Audiology Report Template South Africa: Hearing Assessment Notes and AI Documentation

An audiology report records the reason for referral, case history, otoscopy, test results such as the audiogram, tympanometry and speech tests, your interpretation and the recommendations, such as hearing aids or referral. HeroMed's AI Scribe drafts the consultation note, generates the report and referral letters from the record, and prepares the invoice in one click.

HeroMed is South African practice software with an AI Scribe built in. For audiologists, it drafts the diagnostic report note during the session, keeps it in the patient record, and turns the signed note into documents, the invoice and the scheme claim.

The diagnostic report structure

Example note

This is a made-up example for illustration, not a real patient.

Referral: GP, patient reports trouble hearing in groups. History: 64 years old, 30 years of factory noise exposure, ringing in both ears. Otoscopy: Clear canals, intact eardrums both sides. Results: Normal tympanometry. Audiogram shows mild to moderate high-frequency hearing loss in both ears. Interpretation: Bilateral sensorineural hearing loss consistent with noise exposure. Recommendations: Hearing aid trial, hearing protection advice, report to GP.

Hearing aid motivations

Medical schemes often need a motivation for hearing aids. HeroMed can draft the motivation letter from the report for you to check and sign, so it matches the findings already in the record.

HPCSA Booklet 9 and POPIA: record-keeping for audiologists

The HPCSA's Guidelines on the Keeping of Patient Health Records (Booklet 9, revised September 2022) apply to every registered practitioner. In plain terms:

• What a record must contain (section 3.2). The patient's identifying details, a full history including allergies, the time, date and place of each consultation, your assessment, the proposed management, medication and dosage, referrals, the patient's response to treatment, investigations and results, time booked off work and why, and written proof of informed consent where relevant.
• Write it at the time (section 4.1). Notes are made during or as soon as possible after each interaction. Late entries are marked as late, with the reason.
• Make it clear and attributable (sections 4.2 and 4.3). Records must be accurate, legible and free of unclear abbreviations, and every entry must show who made it. Allergies and special needs should be easy to see (section 4.4).
• Changes are recorded, not hidden (section 5). Late and extra entries are dated and signed (electronically for digital records), and the reason for any change or correction is written on the record. Records may not be tampered with.
• Keep it secure (section 6). Only authorised people may access records, whether on paper or electronic.
• How long to keep it (section 7). At least six years from the patient's last treatment. For patients treated as minors, at least until their 21st birthday. For mentally incapacitated patients, for their lifetime. Records under the Occupational Health and Safety Act, 20 years after treatment.
• Patient access (section 9). Anyone aged 12 or older may ask for a copy of their own records. For a patient under 16, a parent or guardian may apply, but access needs the patient's written authorisation.

Under POPIA, health information is special personal information. You need a lawful reason to process it, consent where it applies, reasonable security (passwords, user permissions, backups) and a way to report breaches.

HeroMed keeps every signed note in the patient record with a date, an author and a history of changes, and access is controlled per user. This is general guidance, not legal advice. Read the official Booklet 9 on the HPCSA site and speak to your professional body if you're unsure.

From note to invoice in HeroMed

1. Patient snapshot. Before the patient sits down, HeroMed's AI summarises their history from the record, so you start the session already knowing what happened last time.
2. AI Scribe drafts the note. With the patient's consent, the AI Scribe listens to the session and drafts the note in the structure above, using a built-in template or one you set up for your practice. You review, edit and sign.
3. Documents and Ask AI. From the signed note you can generate referral letters, reports and sick notes, and ask the AI questions about the patient's notes.
4. One-click billing. The signed note prepares the invoice and the medical scheme claim in one click, with no copying into another system.

For audiologists, that means the note you sign is also the start of your billing, your letters and your next booking.

Checklist before you sign a note

• Date, time and your name are on the note
• Patient's own words are recorded where they matter
• Findings are measurable and comparable with last time
• Assessment explains your reasoning
• Plan includes follow-up and any referral
• Consent is recorded where needed
• You reviewed the AI draft before signing

Related reading

• SOAP notes in South Africa: HPCSA Booklet 9 guide
• Audiology practice software in South Africa
• Best audiology software in South Africa
• HeroMed AI Scribe