Saved Notes

Saved Notes is where Apollo keeps notes after you save them. Use this page to reopen generated drafts, make edits, organize notes with tags, and copy or export completed documentation.

Saved notes should still be reviewed before they are copied, exported, or added to a clinical record. Check clinical details, diagnosis language, risk content, medical code suggestions, and the plan for accuracy and fit.

Save a Note

After Apollo creates a note, review the draft in the editor. When the note is ready to keep, select Save.

Apollo asks you to enter a note name. Use a name that will make the note easy to recognize later, such as the client identifier, date, session type, or document purpose.

While saving, you can also add tags:

  • Select one or more existing tags.
  • Select + New to create a new tag.
  • Type the new tag name, then confirm it.
  • Select Save.

Tags are optional, but they are useful when you want to group notes by topic, workflow, payer, location, documentation type, or another system your practice uses.

Open Saved Notes

Open Saved Notes from the sidebar to view your saved note list.

The table shows:

  • Name: the saved note name.
  • Template: the document template used for the note.
  • Tags: any tags attached to the note.
  • Last Updated: when the note was most recently saved.

Select the note row or choose View to open a saved note.

Edit a Saved Note

When you open a saved note, Apollo shows it in the editor. You can edit the note text directly, update template fields for imported Word templates, and save your changes.

To edit note content:

  1. Open Saved Notes.
  2. Select the note you want to edit.
  3. Make your changes in the editor.
  4. Select Save.

Apollo saves the updated content and updates the note’s last updated date.

To edit the note name or tags, use the edit option near the saved note title. You can rename the note, add tags, remove tags, or create a new tag from the note details modal.

Delete Notes

Saved Notes supports deleting one note or multiple selected notes.

To delete one note:

  1. Open Saved Notes.
  2. Find the note in the table.
  3. Select Delete.
  4. Confirm the deletion.

To delete multiple notes:

  1. Open Saved Notes.
  2. Select the checkbox for each note you want to delete.
  3. Select Delete selected notes.
  4. Confirm the deletion.

If every note in the table is selected, Apollo warns that you are about to delete all notes in your collection.

Deleted notes are permanently removed from Apollo and cannot be recovered from the app. Before deleting, make sure the note has already been copied, exported, or backed up somewhere else if you still need it.

Use Tags

Tags help you organize saved notes without changing the note content. A note can have more than one tag.

You can add tags when you first save a generated note or later from the saved note details modal.

Common tag examples include:

  • Documentation type, such as Intake or Discharge.
  • Clinical focus, such as Anxiety or Trauma.
  • Workflow status, such as Needs review or Ready for EHR.
  • Practice category, such as Telehealth, Group, or Supervision.

Keep tags short and consistent. A small set of clear tags is usually easier to use than many near-duplicate labels.

Filter by Tag

On the Saved Notes page, tag pills appear in the table. Select a tag pill to filter the note list to notes with that tag.

Saved note tags may also appear under Saved Notes in the sidebar. Select a tag there to open the filtered note list.

When a tag filter is active, Apollo shows the selected tag above the table. Select the x on that tag badge to clear the filter and return to all saved notes.

Search and Sort Notes

Use the search field on the Saved Notes page to find notes by note name or template. Search updates the table as you type.

Use the sort menu to change the table order. Available sort options include:

  • Recently updated
  • Oldest updated
  • Name A-Z
  • Name Z-A
  • Template A-Z
  • Template Z-A

Apollo remembers your selected Saved Notes sort preference for future visits.

Edit or Delete Tags

When saved note tags appear under Saved Notes in the sidebar, each tag has an edit option.

Use tag editing to:

  • Rename a tag.
  • Change the tag color.
  • Delete the tag.

Deleting a tag removes it from your tag list and detaches it from any notes that used it. It does not delete the notes themselves.

Copy a Note

Use Copy in the editor when you want to move note content into an EHR, document, message, or another system.

For standard generated notes, Apollo copies the note text from the editor. For imported Word templates, Apollo copies the completed template field content in a readable text format.

After pasting into another system, review the pasted text. Formatting can vary between EHRs and document editors, so confirm headings, bullet points, spacing, and any copied fields before finalizing the record.

Export a Note

Apollo can export notes in different formats depending on the template type.

For standard generated notes, open the more menu and choose Download PDF.

For notes created from imported Word document templates, use Word to download the completed .docx document.

Review exported files before uploading them to an EHR or sending them elsewhere. Confirm that the correct client, date, template, clinical content, and formatting are present.

View Transcripts

The editor includes Show Transcript in the more menu. Use it during the current note creation workflow when you want to review the source transcript or dictated text that Apollo used for the draft.

If no transcript is available in the current editor, Apollo shows that no transcript is available. A reopened saved note may not include the original transcript.

Transcripts can contain speech recognition errors, speaker attribution issues, or details that should not be included in the final clinical record. Use the transcript as source context, then rely on your review of the final note before saving, copying, or exporting.

Download Recordings

When an audio recording is available in the current editor workflow, the more menu includes Download Recording. This option is mainly used before leaving a recording or transcription workflow, especially if you need to keep a local copy after an upload or transcription problem.

Follow your professional, legal, workplace, and client consent requirements for handling therapy recordings.

Regenerate a Note

For newly generated notes that have not been opened as saved notes, the more menu may include Regenerate Note.

Regenerating creates a new draft from the same source material and settings. If you have edited the current draft, Apollo warns that regenerating will overwrite your changes.

Save, copy, or export any edits you want to keep before regenerating. Once a regenerated draft replaces the current text, unsaved edits are not recoverable from that editor state.