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Record the conversation and clearly state your own findings and agreed actions.
Hysio Medical Practice Assistant
AI Voice-Driven Reporting for medical practice assistants
Hysio organises information from the front desk, the telephone and the assistant consultation, with room for triage questioning, SOAP sections and a clear question for the GP.
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Quick answer Documentation formats for the medical practice assistant 50 questions with cited sources
Quick answer
From phone call and assistant consultation to a verifiable report
Hysio organises information from the front desk, the telephone and the assistant consultation, with room for triage questioning, SOAP sections and a clear question for the GP.
For telephone triage questions, the assistant consultation and the question for the GP, the report has its own structure each time. What the caller says, what you measure and what the GP decides each get their own place.
- How does Hysio work at the front desk and on the phone?
- Voice-driven reporting is writing a report with your voice: you discuss the NTS triage questions or the assistant consultation, Hysio writes the report and you read it through. In general practice, this is also called AI documentation. For the medical practice assistant, there are three dedicated formats: assistant consultation, telephone triage and handover to the GP. [1]
- What does Hysio keep apart at the front desk and on the phone?
- What the client or caller says, what you measure and what the GP decides each sit separately in the HIS. That way a colleague can later read exactly who said what. [1] [2]
- Who determines the content?
- You do. The text follows what was said at the front desk or on the phone, and you are the last to check it. [1] [2]
- Documentation formats 3 profession-specific documentation formats: Hysio Medical Practice Assistant Consultation, Hysio Medical Practice Assistant Telephone Triage, Hysio Medical Practice Assistant Handover to GP.
- Origin Caller, your own measurement, triage outcome and the GP's decision each sit separately.
- Boundaries Hysio makes no medical diagnosis, does not choose an urgency level and does not word a handover on behalf of the GP.
- Responsibility You, as the medical practice assistant, approve the text before it goes into the HIS.
Voice-driven reporting at the front desk, on the phone and in assistant consultations
When do you use the assistant consultation with SOAP? #
Hysio Medical Practice Assistant Consultation is for an assistant consultation with a request for help, relevant findings and a plan. The structure follows the sections Summary, S. Subjective, O. Objective, A. Assessment and P. Plan. You keep what the client tells you separate from what you actually observe or measure. You only add a medical interpretation or a decision by the GP when it is evident from the source. [1] [2] [6] [7] [3]
Which report belongs to a telephone triage by the assistant? #
Hysio Medical Practice Assistant Telephone Triage is for a telephone call in which you record the caller, the request for help, the signs you asked about, the chosen triage outcome, advice and follow-up action. The sections make visible what the caller said, which information you asked for and which outcome was explicitly chosen. Hysio does not calculate urgency and does not replace consultation with the GP. [1] [2] [6] [7] [4]
How do you prepare a question for the GP in a handover? #
Hysio Medical Practice Assistant Handover to GP is for an internal handover with sender, recipient, reason, relevant source facts, question for the GP and status. The distinction matters for a call about, for example, shortness of breath or a test result: the complaint information remains the caller's, the question for the GP remains a question and a decision is not filled in without a source. [1] [2] [6] [7] [5]
How do you choose a documentation format for the front desk, the telephone or an assistant consultation? #
The actual purpose of contact determines the appropriate report structure. A conversation in the treatment room fits the assistant consultation, telephone questioning fits Telephone Triage and a specific question for the GP fits Handover to GP. When several contact moments are combined, you record the order and relationship yourself, so that a call-back arrangement is not inadvertently read as a completed medical decision. [1] [2] [6] [7] [3]
How do you clearly record a client's request for help? #
Start with the words and reason for contact as the client or caller gives them. Then note only relevant context that you actually asked about, such as duration, course, location or an agreed call-back time. In the GP record, the distinction between what is reported, observation and professional assessment stays visible. If a client reports, for example, a fever since yesterday, you note what was reported and do not formulate a diagnosis yourself. [1] [2] [6] [7] [3]
