Build Industry Word Groups: Medical, Legal, Development, and More

What Are Sonicribe Word groups?

Build useful word groups for your profession with the industry examples below. Keep medical terminology, legal phrases, software names, and project-specific spellings in Words, organized around the work you do. Add terms individually or prepare word/replacement pairs in a spreadsheet and use Import CSV to bring them into your list.

The ten example lists cover terms people use in fields from healthcare education to software development. Choose the examples relevant to your work, add your own names and products, and select the resulting groups for each writing style. Your recurring vocabulary stays together as your projects change.

How Word groups Work

Understanding spelling hints, text replacements, and group selection helps you build a list that fits your writing.

The Recognition Problem

Standard speech-to-text models struggle with specialized terminology because they're trained on general language. When you say:

• "Kubernetes" → gets heard as "Cooper Netties"
• "Metoprolol" → becomes "met-a-parole"
• "Escrow" → transcribed as "ask row"
• "GraphQL" → comes out as "Graphic Wool"

These aren't bugs—they're natural failures of a general-purpose model encountering words outside its training data.

How Word Groups Help Recognition

A word group keeps useful spelling hints together for a task. Add product names, technical terms, and recurring phrases, then select the relevant groups under Styles → select a style → Voice → Word groups.

1. Spelling hints: Save the written terms you want to recognize, such as Kubernetes, TypeScript, and project names.

2. Focused context: Keep software terms separate from a client-name list and select groups for the task.

3. Reusable setup: Use the same group with several writing styles.

4. Online processing: Your selected words guide speech recognition and rewriting alongside your recording.

Begin with terms you use every day. Dictate a sentence containing a few of them and review the spelling. Add a replacement only when you want a recognized phrase swapped for a specific written form.

Smart Replacements

Beyond simple recognition, word entries support deliberate text replacements:

This transforms dictation from raw transcription into formatted, actionable text.

Ten Industry Examples for Your Word Groups

1. Medical & Healthcare (Example Terms)

Perfect for doctors, nurses, healthcare administrators, and medical transcriptionists.

Coverage: Common diagnoses, procedures, medications, HIPAA education and anatomy terms

Example Terms:

• Hypertension, diabetes mellitus, myocardial infarction, pneumonia
• Laparoscopic cholecystectomy, endoscopy, MRI, CT scan
• Metformin, lisinopril, amoxicillin, atorvastatin
• Anesthesia, cardiology, pathology, radiology

Why It Matters: Medical terminology is highly specialized. A single mispronunciation can change patient care instructions. Keep recurring terms together for fictional case notes, teaching materials, and healthcare administration drafts.

Use this group for: Perfect for healthcare professionals who dictate patient notes, prescriptions, or clinical summaries. Works across EHR systems, note-taking apps, and email.

2. Software Development (Example Terms)

Essential for developers, architects, DevOps engineers, and technical leads.

Coverage: Programming languages, frameworks, tools, cloud platforms, development concepts

Example Terms:

• Languages: Python, JavaScript, TypeScript, Rust, Go, Kotlin, Scala
• Frameworks: React, Vue, Angular, Django, Flask, FastAPI, Spring
• Tools: Docker, Kubernetes, Git, VS Code, Xcode, IntelliJ, Jira
• Cloud: AWS, Google Cloud Platform, Azure, Heroku, DigitalOcean
• Concepts: API, REST, GraphQL, OAuth, JWT, CI/CD, microservices

Why It Matters: Developers spend time correcting misrecognized tech terms instead of staying in flow. Add TypeScript and GraphQL as spelling hints, with replacements for recurring recognized variants when useful.

Use this group for: Build this group if you dictate code comments, documentation, pull request descriptions, or technical specs. Pairs perfectly with VS Code, Terminal, and Slack workflows.

3. Logistics & Supply Chain (Example Terms)

Designed for logistics managers, supply chain professionals, and warehouse operators.

Coverage: Shipping terminology, inventory management, port codes, tracking systems

Example Terms:

• Logistics: FOB, CIF, incoterms, expedited shipping, freight forwarding
• Inventory: SKU, warehouse management system, backorder, stock keeping unit
• Tracking: container, pallet, bill of lading, customs clearance
• Metrics: lead time, inventory turnover, supply chain optimization

Why It Matters: Accuracy in logistics directly impacts order fulfillment and customer satisfaction. Dictate shipping instructions and inventory notes with confidence that terminology is correct.

Use this group for: Ideal for warehouse notes, supplier communications, and inventory tracking. Works well in WhatsApp, email, and logistics software interfaces.

4. Business & Management (Example Terms)

For executives, project managers, business analysts, and entrepreneurs.

