Frequently asked questions

Journalia is an AI-powered clinical documentation tool built for health and care services. It listens to conversations in real time, transcribes them and automatically generates a draft of structured notes, allowing users to focus fully on the patient or service user instead of the keyboard.

Journalia runs as a secure tab in your browser. You start a recording at the beginning of a consultation, and Journalia listens and transcribes in real time. When the consultation ends, it uses advanced AI to generate a structured note draft, with relevant sections for the note type you use. You review, edit if needed and approve the note into your EHR system.

Journalia is built for anyone who documents work with people, especially where the information is sensitive. In practice that spans a broad audience: users such as general practitioners, physiotherapists, psychologists, chiropractors and specialists; case workers and social workers in municipal health and care services; staff in home care, nursing homes and mental health; and administration and leadership who document meetings, follow-ups and decisions. It is used in private practice, municipal services and larger institutions.

Yes. Journalia AI Scribe is CE-marked as a Class I medical device under the EU Medical Device Regulation (MDR). This means it meets strict European standards for safety, quality and performance. Unlike general AI tools, Journalia is subject to regulatory requirements specifically designed for healthcare software, including clinical evaluation, risk management and post-market surveillance.

Traditional dictation tools simply convert speech to text. You still have to structure and format the note yourself. Journalia goes much further: it listens to the natural conversation between professional and patient or service user, understands the clinical context and generates a structured note draft with the right sections, terminology and format. It's AI documentation, not just transcription.

Journalia understands over 50 languages and handles consultations where the patient and the clinician speak different ones. It is optimised for Norwegian (bokmål and nynorsk) with strong dialect support, and the AI is trained on Nordic medical terminology, so the wording holds up regardless of dialect or accent. Ask us if you need another language.

No. Journalia documents conversations with people, and is also used outside patient work, including meetings, casework and management in the public sector. Use outside healthcare falls under different regulation, and we supply the documentation an organisation needs to make its own assessment.

Journalia is built in Norway for Nordic and European health and care: trained on Nordic medical language, integrated directly with the EHR systems our customers use, with Journalia AI Scribe CE-marked under the EU MDR, and operated exclusively within the EU/EEA. You are swapping a generic international tool for one that knows the language, the regulation and the workflow.

You need an internet connection, a computer with a modern web browser (Chrome, Edge or Safari), and a microphone. Journalia works directly in your browser, no software installation required. For the best audio quality, we recommend using the USB microphone provided by Journalia, which is optimised for capturing clinical conversations. Sign-in uses strong multi-factor authentication, or your organisation's own identity provider (Microsoft Entra ID) for institutions and municipalities.

Yes. Sign in securely, connect your microphone, and you're ready to go. Most users are up and running in under a minute. It fits into your existing workflow without disruption.

Journalia works with your computer's built-in microphone, but for the best accuracy we recommend using the dedicated Journalia USB microphone. It's designed to capture all voices in the room clearly, even in busy clinical environments. The microphone connects via USB and requires no configuration.

No. Journalia runs entirely in your web browser, there's nothing to download or install. This also means updates happen automatically, so you always have the latest features and improvements without any IT involvement.

Yes. Once you've signed up and logged in, you can start your first consultation immediately. There's no lengthy onboarding process. We also provide optional onboarding support and training sessions for teams that want a more guided introduction.

No formal training is required. Journalia is built to be intuitive, and most users feel comfortable after their first or second consultation. We do offer free onboarding sessions, video tutorials and a comprehensive help centre for those who want to explore advanced features like custom templates and verbal triggers.

Yes. For institutions and municipalities, implementation support is included in the package: dedicated project lead, DPIA assistance, custom templates, EHR integration, training and pilot. The goal is operations in weeks, not months.

Joint kick-off with leadership, workflow mapping, template and role configuration, EHR integration, training sessions for users, pilot phase and value review before full rollout. Typically delivered in 4–8 weeks.

Yes. We recommend a structured pilot: launch meeting (week 1), pilot with a selected team (weeks 2–5), evaluation (week 6), then phased rollout from week 7. The pilot can be included as part of institutional and municipal packages.

Yes. We provide ready-made data-protection impact assessment (DPIA) templates tailored to using Journalia and review them together with your data protection officer. This is included in institutional and municipal packages. We also supply the documentation the assessment needs: a data flow diagram, an overview of encryption mechanisms, a transfer impact assessment (TIA) summary, and a list of sub-processors with processing region and transfer basis.

The pilot is typically operational in 2–5 weeks. Full rollout across departments or sites is phased from there at your pace. Most go from signed contract to live operations within 8–12 weeks.