How does telephone information stay recognisable as a source in the record? #
In telephone triage, state clearly who called, on whose behalf, when the contact took place and which answers were given verbatim or as faithfully as possible. A measurement only belongs in the record if the caller or a healthcare professional mentioned it, with source and time. The format does not turn a telephone call into an independent judgement. You check the text and record the chosen follow-up action. [1] [2] [6] [7] [4]
What do you check before you hand a question over to the GP? #
Check whether the reason, the relevant facts, the specific question and the desired timeframe are evident from the contact. State who receives the question and whether there has already been consultation. Leave a missing blood pressure, observation or triage outcome open instead of reconstructing it yourself. You check the summary, after which the GP adds their own assessment and decision. [1] [2] [6] [7] [5]
How do you deal with a triage outcome that was not stated? #
A triage outcome may only be recorded when you actually stated that outcome or explicitly chose it within the practice agreement. If that information is missing, you note, for example, that the outcome was not recorded and which follow-up question is still open. Hysio does not fill in an urgency level based on isolated complaints. When in doubt, you follow the local agreement for consultation with the GP and keep the source of the information. [1] [2] [6] [7] [4]
How do you make the line between assisting and the GP's assessment visible? #
Describe your questioning, measurement or procedure as your own source and mark consultation with or a decision by the GP separately. Within the agreed role, a medical practice assistant can gather information, give explanations and carry out certain procedures when authority and competence have been arranged. That does not give independent authority to diagnose. In a handover, you therefore keep the question and the GP's answer recognisably side by side. [1] [2] [6] [7] [5]
What does Hysio not do in an assistant consultation? #
Hysio organises spoken or entered information around the assistant consultation, but makes no medical diagnosis, does not determine urgency and does not make the GP's decision. If a complaint duration, measured value or consultation outcome is missing, that information stays open. You assess the text, add only verifiable information and decide what is saved in the record. [1] [2] [6] [7] [3]
Front desk, telephone and assistant consultation
How does voice-driven reporting help after a telephone call? #
The telephone triage format organises a call into contact and caller, request for help, signs asked about, triage outcome, advice and follow-up. This lets you read a call-back arrangement or safety-netting advice alongside the original complaint information. You decide which answers are relevant, check the text against the source and record any question for the GP separately. [1] [2] [8] [10] [4]
Which documentation format fits an internal consultation with the GP? #
The Handover to GP format is intended for a specific internal question. It organises the reason, relevant source facts, the question, timeframe and status, without writing the GP's answer for you. For a telephone contact in which information is only gathered, Telephone Triage fits better. The choice therefore follows the purpose of the contact and not only the channel. [1] [2] [8] [10] [5]
How do you record an assistant consultation using SOAP? #
The assistant consultation format follows S. Subjective, O. Objective, A. Assessment and P. Plan, preceded by a summary. S contains what the client tells you, O contains an observation or measurement actually carried out, A contains only a professional assessment that is evident from the source and P contains an agreed follow-up. Whether a section is appropriate and sufficiently substantiated remains your professional judgement. [1] [2] [8] [10] [3]
What do you record for a call-back arrangement? #
Record who calls back or is called back, within what timeframe, for what purpose and which instruction or next step was agreed. Do not confuse an announced call-back with a medical conclusion. In the triage format, the original urgency or chosen outcome stays next to the new arrangement. Check for yourself whether that arrangement follows logically from the conversation and whether the GP needs to be involved. [1] [2] [8] [10] [4]
How do you prevent a front-desk contact from being read as a full consultation? #
Describe the channel, the question and the procedure actually carried out. If a client only wants to change an appointment, you do not note a medical assessment. If medical information was discussed, you make visible who gave that information and whether consultation followed. Hysio helps organise the format, but does not turn a front-desk contact into a consultation. Your practice agreement on front-desk contacts remains decisive here. [1] [2] [8] [10] [3]