Coverage: Business strategy, management terminology, corporate metrics, organizational concepts

Read more: Custom Words for Programming: APIs, Frameworks & Libraries

Example Terms:

• Strategy: OKRs, KPIs, market segmentation, competitive advantage, ROI
• Management: stakeholder, synergy, leverage, bandwidth, deliverable
• Operations: capacity planning, process improvement, quality assurance
• Finance: revenue stream, profit margin, cash flow, burn rate

Why It Matters: Business communication demands precision. Ensure your strategy documents, meeting notes, and emails reflect exactly what you intended to say.

Use this group for: Essential for executives dictating strategic plans, meeting follow-ups, and business correspondence. Compatible with Slack, Gmail, and document editors.

5. Finance & Accounting (Example Terms)

Created for accountants, financial advisors, investment professionals, and CFOs.

Coverage: Accounting concepts, investment terminology, banking systems, tax concepts

Example Terms:

• Accounting: GAAP, accrual basis, deferred revenue, goodwill, depreciation
• Investments: asset allocation, dividend, equity, fixed income, portfolio
• Banking: deposit account, line of credit, prime rate, amortization
• Tax: 1099, W2, capital gains, deduction, qualified dividend
• Markets: bullish, bearish, volatility, index fund, hedge fund

Why It Matters: Financial documentation requires accuracy for compliance. Ensure your reports, client communications, and internal notes are precise and professional.

Use this group for: Perfect for accountants dictating journal entries, financial analysis, and client communications. Works in Excel, accounting software, and email.

6. Legal & Law (Example Terms)

Built for lawyers, paralegals, legal assistants, and law firms.

Coverage: Legal terminology, case law references, contract language, litigation concepts

Example Terms:

• Litigation: plaintiff, defendant, discovery, deposition, subpoena
• Contracts: indemnification, consideration, breach, arbitration clause
• Law: tort, felony, statute of limitations, jurisdiction, precedent
• Documents: affidavit, complaint, motion, brief, interrogatory
• Practice areas: intellectual property, estate planning, corporate law

Why It Matters: Legal documents demand precision. A single word change can alter legal meaning. Keep the terminology used in your discussion notes and correspondence in a focused word group.

Use this group for: Ideal for legal professionals dictating case notes, client communications, and legal documents. Compatible with legal document automation platforms and email.

7. Academic & Research (Example Terms)

Perfect for professors, researchers, grad students, and academic writers.

Coverage: Research methodology, academic terminology, citation formats, scholarly concepts

Example Terms:

• Research: hypothesis, methodology, literature review, peer review, citation
• Statistics: correlation, regression, confidence interval, p-value
• Academic writing: thesis, dissertation, abstract, qualitative, quantitative
• Disciplines: epistemology, phenomenology, longitudinal study, meta-analysis
• Publishing: manuscript, peer-reviewed, impact factor, DOI

Why It Matters: Academic writing requires precise terminology and correct citations. Eliminate transcription errors that undermine credibility in scholarly work.

Use this group for: Essential for researchers dictating paper notes, methodology descriptions, and academic correspondence. Works in Notion, OneNote, and word processors.

8. Scientific & Laboratory (Example Terms)

Designed for scientists, lab technicians, researchers, and laboratory managers.

Coverage: Laboratory procedures, chemical terminology, scientific equipment, measurement units

Example Terms:

• Chemistry: valence, polymerization, catalyst, oxidation, equilibrium
• Lab equipment: centrifuge, spectrophotometer, chromatography, pipette
• Biology: mitochondria, ribosome, enzyme, protein synthesis, mutation
• Physics: joule, kilohertz, photon, quantum, isotope
• Procedures: assay, titration, contamination, sterilization, calibration

Why It Matters: Scientific accuracy is non-negotiable. Ensure experimental notes, lab reports, and safety procedures are transcribed correctly.

Use this group for: Perfect for lab notes, experimental documentation, and safety reports. Compatible with lab notebook apps and markdown editors.

9. Construction & Engineering (Example Terms)

Created for construction managers, engineers, contractors, and project supervisors.

Coverage: Building materials, construction techniques, engineering concepts, safety terminology

Example Terms:

• Materials: reinforced concrete, galvanized steel, lumber grade, PVC, HVAC
• Techniques: load-bearing, waterproofing, foundation, framing, drywall
• Engineering: structural load, bearing capacity, safety factor, blueprint
• Equipment: excavator, crane, forklift, compressor, aggregate
• Safety: OSHA, scaffolding, PPE, hazard assessment, incident report

Why It Matters: Construction projects depend on clear communication. Accurate transcription of site notes, safety protocols, and material specifications prevents costly mistakes.