Yes. Institutional and municipal packages include a dedicated customer contact with a direct phone line who stays with you from implementation through ongoing operations. A priority support channel for critical issues is included in the agreement.

Yes. We know this is essential for healthcare professionals and other authorised practitioners. Through continuous collaboration with users, Journalia has become highly skilled at extracting only the essential, clinically relevant information. The result is concise, structured notes that accurately capture what matters, without unnecessary filler or repetition.

Yes. Journalia supports fully customisable note templates. You can choose from pre-built templates tailored to your specialty (SOAP, assessment/plan, free-text and more), or create your own structure. Templates can be configured per user, ensuring each professional gets notes in their preferred format.

New templates are developed in close collaboration with the specialists and clinical communities that will use them daily. Practitioners contribute drafts, review structure and terminology, and iterate alongside our clinical AI team until the template holds up in real practice. This ensures templates reflect actual workflows and professional standards, and can be adjusted further as needs evolve. You can also customise templates directly in Journalia.

Yes. Journalia's transcription engine supports multiple speakers in the same consultation, including patients, family members, interpreters and colleagues. The system identifies and separates different speakers to produce an accurate, attributed transcript.

Yes. Journalia supports both in-person and virtual consultations. For video or phone calls, it captures audio through your computer's speakers or a connected microphone. The same AI documentation workflow applies: listen, transcribe, generate note.

Yes. Every generated note is a draft that you review before approving. You can edit directly in the Journalia interface, adding, removing or modifying any section. You can also voice your corrections aloud and Journalia will update the note accordingly.

Yes. Journalia supports custom verbal triggers that automatically populate your personal templates. For example, saying “normal neurological examination” during a consultation can automatically fill in your predefined findings template. This lets you standardise documentation for common examinations while saving even more time.

Yes. Beyond standard consultation notes, Journalia can generate referral letters, discharge summaries and other clinical documents based on the consultation content. These are generated with appropriate formatting and can be reviewed and edited before use.

Journalia supports a wide range of healthcare specialties including general practice, physiotherapy, psychology, psychiatry, chiropractic, orthopaedics, dermatology, paediatrics, social work and more. The AI adapts to specialty-specific terminology, note structures and documentation conventions. If your specialty isn't listed, contact us. We're continuously expanding our coverage.

Journalia is developed in close collaboration with specialists from each clinical field. We build, refine and specialise the product around real clinical workflows together with the practitioners who use it, from cardiologists and psychologists to physiotherapists and municipal health professionals. It's an ongoing process: templates, terminology and structures are continuously refined based on professional feedback, so notes match your specialty, not a generic average.

Yes. Journalia ships with built-in templates for ADHD, anxiety, depression, PTSD and autism spectrum, plus structured instruments such as DIVA-5 and M.I.N.I. Templates are co-developed with experienced psychologists and adapt to your practice.

Yes. Journalia has a mobile version for recording outside the office: home visits, school health services, child health clinics or field work. Recordings sync as soon as you're back online.

Journalia auto-stops after a period of silence. You can also cancel and discard the entire recording before a note is generated. Audio is not stored either way.

There is no practical limit. Journalia is built for short 10-minute consultations and hour-long sessions alike, including long psychiatric assessments, outpatient notes and combined visits. Long conversations, and conversations with several participants, are permanent test cases in our internal quality testing. We see no drop in note quality on longer sessions.

Yes. Journalia is used for meetings and minutes, casework, HR conversations, management and project work. The principle is the same as in clinical use: you pick a documentation template for the purpose, and get a structured draft you review before it goes anywhere.

Journalia is verified in use across conversation types: fact-based conversations and information gathering, complex clinical consultations and assessments, emotional and therapeutic conversations, conversations with children and next of kin, meetings with several participants, long sessions of 45–90 minutes, and conversations in several languages or with an interpreter. Whatever the conversation, the output is a draft you review before use.

Switch off the recording. Journalia works just as well with post-consultation dictation. You can summarise out loud after the patient leaves and get a structured note the same way. The patient's wishes always come first.

Journalia achieves very high accuracy on medical terminology, abbreviations and accents across the languages we support. We run several transcription models and pick the one that performs best for the context, so quality holds up across dialects, clinical vocabulary and audio conditions. The AI is continuously improved based on clinical feedback. As with any documentation tool, we recommend reviewing the generated note before approving.

Yes. Journalia is trained on clinical language and medical terminology across multiple specialties. It correctly transcribes medical terms, abbreviations, drug names and procedure descriptions, which makes it a reliable tool for professional clinical documentation.

