Frequently asked questions

Journalia is an AI-powered clinical documentation tool built for European health and care services. It listens to patient consultations in real time, transcribes the conversation and automatically generates structured clinical notes, allowing users to focus fully on the patient 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.

Journalia is built in close collaboration with healthcare professionals and clinical research environments across Europe. Unlike many international tools, Journalia is purpose-built for European healthcare, with strong support for medical terminology across major European languages, direct EHR integrations with widely-used systems, CE marking as a Class I medical device under the EU MDR, and full compliance with the GDPR including data processing within the EU/EEA. Journalia offers clear pricing tailored to your needs.

Yes. Journalia 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, 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 supports over 50 languages, with strong support for English (UK and US), German, French, Spanish, the Nordic languages and many more. Regional dialects and accents are handled across the supported languages. The AI is trained on clinical language and medical terminology in the languages we support.

Journalia is built in Europe for European healthcare — trained on European medical language, integrated directly with widely-used EHR systems, CE-marked under the EU MDR and hosted exclusively within the EU/EEA. You're 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 optimized for capturing clinical conversations.

Yes. Sign in securely, connect your microphone, and you're ready to go. Most users are up and running in under a minute. The system is designed to integrate into your existing workflow with zero 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 designed to be intuitive, most users feel comfortable after their first or second consultation. We do offer free onboarding sessions, video tutorials, and a comprehensive help center 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 is included in 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.

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. 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.

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.

Absolutely. Every generated note is a draft that you review before approving. You can edit directly in the Journalia interface — add, remove or modify 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.

Yes. Journalia ships with built-in templates for ADHD, anxiety, depression, PTSD and autism spectrum — and 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 — for home visits, school health services, well-baby 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, and you can discard the recording before Journalia generates the note.

Full clinical sessions — including long psychiatric assessments, outpatient notes, and combined visits. Journalia is built for short 10-minute consultations and hour-long sessions alike.

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. Patient consent always comes first.

Journalia is developed for European healthcare and achieves very high accuracy on medical terminology, abbreviations and accents across the languages we support. The AI is continuously trained and 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 major European medical traditions, including the Nordic languages. It correctly transcribes medical terms, abbreviations, drug names and procedure descriptions across multiple specialties, making 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. The system is designed so that you remain in full control of the final documentation at all times.

The treating healthcare professional 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 regional dialects and accents in the languages we support — including the major Nordic dialect areas, German regional varieties and French and Spanish accents. The system also handles multilingual consultations with interpreters.

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.

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 out 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. Consent is managed within the system.

No. Notes generated in Journalia are encrypted and accessible only to the user who created them. Login is secured with strong, multi-factor authentication. Notes cannot be shared through Journalia; they are transferred to your EHR system where your existing access controls apply.

Journalia implements robust security measures: end-to-end encryption, 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 an openly available list of all sub-processors — you can request it without an NDA.

Yes. Journalia is CE-marked as Class I medical software under the EU Medical Device Regulation (MDR) and 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 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 (DPA) 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 holds CE marking as a Class I medical device under the EU MDR and maintains full compliance with the GDPR. We conduct regular third-party security audits and penetration tests.

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.

Journalia integrates with widely-used EHR systems across European healthcare. 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 the current integration status. We continuously develop new integrations 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 fast copy workflow or our browser extension handles fast transfer.

Journalia's EHR integrations are designed to be lightweight and non-disruptive. 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.

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 the pilot.

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.

Our users consistently report that Journalia pays for itself many times over. Experienced users save up to 2 hours per day on administrative documentation, time that translates directly into more patients seen, reduced overtime, less burnout, and better work-life balance. Most users see a return on their investment within the first week of use.

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.

Absolutely. 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 pilot are included in the contract.

Institutions and municipalities can opt for a usage-based model where you pay for actual use per user per month. It aligns incentives: you don't pay for unused licences, and we're motivated to drive high adoption.

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, consolidated 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. At larger rollouts the average lands around 2–3 hours per user per day.

Journalia ships with built-in stats 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.