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Using AI: Case Notes to Rubrics

Using AI: Case Notes to Rubrics


The Notes to Rubrics tool analyzes your consultation notes and suggests relevant rubrics, which helps you catch SRP (Strange, Rare & Peculiar) details and speeds up repertorization. You review the suggestions and add only the ones that match the case.


Availability: Notes to Rubrics, Upload Notes and Upload Recording are Pro features and use AI credits. If you haven't agreed to AI processing yet, or have withdrawn your consent, Similia asks for it before the run starts. You can review or change it later in Settings → Privacy & consent. On the Free plan, clicking Notes to Rubrics opens the upgrade prompt.


Where you’ll find it


Inside a case analysis, click Notes in the analysis toolbar. The Notes to Rubrics button is in the Notes panel, next to Upload Notes and Upload Recording. In a narrow panel the labels are shortened to Notes Rubrics and Notes Rubrics (Selection).


The AI Analysis button next to it is a different feature. It runs AI Case Analysis on the whole case and suggests remedies, and it needs Pro plus at least one premium repertory. See "Repertorization and Analysis (Selecting Rubrics)".


How to use it


  1. Write (or paste) your case notes in Notes.
  2. Click:
  • Notes to Rubrics to analyze the entire note, or
  • Notes to Rubrics (Selection) to analyze only the highlighted text. Highlight the text first and the button changes to this label.
  1. In the Analysis options dialog, choose a Mode. The dialog shows the credit rate for each mode and an estimated cost for this analysis, and Similia remembers your choice on this device:
  • Standard: cheaper and faster. Good for routine cases.
  • Advanced: stronger reasoning, but it costs more. Useful for complex or unclear cases.
  1. If you have more than one premium repertory that Notes to Rubrics can search, choose one under Repertory (see below; Lifetime Pro add-ons are not listed there). Then click Continue.
  2. Wait for the analysis to finish. Similia shows "Analysis may take up to one minute to complete.", but long notes can take longer. You’ll see the elapsed time and the symptom being processed.
  3. Review the Suggested Rubrics. Click a rubric to see its remedies. For each rubric that truly matches the case, click the green + to add it to your analysis.


Which repertory is searched


  • More than one supported premium repertory: the one you choose under Repertory. Notes to Rubrics supports Murphy, Complete26 (including its translated editions), Suggesta 2.1, Meditative, Griffith and Saine25.
  • Exactly one of them: that repertory.
  • Lifetime Pro add-ons: premium repertories bought as Lifetime Pro add-ons are not listed under Repertory and don't count toward the two cases above. If they are your only supported premium repertories, Notes to Rubrics searches all of them together.
  • None of them (for example Pro Base, or Lifetime Pro without a premium repertory add-on): the seven classical repertories included with Similia.


If your notes are too long


Notes to Rubrics can analyze up to 50,000 characters at a time. If your notes are longer, Similia shows Content Too Long. Highlight a portion of your notes and click Notes to Rubrics (Selection) to analyze just that excerpt.


Upload handwritten notes (OCR)


If your notes are handwritten or saved as a PDF, you can turn them into text first:


  1. In Notes, click Upload Notes.
  2. In Upload Handwritten Notes, drop your files or click Select Files (on a phone, Select Photos). Supported formats are PNG, JPG, GIF, WebP and PDF, and you can upload several files at once.
  3. The AI converts the content into plain text and adds it to the end of your notes. You can then run Notes to Rubrics as usual.


Upload a consultation recording


Get the patient's permission before you upload a recording of a consultation.


  1. In Notes, click Upload Recording.
  2. Drop an audio or video file, or click to select it. Supported formats are MP3, M4A, WAV, WebM, OGG and FLAC for audio, and MP4, MOV, WebM and MKV for video. Files can be up to 500 MB and 120 minutes long.
  3. Choose the Spoken language.
  4. Leave Extract patient's words only on if you want to remove your questions and keep only the patient’s own answers. This is recommended before running Notes to Rubrics. Turn it off to keep the full transcript.
  5. Click Transcribe. The transcript is added to the end of your notes.


If Similia can't detect any speech in the file, it shows "No speech detected in the recording." and still charges credits for the transcription.


Can’t find or use the buttons?


  • Manual work mode: Manual hides Notes to Rubrics and AI Analysis, as well as Analyze Photo and MM Rubrics. Upload Notes and Upload Recording stay available. To bring the hidden tools back, go to Settings → Work mode and choose AI-assisted.
  • During a Live Audio session: the notes column has the same editor, formatting bar and templates, but not the Notes to Rubrics, Upload Notes, Upload Recording or AI Analysis buttons. They are in the regular Notes panel after you close the session.
  • Offline: these tools need an internet connection. Offline in the installed app, clicking one of them shows "This needs an internet connection. It works again as soon as the connection returns." See "Using Similia Offline (Beta)".
  • Button greyed out: Notes to Rubrics stays disabled while the notes are empty or an analysis is already running.


Live Mode (typing one symptom per line to add rubrics automatically) is currently not available in Similia. To get rubric suggestions during a consultation, use Live Audio with the Transcribe + AI analysis session mode in AI-assisted work mode. See "Using AI: live audio mode (Beta)".


If an analysis fails


  • If the analysis stops with an error, Similia may retry it automatically. If it still fails and Try Again is shown, click it. Otherwise follow the message shown (for example, refresh the page and sign in again).
  • "Analysis failed after multiple attempts.": click Try Again. If it keeps failing, highlight a shorter portion of your notes and use Notes to Rubrics (Selection).
  • A Notes to Rubrics analysis is charged only when it finishes, so a run that stops with an error costs nothing. A run that finishes is charged even when it reports "No relevant repertory rubrics were found for these notes."
  • An analysis needs a positive AI credit balance before it can start. If your credits are used up, Similia asks you to get more first.


Tip: Always review the suggestions. AI can misread or miss details, and it may occasionally pick an inaccurate rubric.

Updated on: 11/10/2026

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