4. Click "Save"

Reminders

  • Email notifications
  • SMS reminders (if configured)
  • In-app notifications
  • Voice reminders

Calendar Integration

Syncs with:

  • Google Calendar
  • Outlook Calendar
  • Apple Calendar
  • Nextcloud Calendar

Settings & Preferences

Profile Settings

  • Update name and email
  • Change password
  • Set timezone
  • Configure language preferences

Voice Settings

  • Preferred voice assistant personality
  • Speech recognition sensitivity
  • Auto-transcription settings
  • Voice feedback options

Privacy Settings

  • Data sharing preferences
  • Cookie consent
  • Analytics opt-in/out
  • Data export options

Notification Settings

  • Email notifications
  • Push notifications
  • SMS alerts
  • Notification frequency

Security & Privacy

Data Security

VoiceAssist uses:

  • Encryption: AES-256 for data at rest, TLS 1.3 for data in transit
  • Authentication: Multi-factor authentication (MFA) available
  • Access Control: Role-based access control (RBAC)
  • Audit Logging: All actions are logged

HIPAA Compliance

VoiceAssist is HIPAA-compliant:

  • Business Associate Agreement (BAA) available
  • PHI data is encrypted and protected
  • Access logs maintained for 7 years
  • Regular security audits

Your Privacy Rights

You can:

  • Export all your data
  • Delete your account and data
  • Request data corrections
  • Opt-out of analytics
  • Review access logs

Best Practices

  1. Strong Passwords:

    • At least 12 characters
    • Mix of upper/lowercase, numbers, symbols
    • Unique to VoiceAssist

  2. Enable MFA:

    • Use authenticator app or hardware key
    • Backup codes securely stored

  3. Regular Reviews:

    • Review access logs monthly
    • Check authorized devices
    • Update security questions

  4. Secure Access:

    • Use VPN on public networks
    • Lock screen when away
    • Log out on shared devices

Troubleshooting

Voice Not Working

Problem: Microphone not detected Solution:

  1. Check browser permissions (Settings → Privacy → Microphone)
  2. Allow VoiceAssist to access microphone
  3. Test microphone with system settings
  4. Try a different browser

Problem: Poor transcription quality Solution:

  1. Speak more clearly and slowly
  2. Reduce background noise
  3. Check microphone positioning
  4. Use a headset microphone

Login Issues

Problem: Forgot password Solution:

  1. Click "Forgot Password" on login page
  2. Enter your email address
  3. Check email for reset link
  4. Create new password

Problem: Account locked Solution:

  1. Wait 15 minutes (automatic unlock)
  2. Or contact administrator
  3. Enable MFA to prevent future lockouts

Document Upload Failing

Problem: File too large Solution:

  • Maximum file size: 50 MB
  • Compress PDF or image files
  • Split large documents

Problem: Unsupported format Solution:

  • Convert to supported format (PDF, DOCX, JPG, PNG)
  • Use online converters
  • Contact support for special formats

FAQs

General

Q: Is VoiceAssist free? A: Pricing depends on your organization's plan. Contact your administrator.

Q: Can I use VoiceAssist on mobile? A: Yes, VoiceAssist is mobile-responsive. Native apps coming soon.

Q: How accurate is the AI? A: Medical responses are based on peer-reviewed sources. Always verify critical information.

Q: Is my data backed up? A: Yes, daily automated backups with 30-day retention.

Voice

Q: What languages are supported? A: Currently English. Additional languages in development.

Q: Can I use voice in noisy environments? A: Noise-canceling headsets recommended for best results.

Privacy

Q: Who can see my data? A: Only you and authorized users (based on permissions). Admins can view audit logs but not content.

Q: Is my voice recorded? A: Voice is transcribed in real-time and not stored permanently (unless you save transcripts).

Q: Can I delete my data? A: Yes, go to Settings → Privacy → Delete My Data

Support

Help Desk: support@voiceassist.example.com Documentation: https://docs.voiceassist.example.com Community Forum: https://forum.voiceassist.example.com Phone Support: 1-800-VOICE-AI

Hours: Monday-Friday: 8 AM - 6 PM EST Emergency Support: 24/7

Version: 1.0 Last Updated: 2025-11-21 Phase 13: Final Testing & Documentation Complete

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