Use this group for: Ideal for construction notes, daily site reports, and safety documentation. Works in field apps and email communication.

Read more: Custom Words for Legal Terms: Court, Contracts & Compliance

10. AI & Technology (Example Terms)

For AI researchers, machine learning engineers, tech professionals, and AI enthusiasts.

Coverage: Machine learning concepts, neural networks, AI terminology, emerging tech

Example Terms:

• Machine Learning: neural network, backpropagation, gradient descent, overfitting
• Deep Learning: convolutional neural network, transformer, attention mechanism, LSTM
• AI: large language model, fine-tuning, prompt engineering, embedding
• Tools: TensorFlow, PyTorch, scikit-learn, Pandas, NumPy
• Concepts: supervised learning, unsupervised learning, reinforcement learning

Why It Matters: AI terminology is evolving rapidly. Keep your research group current by adding the new model, method, and library names you use in notes and documentation.

Use this group for: Essential for AI researchers dictating paper notes, code comments, and research communications. Compatible with Jupyter notebooks and technical documentation.

Word Group Summary Table

Create Your First Word Group

Step 1: Open Words

Choose Words in Sonicribe's sidebar. Use New word or sentence to enter a recurring term, such as Kubernetes, then choose Add to word list. Add two or three terms from the examples above so you have a small, focused starting list.

For an exact text swap, use Replace with.... Enter the phrase you expect in the draft and the written replacement you want. For example, a project abbreviation can expand to its full name. Leave the replacement blank when the entry is simply a spelling hint.

Step 2: Create a Named Group

Choose New group, name it for a project or subject, and add the terms that belong together. "Client names," "Frontend project," and "Research terms" are easy names to recognize later. Choose Move to group when organizing entries from the word list.

Use a small group at first so you can see which terms help your daily writing. Keep terms specific: a real product name or frequently repeated acronym is more useful than a large collection you rarely say.

Step 3: Select the Group for a Style

Open Styles, select your writing style, then open Voice → Word groups. Choose the groups relevant to that task. For example, give Coding Prompt your development terms and give Email your client and product names. With all groups unchecked, the style uses all words.

Step 4: Try a Short Dictation

Focus an editable field, press ⇧ Z, and say a sentence containing two group terms and a date. Finish with the same shortcut and review the draft. Correct an entry's spelling or replacement if needed. A short sample keeps the setup concrete and gives you a useful model for future additions.

For a larger list, use Import CSV in Words. Export a small sample first to follow the app's word/replacement format, then extend the spreadsheet with the terms you want to reuse.

Combining Multiple Groups

Stacking Groups for Complex Roles

Some professionals benefit from multiple groups:

Healthcare + Medical Device Sales:

• Build a group for: Medical & Healthcare + Business & Management
• Combine clinical terminology with sales concepts for medical device reps

Legal Tech Developer:

• Build a group for: Legal & Law + Software Development
• Perfect for building legal software or dictating legal tech documentation

Financial Software Architect:

• Build a group for: Finance & Accounting + Software Development + AI & Technology
• For developers building fintech or AI-powered financial tools

Scientific Researcher:

• Build a group for: Scientific & Laboratory + Academic & Research
• Ideal for lab work and research paper writing

Keep Overlapping Entries Clear

If the same term appears in two groups, review its spelling and replacement in Words. Keep one clear written form for the meaning you intend. A project-specific abbreviation is easier to manage when the phrase and replacement are explicit.

1. Find the recurring term in your word list.

2. Review its written form and any Replace with... value.

3. Keep the relevant groups selected in the style's Voice section.

4. Dictate a sentence that gives the term context and review the draft.

Choose group names that describe the project or audience. That keeps similar terminology understandable when you return to the list later.

Customizing Groups: Adding Your Own Terms

Words groups are a starting point. You can add personal variations and company-specific terms in your own groups.

Why Add Custom Terms?

Words groups include general industry terminology, but your specific work is unique:

• Company names: Your employer, clients, partners
• Product names: Your company's products and service names
• Personal jargon: Team-specific terminology or abbreviations
• Preferred terminology: Different organizations use different terms for the same concept
• Acronyms: Company-specific shortcuts (internal project codes, client abbreviations)

Add Words to Your Working List

1. Open Words → New word or sentence.

2. Enter the recurring name or specialist term.

3. Use Replace with... for a deliberate text swap.

4. Choose Add to word list.

5. Move related entries into your named group.

For example, add your team's product spelling, a project abbreviation, and the name of a framework you mention in updates. Keep a spelling hint for a term you want recognized; use a replacement for a phrase you want expanded into a specific written form.