How do you record a blood pressure measurement taken by the medical practice assistant? #
Only include a blood pressure when you actually measured it or when a reliable source states the value. Then note the date, time, client, posture or relevant measurement context and the value as measured. Put the measurement in the objective section and keep any assessment separate. The assistant consultation format does not fill in a missing value or interpretation. You check the entry before you save it. [1] [2] [8] [10] [3]
What happens to information the caller is not able to provide? #
Make visible which question could not be answered and who indicated this. An unknown complaint duration or missing medication name stays unknown, unless the source is supplemented later. Do not use likelihood as a substitute for an answer. In the triage format, an open point can then sit alongside advice and follow-up action. Hysio does not fill in the missing information on its own. [1] [2] [8] [10] [4]
How do you keep a test result and the question for the GP apart? #
First write down which test result was received, from which source and on which date. Then formulate the specific question for the GP, for example whether feedback is needed. A test result is not the same as a medical interpretation. In the handover, sender, recipient, relevant source facts and question are listed separately. You leave the GP's assessment with the GP and check the saved text. [1] [2] [8] [10] [5]
What role does the medical practice assistant play in record keeping? #
Within the local division of tasks, the medical practice assistant records contact information, the request for help, questioning, procedures carried out and agreements. The content must match the actual contact and the applicable practice agreements. The Hysio formats organise that information. You make sure that what the client says is not presented as an objective finding and that the GP's assessment stays recognisably separate from your entry. [1] [2] [8] [10] [3]
How do you record a handover with a clear timeframe? #
In the handover, state why you are contacting the GP, which facts are relevant, which question you are asking and when an answer is needed. Also record whether the question has been received, answered or is still open. A timeframe is an agreement about follow-up and not an urgency classification in itself. You check the status and prevent an open question from appearing as a completed decision. [1] [2] [8] [10] [5]
NHG guidelines and the HIS
Which guideline helps with record keeping in general practice? #
The NHG guideline ADEPD (Herziene richtlijn ADEPD) provides a framework for adequate, relevant and structured record keeping in general practice. For a medical practice assistant, this means that contact, source, relevant facts and follow-up must be easy to find and understand. The guideline explicitly names practice assistants as a target group, so it also applies to your entries. You also follow the agreements on authorisation, supervision and division of tasks in your practice. That framework still applies when you work with voice-driven reporting. [1] [2] [11] [12] [14] [3]
What does the WGBO mean for what you enter in the record? #
The WGBO requires a record containing the data needed for good care, including relevant health information and procedures. For the medical practice assistant, this means recording with a clear purpose, keeping traceable source information and not adding loose assumptions. Hysio can offer a structure. You check the content and follow the practice agreements for inspection, correction, access and final saving. [1] [2] [11] [12] [14] [3]
How do you record a client's request for correction? #
Note the request as a request, with the date and the passage or information it relates to. A client statement or addition may not be rewritten as your own observation without further thought. The WGBO and the local procedure determine how the correction or addition is processed. You keep the original source recognisable, record how the request was handled and involve the designated responsible person. [1] [2] [11] [12] [14] [5]
Which retention period applies to a medical record? #
For a medical record, the main rule is that data are kept for at least twenty years from the last change, with statutory exceptions and situations in which keeping them longer may be appropriate. That is not a setting Hysio determines for you. You follow the healthcare provider's retention policy and make sure a final entry does not remain as a temporary rough note. [1] [2] [11] [12] [14] [3]
What does handling medical data safely require of a medical practice assistant? #
