Recap: Rula's assistive note-taking tool

This article provides a step-by-step guide for using Recap, Rula's assistive note-taking tool, within the Rula provider portal. We will walk through an overview of the tool and how to use it during your sessions.

About Recap

Recap is an optional tool designed to streamline your documentation process. It transcribes what was discussed during your session and auto-populates a draft note for your review within the Rula provider portal. This assistive note-taking tool supports all therapy note types, and every note drafted by it is fully editable. Currently, this tool is only available for individual therapy sessions.

Recap is built and operated by Rula. We partner with a third-party platform, Blueprint, to supply the underlying AI engine, powering our note-taking experience tailored to the needs of Rula providers. Blueprint is a leader in this space and shares our commitment to safety, security, privacy, and ethical use.

Please note: Rula Recap should be used with Chrome or Firefox web browsers. It is also not currently recommended for minors when a parent or guardian is present, as the tool struggles to differentiate between patient and parent. 

Guided Steps

1. Log in to the Rula provider portal. 
2. Select the appointment about to start on your schedule. This should open the appointment details.
3. Click Start appointment. This will open your Zoom app. 
4. Go back to the Rula provider portal. Click Allow access to give the portal access to your microphone so you can use Recap.  
   
5. A pop-up will appear asking for microphone access. Select Allow while visiting the site. (You will only have to do this the first time using Recap.)
6. Now you can test your microphone audio input. Click Next. 
7. Confirm the session type and audio type, then click Start recording.
8. The session is now being recorded, and you can begin. If needed, the recording can be stopped at any time during the session.
9. Once the session is over, click Stop recording. 
10. Click End session. 
    
11. From here, you will select your desired note type and click Generate note. 
12. Your draft note is now being generated. While you wait, you should see a message that your note is generating and that the audio recording will be deleted once your note is generated. 
13. Once your note is generated, you will automatically be taken to the note draft. 
14. You have now successfully used Recap!

Once your note is generated, you can make adjustments or additions to the transcription. These are fully editable and will only be submitted once you sign the note. 

Using headphones with Recap

In order to use headphones while utilizing this tool, you will need to always choose which tab to share audio with for proper functionality:

1. Log in and select the appointment from your schedule.
2. Click Start appointment to launch Zoom.
3. When asked to open Zoom.us, click Cancel.
4. Choose Join from the browser
5. Return to the Rula provider portal and select Using Headphones
6. When you click Start record, a box will pop up to choose what to share. Click the Zoom image that says Rula, under Chrome Tab.
   
7. Then go back to the Zoom tab in your browser to begin your session.

Note Not Generating?

There may be situations where you find your note did not generate after using Rula Recap. Below we will review some of the common errors. 

1. Not enough content: This transcription did not contain enough information to generate a clinical note. 

   • It's likely the recording wasn't started at the appropriate time, so not enough information was captured in the recording. Make sure that you start the recording at the beginning of your session, and similarly, make sure to stop the recording and generate the note when the session ends

     You may have switched audio sources during the session, and the new audio source didn't contain an audio feed. This usually happens if you're sharing audio from a Zoom window, open a different Zoom window, but forget to switch the audio sharing.

2. Recording was empty

   • The transcription was empty and could not be processed. This usually happens when the audio quality is poor or there was no audio recorded. Be sure the recording widget sound bar is moving when you speak. Follow these troubleshooting steps, and reach out to support if you need help.
     .

3. We're having a hard time loading this part of your workflow. Sometimes a quick refresh will resolve the issue"

   • You may encounter this error when you try to begin a new appointment and Rula Recap isn't loading. This may occur if you have too many tabs open on your internet browser or if you have not recently cleared your cache.
     
     Try clearing your cache and closing some of your open browser tabs. Then refresh your Rula provider portal. This may help you load Rula Recap. If you receive this error again, we suggest manually documenting your notes and trying to use Rula Recap again later.

Additional Resources

• Empowering Effective Care: How Recap Helps You and Your Clients Thrive
• Rula Recap FAQ for Therapists
• Talking to Clients About Rula’s Recap: A Guide to Informed Consent
• Talking to Clients About Rula’s Assisted Notetaking Tool

Updated January 14, 2026 16:51