Then open the relevant style's Voice → Word groups and select the group. A short dictation with the term in context helps you see whether the entry matches how you actually use it.

Keep Project Terms Together

Create a group for the project, then use Move to group to organize its entries. Add product names, recurring abbreviations, and useful written replacements as the project grows.

For example, a healthcare-education group can contain anatomy terms and fictional training-case vocabulary. A software group can contain framework names, project identifiers, and deployment phrases. Choose the relevant group in each style's Voice → Word groups so the terminology follows the writing task.

Smart Replacements with Groups

Beyond simple word recognition, vocabulary groups enable phrase-level replacements. These are especially powerful in professional contexts.

Example: Medical Transcription

Instead of just recognizing individual terms, set up replacements for common phrases:

Example: Legal Documentation

Example: Software Development

Best Practices for Word groups

1. Start with Your Primary Group

Build only the groups most relevant to your primary work first. Adding multiple groups at once can create noise if terms overlap.

Read more: Custom Words for Medical Terms: HIPAA-Compliant Dictation

Recommended order:

1. Create your main professional group (Medical, Legal, Development, etc.)

2. Use for a week

3. Add secondary groups as needed

2. Review Unrecognized Terms

If a term from the group isn't recognizing well:

1. Create a custom entry with a phonetic alternative

2. Example: Developer group includes "TypeScript" but you say "Type Script"

- Add custom: Spoken "type script" → Written "TypeScript"

3. Combine Groups Strategically

Most professionals benefit from 1-3 groups maximum:

• Single role (primary group only): Lawyer → Legal only
• Dual expertise: Developer doing technical writing → Development + Academic
• Business role: Product manager → Business & Management + Finance

4. Organize Custom Terms in Groups

When adding personal vocabulary:

1. Use existing group categories for professional terms

2. Create new categories only for truly unique terms (personal names, company names)

This keeps your vocabulary organized and makes group updates easier.

5. Regular Maintenance

Monthly, review your combined vocabulary:

1. Remove duplicates: If multiple groups include the same term, verify priority is set correctly

2. Add alternatives: If you notice consistent mispronunciations, add phonetic variations

3. Update outdated terms: Remove products/tools your team no longer uses

4. Prune unused terms: Over time, discard terminology that's no longer relevant

Word Groups and Individual Words Work Together

A single word is the fastest way to fix a recurring spelling. A group makes a set of related terms easier to reuse. Both begin in Words, and both can be part of the same daily workflow.

When a Group Helps

Focus: A software project can keep its libraries, product names, and deployment terms together. Choose that group for your coding style so its context follows the task.

Organization: A client list stays easier to review when names, companies, and products have a clear home. Update the group as the project changes instead of keeping an unstructured collection of old entries.

Reuse: Select a project group for Email, Work message, and a custom recap style. You maintain the terms once and use them in several formats.

Collaboration: Keep a word/replacement spreadsheet with the team's preferred spellings. Import CSV and Export CSV make those pairs easy to exchange.

When One Word Is Enough

Speed: Add a name the first time you notice it needs attention.

Specificity: Use the spelling and abbreviation you actually need in your draft.

Control: Review a replacement before using it in several styles. A short, distinctive phrase is easier to use deliberately than an everyday word with several meanings.

A Practical Combination

1. Add five recurring terms for your main project.

2. Organize them in a named group.

3. Select the group in the styles you use for that work.

4. Add individual words as new spelling needs appear.

5. Share a clean CSV when a teammate needs the same terms.

This combines a useful starting structure with room for your own vocabulary. The list grows from actual writing needs, so each entry has a reason to be there.

Exporting and Importing Word Lists with CSV

Scenario: Moving to a New Mac

Use the word/replacement CSV as a portable list:

1. On the first Mac, open Words → Export CSV.

2. Save the file with a descriptive project or date in its name.

3. Open the spreadsheet and review the word and replacement pairs.

4. On the other Mac, open Words → Import CSV and select the file.

5. Review the imported entries in Words.

6. Organize the entries into groups and select those groups in each style's Voice section.

Exporting a small sample first gives you the exact column layout to follow. Keep names and replacements in separate cells, especially when the replacement contains punctuation or several words.

Scenario: Sharing Terms with Your Team

Create a focused spreadsheet containing the team's recurring terminology. Include product names, acronyms, and phrases that benefit from a consistent written form. Review each replacement so the person importing it understands the intended expansion.

1. Use Export CSV to get the word/replacement format.

2. Keep the terms relevant to the shared project.

3. Share the CSV through your team's usual document space.

4. Have teammates choose Words → Import CSV.

5. Recreate useful groups and choose them for the appropriate styles.

For a matching writing format, share the instruction text separately. Teammates can create a style and paste it into Rewrite → Your instructions. The CSV handles terminology; the instruction handles the shape of the draft.

