Starter Guide

Your first week with CareNotes.

From the first recording to a whole office on one Premium plan. Here is where to start, what is included with every account, and what needs Premium.

Get it Now Set up my team
Free Included with every account Premium Priced per location, unlimited users
Teams tab in CareNotes showing several office teams, with a crown marking the teams you captain

Start here

Four steps. Most offices finish in an afternoon.

1

Record your first note

Open Home, tap Record, and talk to your patient the way you already do. The note drafts itself.

Free
How to record
2

Review, edit, and send

Read the draft, fix anything, and send it straight into the chart when your software is linked.

FreeSend to chart
How to review
3

Add your team

Another doctor or hygienist working with you? Create a Team and invite them by email.

Free
Add a doctor
4

Share Premium and link

One plan for the whole office. Share it from the Team, then each member taps Linked.

Premium
Share and link

Already recording? Skip to adding your team or custom templates.

Step 1

Record your first note. Free

Home is where every visit starts.

You do not need to link anything or change how you talk to patients. Record the visit, and CareNotes turns the conversation into a structured clinical note.

  1. Open the Home tab and tap New Patient Record. With Calendar Sync, today’s patients are already waiting under Now / Up Next. Premium
  2. Pick the procedure from the list icon. Your own custom templates show up there too.
  3. Tap Record and talk to your patient the way you normally would.
  4. Stop when you are done. CareNotes transcribes the visit and drafts the note.
Languages English recording and English notes are included. Speaking another language, or having the note written in one, is part of Premium. Premium
CareNotes Home tab showing New Patient Record, Voice Periocharting, and a Now / Up Next patient card with a Record button
Home. New Patient Record at the top, today’s schedule below when linked.

Step 2

Review it, then send it to the chart.

You sign it. CareNotes files it.

Every note is a draft until you say otherwise. Read it, tap Edit to change anything, and turn on Show Side Note to see the personal details CareNotes kept apart from the clinical record.

  1. Open the note from Home or History.
  2. Tap Edit for typed or voice changes. Free
  3. Send it into your practice software from Ready to Upload on Home, or from the note’s Send to… button. The label matches your software: Send to Open Dental, Send to Eaglesoft, and so on. Premium
Needs a linked practice system Sending to the chart works once your dental software is Linked and Premium is active on your account (yours or shared by your captain). See linking the shared office.
A generated CareNotes note open for review with Edit, send, and share buttons and the Show Side Note toggle turned on
Review and edit.
CareNotes Home with a Ready to Upload: 1 button highlighted for sending a finished note to the practice software
Ready to Upload on Home.

Step 3

Working with another doctor? Add them to a Team. Free

One account per person. One Team per office.

Every provider signs in with their own CareNotes account, so notes stay attributed and private. Teams connect those accounts: you see each other’s shared notes, and the captain can share Premium and the office’s software connection.

  1. Ask your colleague to download CareNotes and create their own account. You will need the email they signed up with.
  2. Open the Teams tab and tap New Team to create a team for your office, or open the one you already have.
  3. Tap Add Member, enter their CareNotes email, and tap Send.
  4. They accept the invite in their app. You will see them in the members list, with a crown next to the captain.
Do not share one login Two doctors on one account means two people’s notes in one history and no way to share Premium. Give everyone their own account and connect them with a Team.
Teams tab in CareNotes with a New Team plus button at the bottom of the screen
Teams tab. Tap New Team to create one.
Add Member sheet with an email entered and the Share my premium subscription toggle turned on
Add Member. Invite by email.

Step 4

One Premium plan for the whole office. Premium

The captain shares. Nobody else buys anything.

Premium is priced per location with unlimited users. The person who subscribes is the team captain. Flip one switch per member and they get Premium on their own account, along with the office’s Open Dental or Dentrix Ascend connection.

  1. While inviting: on the Add Member sheet, turn on Share my premium subscription before you tap Send.
  2. For someone already on the team: open the team, tap the member, and turn on Premium Sharing.
  3. The member shows a Premium Shared badge in the list. They are done on your side.
Good to know Sharing has no seat limit. If you remove someone, their access stays on for one more day so nothing breaks mid-shift.
A team member's profile in CareNotes with Premium and Watch badges and the Premium Sharing toggle turned on
Member profile. Premium Sharing on.

