G2

Tobias L.

Clinical Operations & Stakeholder Partnership Manager

Mental Health Care

Small-Business (50 or fewer emp.)

10/23/2026

"HIPAA-Eligible Transcription with Custom Vocabulary That Streamlines Clinical Documentation"

4/5

What do you like best about Deepgram?

Deepgram’s HIPAA-eligible real-time transcription and custom vocabulary model are what I value most as I manage clinical workflows at Pinnacle Behavioral Collective. In my role as Clinical Operations & Stakeholder Partnership Manager, I coordinate group therapy sessions, oversee contract therapists, and handle secure documentation for our outpatient mental health clinic. Our team records telehealth and in-person group sessions only with written patient consent, turning conversations into notes for care planning and supervision reviews. Before adopting Deepgram, our therapists manually jotted session takeaways during meetings or spent hours afterward listening back to audio recordings and typing summaries. This pulled focus away from active patient engagement and created a massive backlog of unfinished clinical documentation.

The custom vocabulary tool has been transformative for our work. Behavioral health conversations are filled with specialized terminology: diagnostic labels, evidence-based intervention names, local support resource codes, and unique patient aliases we use to protect privacy. I upload a glossary tailored to our clinic’s practice, and Deepgram trains itself to recognize these terms consistently. During a recent eight-session dialectical behavior therapy (DBT) group, the transcription captured terms like “wise mind” and “skill chain” without constant misspellings that plagued our older transcription tool. Our licensed therapists no longer pause to correct dozens of terminology errors, cutting their post-session editing time significantly each week.

I also rely heavily on its speaker diarization feature, which separates speech by individual participant. Group therapy often includes multiple patients, a lead therapist, and sometimes a student observer. The labelled speaker tracks let me quickly isolate commentary from our contract therapists for peer supervision, without scrubbing through the whole audio file to locate their feedback. Since we operate under strict HIPAA rules, I appreciate that we can enable end-to-end encryption and lock down data retention settings to auto-delete raw audio files after transcripts are finalized. This removes a big compliance worry our small team carries, especially without an in-house IT specialist to audit data handling.

An unexpected benefit I uncovered is how the timestamped transcripts simplify quality assurance checks. When our clinical leadership team reviews session fidelity for CBT protocols, we jump straight to timestamps where specific interventions should have been introduced, rather than listening through full 90-minute recordings. This streamlined our monthly supervision cycle and helped us spot opportunities for therapist coaching faster.

Deepgram still requires careful access controls, as every transcript holds sensitive patient information, and it does not feed directly into our EHR system. I export finalized, redacted transcripts manually for chart integration. Even with this extra step, its accurate, privacy-focused transcription stack lightens the documentation burden on our clinicians. Therapists can stay present with patients during sessions instead of rushing to capture notes, which aligns perfectly with our core priority of delivering thoughtful, uninterrupted behavioral care. Review collected by and hosted on G2.com.

What do you dislike about Deepgram?

For our behavioral health clinic, Deepgram’s core transcription engine delivers solid results, but gaps in speaker separation, native EHR connectivity, and built-in PHI scrubbing create persistent operational headaches that eat into my bandwidth as Clinical Operations & Stakeholder Partnership Manager at Pinnacle Behavioral Collective. Our lean team manages group therapy and one-on-one telehealth sessions, and without dedicated IT support, every manual workaround adds risk and slows our clinical documentation cycle.

Speaker diarization is the most frequent pain point. Group therapy naturally overlaps, with patients talking over one another, pausing, or offering quiet, hesitant responses. Deepgram often merges multiple participants under a single speaker label or misassigns therapist commentary to a patient. During a recent DBT skills group with seven attendees, nearly 30% of the transcript lines had incorrect speaker tags. My contract therapists spent extra time splitting and relabeling segments before supervision reviews; this manual correction work can take an hour for a single 90-minute recording. The tool does not offer a simple way to lock speaker identities mid-transcript, so fixes do not carry over to future uploads from the same recurring group.