Work with the data needed for the agreed care purpose and share them only through the designated route with the right recipient. Check identity, source and context before you record a message or handover. The medical practice assistant has a derived duty of confidentiality, so confidentiality also applies at the front desk and on the telephone. Hysio does not change that responsibility. You follow the practice's privacy procedure, do not leave access and consent implicit and keep actions traceable. [1] [2] [11] [12] [14] [5]
When does competence come into play for a procedure carried out by the assistant? #
For a reserved procedure (voorbehouden handeling), four conditions apply together: an instruction from an independently authorised professional, clear directions, assured supervision and the possibility of intervention, and your own competence. A medical practice assistant does not automatically carry out every medical procedure independently because it appears in a documentation format. Hysio does not record authority and does not take a supervision decision. You check the instruction and competence according to the protocol before you save a procedure or result. [1] [2] [11] [12] [14] [3]
How does a question for the GP stay traceable? #
Record the sender, recipient, reason, relevant source facts, question, timeframe and status separately. Do not use a general label such as 'consulted' when it is not clear what about and with whom. The handover format follows exactly that reading order. You check whether the GP's answer was added as an answer, with date and source, and not silently worked into your original question. [1] [2] [11] [12] [14] [5]
What is the difference between triage and a medical diagnosis? #
Triage organises the request for help and determines, within the agreed process, which next step is needed; a diagnosis is a medical interpretation that may not be derived from an isolated telephone report. Telephone Triage keeps questioning, chosen outcome and advice side by side. Hysio does not take over the professional assessment. You only record what was asked, said, decided or discussed with the GP. [1] [2] [11] [12] [14] [4]
How do you work with contact types in a GP record? #
Choose the contact type that fits the actual event, such as a front-desk contact, telephone contact, consultation or incoming test result. Then record relevant context and follow-up in a way the GP and the team can find again. Hysio follows the existing purposes of contact in the formats. You check the episode link, date and source according to the local HIS set-up and do not use a contact type as a substitute for content. [1] [2] [11] [12] [14] [3]
How do you deal with a complaint about the care provided? #
Record factually who reports the complaint, what it is about, when the contact took place and which route or follow-up action was agreed. Do not note a judgement about the person reporting it and do not automatically turn a complaint into an incident or a calamity. The Wkkgz (Dutch Healthcare Quality, Complaints and Disputes Act) provides the framework for quality, complaints and learning. You follow the healthcare provider's complaints procedure and make sure those involved receive the right information. [1] [2] [11] [12] [14] [5]
Triage, measurements and what stays with the GP
Which terminology belongs to telephone triage? #
Use concrete terms such as caller, request for help, sign asked about, advice, safety-netting and follow-up action when they describe the conversation precisely. You only note an urgency code or a term from the Nederlandse Triage Standaard (Dutch triage standard) when you or the GP state it, with source and chosen wording. Avoid a diagnostic term that nobody has stated. You check the meaning of the professional term and keep any lack of clarity visible instead of smoothing it over. [1] [2] [9] [13] [4]
How do you record a procedure without inventing a result? #
Write down which procedure was actually carried out, by whom, when and what was actually observed or measured. You do not mention a blood pressure measurement when only a plan to measure was stated. A result is not labelled normal or abnormal without a professional assessment. You put procedure and assessment in their own context and check the text before saving. [1] [2] [9] [13] [3]
What do you do with a missing medication name in a telephone call? #
Leave the name open and note that the caller could not name it or that verification is still needed. Ask specifically when that fits within your role and the local agreement, but do not make a plausible choice based on a complaint or side effect. The triage format does not fill in missing medication. You keep the outstanding verification and the agreed follow-up separate from the complaint you asked about. [1] [2] [9] [13] [4]
How do you record a difference between the client's account and a measurement? #