AI hallucination, where the system generates content not actually discussed, is a known challenge with language models. Journalia addresses this through multiple safeguards: the AI is constrained to only use information from the actual transcript, our models are specifically fine-tuned for clinical accuracy and every note undergoes internal quality checks. Our medical team regularly evaluates outputs for accuracy. Most importantly, the clinician reviews and approves every note before it enters the medical record.

Every note generated by Journalia is a draft. You always review and approve before it's saved to the medical record. You can easily edit any section, add missing information or remove inaccuracies. You stay in control of the final documentation at all times.

The treating healthcare professional, or other authorised practitioner, retains legal responsibility for the accuracy and completeness of medical documentation. Journalia is a tool that assists with documentation; it does not replace clinical judgment. You review and approve every note before it is finalised. Journalia encourages users to always verify the note draft before approving it in the medical record system.

Yes. Journalia has been tested across a broad range of dialects and accents in the languages we support, and delivers reliable transcription. The system also handles multilingual consultations where the patient speaks another language.

Yes. Security and privacy are foundational to everything we build. Journalia complies with the GDPR and applicable national healthcare regulations across the EU/EEA. All data is encrypted both in transit and at rest using recognised encryption standards. Data is processed and stored exclusively within the EU/EEA, and is permanently deleted within 48 hours. Patient data is not used for AI training or shared with third parties.

No. Journalia does not store audio recordings. Audio is streamed and transcribed in real time during the consultation; the audio stream is immediately discarded and never saved on any server or device. Only the text transcript and generated note are temporarily stored, and these are permanently deleted within 48 hours.

All data is processed and stored on secure servers within the EU/EEA, in full compliance with the GDPR and applicable national data-protection regulations. Transcriptions and clinical notes are stored in encrypted databases in Europe and are permanently deleted within 48 hours. We do not transfer data outside the EU/EEA.

No. Patient data is not used to train or improve AI models. This is a firm commitment. All clinical data is permanently deleted within 48 hours and is not accessed, analysed or used for any purpose beyond generating your clinical note. Our AI models are trained using separate, anonymised datasets. The prohibition is written into our data processing agreement and into the agreements with our sub-processors, not just an internal policy.

No. Journalia does not have access to your existing patient records or EHR data. The system only processes what is spoken during the consultation. When you finish, Journalia writes the note into the EHR via a secure, user-initiated transfer; we never read your existing patient data. All notes generated by Journalia are encrypted and can only be accessed by the user who created them.

We recommend informing patients that you use an AI tool to support documentation so you can focus fully on the consultation. Journalia provides downloadable information posters and sheets that can be displayed in your waiting room or shown digitally. These explain in clear, patient-friendly language how the technology works and how their privacy is protected.

No. Notes generated in Journalia are encrypted and accessible only to the user who created them. Login is secured with strong, multi-factor authentication, or with your organisation's own identity provider (Microsoft Entra ID) for institutions and municipalities. Notes cannot be shared through Journalia; they are transferred to your EHR system where your existing access controls apply.

Journalia implements robust security measures: encryption in transit and at rest, regular penetration testing and strict access controls. Our architecture separates and encrypts personal health information. All infrastructure is monitored continuously, and we maintain incident response procedures to act swiftly if any security event is detected. Notes are deleted automatically within 48 hours, which further reduces risk.

We have a documented incident response plan. For notifiable incidents we inform affected customers without undue delay and within 72 hours, as required by the GDPR. We have a named DPO as a single point of contact for both customers and supervisory authorities.

No. All processing takes place at sub-processors within the EU/EEA. We maintain a publicly available list of all sub-processors.

Yes. Journalia AI Scribe is CE-marked as Class I medical software under the EU Medical Device Regulation (MDR), and Journalia complies with the GDPR. All data processing takes place within the EU/EEA in accordance with applicable regulations.

CE marking under the EU Medical Device Regulation (MDR) means Journalia AI Scribe has been evaluated and meets European standards for safety, quality and clinical performance as medical software. Unlike general AI tools, CE-marked medical devices are subject to rigorous requirements including clinical evaluation, risk management, quality management systems and ongoing post-market surveillance. This gives you confidence that the tool has been validated for clinical use.

Journalia ensures GDPR compliance through multiple measures: data minimisation (we only process what's necessary), purpose limitation (data is used solely for generating clinical notes), storage limitation (all data is deleted within 48 hours), encryption at rest and in transit, data processing agreements (DPAs) with all sub-processors, processing exclusively within the EU/EEA, and full support for data subject rights. We maintain a comprehensive record of processing activities.