Custom templates

Already have a note format you love? Teach it to Carey. Free

Ortho, perio maintenance, oral surgery. Any format, once.

An orthodontist on the team, or a hygienist with a perio maintenance format the office has used for years? Paste the template into Carey, CareNotes’ in-app assistant, and every note for that procedure comes out in your structure.

  1. Open Carey and paste your existing note template.
  2. Carey reads it. The first Reading your template… step can take about two minutes. Leave the screen open.
  3. Pick a name. Carey suggests a few, such as Periodontal Maintenance Cleaning Note.
  4. Walk through each section and choose how it is filled: Quick Selection (tap an option after the note is generated), Static Text (same text every time), Auto-fill (pulled from the recording), or Skip.
  5. Tap Done. Before your next recording, choose it from the procedure menu (the list icon). It appears as Custom: Periodontal Maintenance Cleaning Note.
Wording, not structure? If you like the layout but want notes phrased your way, add preferences to My Facts in your profile instead. It unlocks after your third note.
Carey analyzing a pasted template, reporting six sections and twenty items, and offering names such as Periodontal Maintenance Cleaning Note
Carey reads the template and suggests names.
Carey asking how a section should be handled with Quick Selection, Static Text, Auto-fill and Skip options, then confirming the template was saved
Choose how each section fills, then Done.

Templates are saved on the phone that built them and travel with each note, so a teammate reading your note sees the same labels without installing anything.

Know your way around

Five tabs. Here is what lives where.

Home

Record a new patient or pick one from today’s schedule. Ready to Upload lives here too.

Schedule

History

Every note you have made. Search by patient or date, star the ones you revisit.

Free

Teams

Your office. Invite members, view shared notes, and share Premium as captain.

Free

Referrals

Networks with specialists. Send a clinical note securely and keep the conversation in one place.

Free

Settings

Dental Software and Linked, recording and note languages, note style, and My Facts.

Linked & languages

Quick answers

The questions new offices ask in week one.

I have another doctor working with me. How do I add her?
She creates her own CareNotes account. You open Teams, tap New Team (or open your existing team), tap Add Member, and enter her email. If you have Premium, turn on Share my premium subscription on the same sheet so she does not need to buy anything. Step-by-step.
Do my team members have to pay for Premium?
No. Premium is priced per location with unlimited users. The captain shares it from the Team, and each member shows a Premium Shared badge. If a member sees a purchase prompt, that is a sign sharing is not on yet, not a bill. How sharing works.
Linked is asking me to buy Premium.
Do not purchase. Ask your captain to confirm Premium Sharing is on for you, then update the app, force-close it, reopen, wait about a minute on Home, and tap Linked again. Still stuck? info@cnotes.ai.
The schedule on Home is empty.
Check three things in Settings, Dental Software: the correct office is selected under Shared Office Access, Subscription Source reads Team (shared) or shows your own Premium, and the toggle is on Linked. Premium
How do I change the templates? I want an ortho template.
Paste the ortho note format you already use into Carey. Carey reads it, asks you to name it, and walks through each section. Afterwards it appears in the procedure menu as Custom: [your name]. Each provider can keep their own set. Full walkthrough.
Can I record in Spanish and get an English note?
Yes. Speaking language and note language are separate settings. Set speaking to Spanish and leave notes on English, or have the note written in Spanish too. Any non-English option is part of Premium. Premium
Which practice software can I link?
Open Dental and Dentrix Ascend link directly in the app. Dentrix, Eaglesoft, SoftDent, and PracticeWorks link through the CareNotes Agent. Curve Dental is read-only today (schedule, Morning Huddle, CareAssist). See all integrations and the Integration Guide.
Can someone walk my team through this?
Yes, gladly. Email info@cnotes.ai or use the contact form and we will set up a short session with your office.

Ready when you are

Record one note today. Bring the team tomorrow.

Core note-taking is free. Premium links your practice software for the whole office, priced per location with unlimited users.

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