Put the client's account in the subjective section and the measurement actually carried out in the objective section, with date, source and context. Describe the difference without immediately explaining why it exists. Any assessment belongs to the healthcare professional who states it. You check both sources and hand over a relevant question to the GP separately. [1] [2] [9] [13] [3]
When do you record a red flag? #
Record a red flag when the caller mentions it, you ask about it or a healthcare professional names it. Note the wording, source, time and the follow-up action that was actually agreed. Do not give extra meaning to an isolated term. In Telephone Triage, sign, triage outcome and advice are kept separate. When in doubt, you immediately follow the local instruction for consultation and record the status visibly. [1] [2] [9] [13] [4]
How do you separate observation, measurement and professional assessment? #
An observation describes what you actually see or hear, a measurement gives a value with method and time, and a professional assessment records the meaning. Do not combine these three in one unverifiable sentence. The assistant consultation format follows S, O, A and P sections. You check the source and leave a missing measurement method or assessment empty when it was not stated. [1] [2] [9] [13] [3]
May Hysio add an ICPC code for an assistant contact? #
No, a code may only be used when you or the authorised responsible person chooses it appropriately according to the HIS agreement. Hysio does not derive an ICPC code from isolated words and does not determine an episode. You check the complaint, the chosen coding and the link with the contact before the code is saved in the record. [1] [2] [9] [13] [3]
How do you record a contradictory answer from a caller? #
Describe the contradiction as part of the questioning and note which clarification was or was not obtained. Do not choose the version that seems most plausible yourself. If the difference affects the next step, you record the question for the GP or the agreed escalation. You keep the source, the uncertainty and the chosen follow-up side by side. [1] [2] [9] [13] [4]
What does a good final check of an assistant report involve? #
Read the report back with three questions: is the request for help recognisable, were observation and measurement actually carried out and is the follow-up clearly agreed? Also check caller, date, source, any question for the GP and open points. The Hysio formats do not fill in missing data. You correct factual errors, leave uncertainty in place and only approve when the content matches the contact. With voice-driven admin too, that final reading is yours. [1] [2] [9] [13] [5]
How do you record a measure or advice from the GP? #
First note that it concerns advice or a decision from the GP, with date and source. Then write down the instruction and the follow-up action as concretely as possible, without mixing them with your own questioning. The handover distinguishes sender, recipient, question and status. You check whether the answer was actually given and who carries out the follow-up. [1] [2] [9] [13] [5]
Practical search questions for this profession
What does a Hysio subscription cost for the assistant? #
For a medical practice assistant, the Hysio pricing page lists an individual Starter plan at €20 per month, excl. VAT. Above that are Pro at €40 and Unlimited at €80 per month. With yearly billing, you pay for ten months and use twelve. Choose the level based on the number of contacts you want to record, and agree within the practice who reads the text back before it goes into the record. [1] [2] [15] [3]
Which privacy agreements do you make in a general practice? #
Agree which healthcare professionals have access, how you check identity and recipient, which information is needed and where you record a handover. Telephone triage also calls for attention to who is speaking on the client's behalf. Hysio does not change the statutory and local privacy responsibility. You use the privacy policy and practice procedure as your starting point and record exceptions separately. [1] [2] [16] [17] [4]
Typing, dictating or voice-driven reporting: what suits the assistant? #
You can type manually, write your own summary after the contact or use another dictation solution as agreed within the practice. Every route requires checks on source, terminology, missing information and recipient. None of these routes is a fixed choice for this profession; you weigh them against each other yourself. Above all, compare the readability and verifiability of the result, not only the speed of input. So voice-driven reporting is a choice alongside typing, not a replacement for your check. [1] [2] [3]
How do you use the trial period at the front desk and on the phone? #
For medical practice assistants, the current product information states a general free trial of 14 days. Use such a trial only to assess the process and to test local review agreements. Choose a clearly defined contact type, agree on human review and note examples of corrections and open points. Afterwards, assess whether the way of working fits your practice agreements and your responsibility for the record. [1] [2] [15] [4]