Journalia AI Scribe holds CE marking as a Class I medical device under the EU MDR, and Journalia complies with the GDPR. Security is tested continuously through automated code analysis (SAST), dependency scanning and full audit logging of access and changes. Penetration testing is carried out as part of our ongoing ISO 27001 work, and we share a redacted summary on request.

Yes. Journalia meets the regulatory and security requirements for use in both private and public healthcare settings. We support organisational procurement processes, offer volume licensing and can provide dedicated implementation support for larger deployments. We have supplied documentation for risk and DPIA work in the public sector, and respond directly to data protection officers, lawyers and information security advisers during the assessment.

Journalia integrates directly with a growing list of EHR systems. Where there is no direct integration, the browser extension lets you transfer notes with one click. Tell us which EHR you use and we will confirm where it stands. We add new integrations continuously and welcome requests, so the workflow fits how you actually work.

Yes. For systems with a direct integration, notes are transferred into the correct patient record with a single click, no copy-pasting required. For other systems, a quick copy workflow or the browser extension handles the transfer.

Journalia's EHR integrations are built to be lightweight and unobtrusive. For directly supported systems, a browser extension or widget connects Journalia to your EHR, allowing you to start recordings, review notes and transfer documentation without leaving your workflow. Setup is quick and typically requires no IT support.

If your EHR system doesn't have a direct integration yet, you can still use Journalia: simply copy the finished note and paste it into your record system. We're actively building integrations with additional EHR systems. Contact us to let us know which system you use, and we'll prioritise it in our roadmap.

Journalia works with web-based EHR systems and supports a growing number of native desktop systems through our integration programme. If you're unsure whether your system is compatible, contact us and we'll help you find the best setup.

Yes. Journalia supports SSO via Microsoft Entra ID (Azure AD) and compatible OIDC / SAML providers. Role and access assignment can be managed centrally from your organisation's identity provider, including automatic provisioning and deprovisioning when staff join or leave. SCIM-based provisioning is available on request.

For directly supported systems the integration is immediate. You install the browser extension and you're live in minutes. Custom integrations against more closed systems are typically scoped over 2–4 weeks as part of onboarding.

Yes. Institutional and municipal packages include access to our SDK and API for custom integration with internal systems or in-house EHR builds. Contact us for technical specifics.

We offer two pricing models tailored to different needs: fixed per-user pricing for individual users and clinics, and usage-based or negotiated pricing for institutions and municipalities. Pricing is simple, with no hidden costs or per-consultation fees. Visit our pricing page or contact us for a tailored quote.

Users consistently report that Journalia pays for itself. Experienced users report saving 20–40 hours a month on administrative documentation, time that goes straight back into seeing more patients or service users, less overtime and a better balance between work and home life.

Yes. We offer volume-based pricing for teams and organisations purchasing multiple licences. The more licences you need, the more favourable the per-user pricing. We can also tailor packages to fit your organisation's specific needs. Contact us for a custom quote.

Yes. You can try Journalia free for 14 days, no card required and no commitment. You get full access to all templates, integrations and features. Cancel any time if it's not the right fit. For larger organisations we recommend a structured pilot. Contact us and we'll set it up.

Yes. For clinics, institutions and municipal health services, we offer custom packages that include volume licensing, dedicated onboarding, training sessions and priority support. Custom packages are typically more cost-effective than individual licences at scale. Contact our team to design a solution that fits your organisation.

Yes. You can choose between monthly and annual billing. Annual is cheaper per month, but you're free to choose monthly if you prefer a shorter commitment.

No. Individual users and clinics pay no setup fee. You pay the subscription and get going. For institutions and municipalities, implementation, training and follow-up are included in the contract.

Individual plans have a fixed price per user and are aimed at solo practitioners. Clinic plans have volume pricing, admin tools for the clinic lead, centralised billing and shared templates, built for clinics with several users.

Users report saving 20–40 hours per month. Per consultation it depends on specialty: GPs and specialists typically save 3–6 minutes, physiotherapists 4–10 minutes, psychologists 10–15 minutes. In larger rollouts the average lands around 2–3 hours per user per day.

Journalia ships with built-in statistics showing your number of consultations, average handling time and estimated time saved per week. You can see the figures directly in the app and export them when you need to.

Yes. We deliver a value review before, during and after the pilot: administrative time saved, throughput, documentation quality and user satisfaction. The report is ready to share with leadership and the board.

Yes. Institutional and municipal packages include dashboards per user, department and the whole organisation: usage, time saved and adoption rate.

Most users see a return within the first week. Time saved on documentation outweighs the subscription cost quickly. For organisations, usage-based pricing and the value review give concrete proof early in the pilot.