1
of 6— Understand the workflow before you start
What you'll accomplish
By the end of this guide, you'll have a workflow where you speak a 60-90 second recap of a counseling session into your phone immediately after the student leaves, and get a professionally formatted DAP case note back in under 2 minutes — eliminating the end-of-day case note pile-up.
What you'll need
- A smartphone with a voice memo app (built-in on iPhone or Android)
- A free Claude account at claude.ai
- 30-45 minutes to set up and practice
- Time needed: 2-3 minutes per case note after setup
- Cost: Free (Claude free tier handles this well)
How-To Guide: Voice-to-Case Note Workflow
Step 1: Understand the workflow before you start
This process has three steps that happen in under 3 minutes total:
- After the student leaves your office, immediately speak a session recap into your phone's voice memo app (60-90 seconds)
- Your phone converts the voice memo to text (built-in transcription)
- You paste the text transcript into Claude with a formatting prompt and get a DAP case note back
The key is doing step 1 within 5-10 minutes of the session ending — before your brain moves on to the next student.
What you should see: A clear workflow that fits in the 3-5 minutes between student sessions.