Does Hysio work automatically with every record system? #
No, a general automatic connection with every record system has not been demonstrated. The documentation formats provide a structure for the content. So check for each practice which route is permitted, who transfers the text, how source and date stay visible and how an incorrect handover is corrected. The medical practice assistant remains responsible for the actual handover and follows the practice's authorisation agreements. [1] [2] [5]
How do you organise human review of an assistant report? #
Have the medical practice assistant or designated GP check before saving whether caller, complaint, observation, measurement, triage outcome and follow-up match the source. Check in particular whether a question for the GP is still open and whether advice is labelled as advice. Record the local approval agreement and have corrections made by the right role. [1] [2] [5]
How do you correct the record of an answer given by telephone? #
Correct the factual passage while preserving its original provenance and note when and by whom the correction was made. Do not remove an uncertain answer without a reason or without following the applicable procedure. For a triage contact, you also check advice, safety-netting and follow-up action. Together with the practice procedure, you decide which version is saved as final and whether the GP needs to be informed again. [1] [2] [4]
What do you do with incomplete source information about a client contact? #
Make the missing information visible, for example as an unknown complaint duration, an unavailable measured value or a consultation point not yet answered. Only ask specifically when that fits within your role and the local instruction. You decide whether the contact can be closed safely, which follow-up action is needed and who monitors that action. [1] [2] [3]
How do you measure whether a triage report is finished faster, without errors? #
For each contact type, compare the time for noting, checking and correcting, not only the time spent dictating or typing. Keep track of how many corrections are needed and whether the question for the GP, the source and the follow-up action can be found straight away. No time savings specific to medical practice assistants have been established. Use a small set of anonymised examples and let the team help assess the quality of the content. [1] [2] [3]
How do you prepare for introducing Hysio in a general practice? #
Start with one clear contact type, for example telephone questioning about a matter that is not acute, and agree on roles, source checks, authorisation and corrections. Record when the GP must be consulted and how open questions are followed up. Use the trial or training set only within the agreed way of working and only then decide on a wider introduction. [1] [2] [4]
Sources
- 1 Hysio: Beroepsprofiel doktersassistenten (interne Hysio-documentatie) Document date: 2026-08-09 Accessed on 2026-09-01
- 2 Hysio: Beroepsprofielonderzoek doktersassistenten (interne Hysio-documentatie) Document date: 2026-08-06 Accessed on 2026-09-01
- 3 Hysio: Hysio Doktersassistent Assistentenconsult (interne Hysio-documentatie) Document date: 2026-08-25 Accessed on 2026-09-01
- 4 Hysio: Hysio Doktersassistent Telefonische Triage (interne Hysio-documentatie) Document date: 2026-08-25 Accessed on 2026-09-01
- 5 Hysio: Hysio Doktersassistent Overdracht aan Huisarts (interne Hysio-documentatie) Document date: 2026-08-25 Accessed on 2026-09-01
- 6 Nederlandse Vereniging van Doktersassistenten: Beroepscompetentieprofiel Doktersassistent Document date: 2024-12 Accessed on 2026-09-01
- 7 Nederlandse Vereniging van Doktersassistenten: Het beroep doktersassistent Document date: z.d. Accessed on 2026-09-01
- 8 Nederlands Huisartsen Genootschap: Herziene richtlijn ADEPD Document date: 2025-12 Accessed on 2026-09-01
- 9 Nederlands Huisartsen Genootschap: Kwaliteitssysteem in de huisartsenpraktijk Document date: z.d. Accessed on 2026-09-01
- 10 Nederlands Huisartsen Genootschap: HIS Referentiemodel Contact Document date: z.d. Accessed on 2026-09-01
- 11 Overheid.nl: Burgerlijk Wetboek Boek 7, artikel 454 Document date: 2026-07-01 Accessed on 2026-09-01
- 12 Rijksoverheid: Bewaren van een medisch dossier Document date: z.d. Accessed on 2026-09-01
- 13 Rijksoverheid: Voorbehouden handelingen door zorgverleners Document date: z.d. Accessed on 2026-09-01
- 14 Rijksoverheid: Wet kwaliteit, klachten en geschillen zorg Document date: z.d. Accessed on 2026-09-01
- 15 Hysio: Pricing Document date: 2026-08-26 Accessed on 2026-09-01
- 16 Hysio: Privacyverklaring Document date: 2026-09-15 Accessed on 2026-10-31
- 17 Hysio: Legal documents Document date: 2026-07-15 Accessed on 2026-09-01
Hysio creates the report. You remain responsible for what you save in the record.