I also struggle with its limited native integration with our behavioral health EHR. Deepgram functions largely as a standalone transcription API, with no pre-built connector for common mental health charting platforms. Once a transcript is finalized, our team must manually export, redact, and paste relevant excerpts into patient charts. For our clinic, this is more than an inconvenience: every copy-paste step introduces accidental PHI exposure risk. I have to audit every exported file separately to remove nicknames, hometown references, and identifying details the automatic redaction misses. Its native redaction tool only catches standard fields like phone numbers and dates of birth; it cannot recognize context-sensitive identifiers unique to our therapy sessions.

The custom vocabulary workflow carries hidden friction as well. While the glossary helps with standard clinical terms, it does not retain context for softer, conversational phrasing common in counseling. Slang, regional speech patterns, and fragmented patient speech regularly get misinterpreted, and batch editing these errors line by line adds up quickly. There is no option to save session-specific correction rules to apply automatically for the same patient cohort across follow-up appointments.

An unexpected downside I’ve encountered ties to access governance. The platform’s permission model only offers broad editor or viewer roles. I cannot create a restricted access tier for contract therapists, one that lets them upload their own session audio and view only their assigned transcripts. If I grant upload access, they can potentially see files for other providers’ patient groups. That forces me to handle every upload myself, creating a transcription backlog when I’m pulled into referral coordination or vendor check-ins.

Deepgram is built around generic voice-to-text use cases rather than the nuanced privacy and documentation rules of outpatient behavioral care. It produces usable transcripts, but the constant need to fix speaker labels, scrub sensitive context manually, and guard access slows our clinical team down. Until these clinic-specific workflows are refined, Deepgram remains a tool that demands consistent oversight rather than a seamless fit inside our HIPAA-aligned care pipeline. Review collected by and hosted on G2.com.

What problems is Deepgram solving and how is that benefiting you?

Before we brought Deepgram into our clinic workflows at Pinnacle Behavioral Collective, documentation created a heavy strain on our contract therapists and our small operations team. As Clinical Operations & Stakeholder Partnership Manager, I oversee group therapy scheduling and secure clinical record management, and every telehealth and in-person session required clinicians to juggle active listening with frantic note-taking. Many therapists would block off an extra hour after each 90-minute group just to replay audio and type out session summaries. The delay meant care notes sometimes waited three or four days to land in patient charts, which created gaps for our supervision cycles and slowed handoffs between our network of care vendors.

Deepgram’s HIPAA-eligible transcription and custom vocabulary library cut through this bottleneck for our behavioral health practice. With written patient consent in place, we upload session recordings to generate timestamped transcripts. I built a shared glossary loaded with our most used clinical terms, from DBT and CBT intervention language to local community resource names, which drastically reduces mis-transcription of specialized mental health terminology. Its speaker diarization separates different voices within group sessions, so our supervising clinicians can jump directly to commentary from the lead therapist without sifting through the full recording. During our weekly DBT group series, this capability trimmed post-session note work for our therapists by roughly 60%, freeing them to focus energy on preparing care plans rather than manual transcription.

I also value the granular data retention controls built into the platform. Since we operate under strict HIPAA requirements and lack an internal IT team, the setting to auto-delete raw audio files after transcript generation removes one major compliance burden. We no longer need to manually track and delete audio copies stored across therapist laptops and shared drives, a task that once ate up several hours of my month.

An unexpected benefit emerged around clinical quality reviews. Our leadership team previously listened to full session recordings to verify that treatment protocols were delivered consistently. With timestamped transcripts, reviewers can pull up specific discussion segments instantly using keyword searches for skills coaching, safety planning, or relapse prevention conversations. This made our monthly fidelity audits far faster and revealed small opportunities for therapist coaching that we would have missed before.

Even with these gains, Deepgram does not connect natively to our behavioral health EHR. Our team still manually exports, reviews, redacts and inserts relevant transcript excerpts into patient charts, which keeps a layer of manual work in place. Speaker separation also struggles when participants talk over one another in emotional group discussions. All the same, Deepgram removed our biggest operational pain point: the endless cycle of replaying session audio to build clinical notes. It keeps our documentation timelines on track, lowers burnout among our contract therapists, and supports the careful, compliant recordkeeping that sits at the center of our outpatient mental health services. Review collected by and hosted on G2.com.