Go to app.carepilot.com Open your browser and navigate to app.carepilot.com. You'll see the CarePilot sign-in screen with an email/password form.

Enter Your Email Address Use the email address your practice administrator used when setting up your account. Contact your admin or CarePilot support at [email protected] if you're unsure.

Create or Reset Your Password First-time users: click Forgot Password to receive a password reset email. Check your inbox (and spam folder), then follow the link to set a strong password.

Complete Two-Step Verification CarePilot uses two-factor authentication to protect your account. Enter the verification code sent to your email or authenticator app when prompted.

Verify Your Schedule After logging in, your athenahealth appointment schedule loads automatically. Confirm today's patients are visible. If not, use the Refresh button next to the "Schedule" heading to sync from athena.

Select the Patient from Your Schedule Tap the patient card on your schedule. The visit screen opens showing appointment details and recording controls.

Select Your Note Template & Visit Context Choose the appropriate note template from the dropdown. Add relevant visit context to improve note accuracy.

Tap Record & Begin the Encounter Press Record. Use ambient mode to capture the full conversation, or monologue mode to dictate directly before and after the visit.

Pause, Resume, or End Recording You can pause and resume at any time — useful for capturing additional information when you step out. Only tap "End Scribe" when you are fully ready to generate the note.

Review Your Note CarePilot generates a complete clinical note. Use the Magic Edit Bar or make inline edits directly. Then use Learn Format to teach CarePilot your documentation style.

Push to athenahealth Click Push to Chart when satisfied. The complete note, diagnoses, orders, and billing codes are sent directly to athenahealth.

Open Chrome & Confirm the Extension is Active Open Google Chrome. Confirm the CarePilot icon is visible and pinned in your toolbar. If you don't see it, click the puzzle piece (Extensions) icon and pin CarePilot.

Log In via the Extension Click the CarePilot icon in your toolbar and sign in with your credentials. Once logged in, the extension stays signed in automatically.

Open Your Telehealth Platform Open the web app version of the platform you use (e.g., athenahealth Telehealth, Zoom for Healthcare, Doximity, etc.). CarePilot works alongside any browser-based telehealth platform.

Grant Microphone & Audio Permissions Allow Chrome to access your microphone. For telehealth, also enable system audio capture so CarePilot captures both your voice and the patient's through the video call.

Select the Patient & Start Recording In the CarePilot extension sidebar, select the patient from your schedule. Tap Record to begin capturing the telehealth encounter.

Conduct the Visit Normally Speak naturally — CarePilot captures the full two-way conversation in ambient mode. You can pause and resume at any point. Only tap "End Scribe" when the encounter is complete.

Review, Edit & Push to athena End the visit and stop recording. Review the generated note, use the Magic Edit Bar or make inline edits, then push to athenahealth directly from the extension sidebar.

Open Note Studio Go to Settings → Note Studio. You'll see your existing templates along with a button to create a new one.

Choose a Starting Point Start from a CarePilot-provided template (e.g., New Patient, Established Patient, Urgent Care) or build from scratch. You can duplicate and modify any existing template.

Configure Sections Toggle which sections appear in your note — HPI, ROS, PE, Assessment & Plan, Follow-Up, and more. Reorder them to match your preferred documentation flow.

Assign PE & ROS Templates Link your Physical Exam and ROS templates to this note template so they auto-apply for the right visit types.

Name and Save the Template Give your template a clear name (e.g., "Established Patient — Primary Care") and save. It will now appear in the template dropdown when starting visits.

Complete a Visit & Review the Generated Note After your recording, CarePilot generates a note. Read through it and make any edits — adjustments to phrasing, structure, level of detail, or section content.

Click the ✦ Learn Format Button Once you're happy with the note, click the Learn Format button. This saves your edited note as a style example for that template.

Repeat 3–5 Times Per Template Learn Format improves with each consistent example. Complete Learn Format on 3–5 visits per template for meaningful improvement. Keep your edits consistent across examples.

Monitor Progress in Note Studio In Note Studio, each template shows a "Learning in progress" badge once training is active. Use "Reset Learned Format" to start over if you want to provide fresh examples.

Go to Settings → PE / ROS Templates Click the gear icon and navigate to PE Templates or ROS Templates.

Build Your Baseline Physical Exam Template Create your standard normal exam — Constitutional, HEENT, Cardiovascular, Respiratory, Abdomen, Extremities, Neurological. This becomes your default PE.

Create Specialty-Specific Variants Build focused exam templates for specific visit types — expanded cardiovascular, MSK, or skin exam. Name each clearly for quick selection.

Customize Your Review of Systems Build your standard ROS with preferred language and symptom categories. CarePilot populates it from the conversation — flagging positives mentioned during the encounter.

Set Defaults Per Template Type Assign PE and ROS templates to specific note templates — e.g., "Annual Wellness PE" auto-applies to Annual Wellness visits. This eliminates repetitive selection.