Read more: How to Add Custom Words for Technical Terms in Sonicribe

Troubleshooting Word Groups

A Term Still Needs Correction

Example: Kubernetes appears with the wrong spelling in a project update.

1. Check that the intended spelling appears in Words.

2. Review any Replace with... value for the entry.

3. Open the active style's Voice → Word groups and select the relevant group.

4. Dictate a short sentence using the term naturally.

5. Compare the result and refine the entry around the recurring issue.

Context helps: "Deploy the API to Kubernetes on Friday" gives a clearer sample than saying the name in isolation. Keep your microphone at a comfortable, steady distance.

Two Groups Contain the Same Term

Review the entries together. Keep the intended spelling consistent and remove unnecessary duplicates. For an abbreviation with different meanings across projects, give each style a focused set of groups and dictate enough context to distinguish the meaning.

For example, a client abbreviation can expand to the client's full name in an email style while a development style uses the technical term. Keep replacements explicit and try them in a short sample before making them part of a recurring workflow.

A Large List Is Hard to Manage

Organize by project, audience, or subject. Review terms you use often before adding a long reference list. Retire entries for products and projects you no longer mention, and keep a dated CSV copy when you reorganize the list.

Select the relevant groups in each style's Voice section. With no groups selected, all words apply. A focused selection makes the setup easier to understand and maintain.

CSV Import Needs Attention

Start with a sample from Export CSV. Follow its word/replacement columns, keep each pair on one row, and save the spreadsheet as CSV. Import a small list, review the resulting entries, and then expand it.

If a replacement contains commas or quotation marks, use your spreadsheet application's CSV export so those cells are quoted correctly. Check a representative entry after import and keep the original spreadsheet for later updates.

When to Use Each Group

Quick Reference by Profession

Healthcare Professional:

• Build a group for: Medical & Healthcare
• Consider: Academic & Research (if you publish)

Software Developer:

• Build a group for: Software Development
• Consider: AI & Technology (if you work with ML)

Lawyer or Paralegal:

• Build a group for: Legal & Law
• Consider: Business & Management (for contract negotiation notes)

Financial Professional:

• Build a group for: Finance & Accounting
• Consider: Business & Management (for strategy discussions)

Researcher or Academic:

• Build a group for: Academic & Research
• Build a group for: Field-specific group (Medical, Scientific, etc.)

Construction/Engineering Manager:

• Build a group for: Construction & Engineering
• Consider: Business & Management (for project reporting)

Logistics Manager:

• Build a group for: Logistics & Supply Chain
• Consider: Business & Management

AI/ML Engineer:

• Build a group for: AI & Technology
• Build a group for: Software Development
• Consider: Scientific & Laboratory (if research-focused)

Executive or Manager:

• Build a group for: Business & Management
• Add secondary groups for your industry

The Impact of Word Groups on Your Workflow

Before Organizing Your Terms

• A recurring product name interrupts an otherwise clear draft.
• Client spellings sit in several different documents.
• Project acronyms need the same manual expansion every week.
• A new teammate rebuilds the terminology list from scratch.

After Building a Useful Word List

• Recurring names have a saved spelling hint in Words.
• Related terms sit in groups you can recognize and maintain.
• Deliberate phrase replacements carry your preferred written form.
• A clean CSV gives teammates a practical starting list.

For a developer, that means keeping framework and project terms close to a coding style. For a client-facing team, it means reusing names and product spellings across email, updates, and recaps. The benefit comes from a small collection that matches what you actually say.

Getting Started with Word Groups

Day 1: Build a Small List

1. Open Words in the sidebar.

2. Add five terms you use in a normal workday.

3. Use New group to organize them around one project.

4. Select the group in your style's Voice → Word groups.

5. Dictate a short paragraph and review the names and technical terms.

Keep the first list focused. A product name, two colleague names, a framework, and a recurring abbreviation are enough to establish the workflow.

Week 1: Add Useful Replacements

1. Note the terms that still need attention.

2. Add the written forms you prefer.

3. Use Replace with... for a deliberate expansion.

4. Keep a short sample sentence for important entries.

5. Export a CSV copy when the list is useful.

Ongoing: Keep It Relevant

Review the list as your work changes. Add names for a new project, update a renamed product, and remove entries you no longer use. Keep useful groups selected for the styles that need them and share clean word/replacement pairs with teammates.

FAQ: Word Groups

Q: Can I use several groups with one style?

A: Yes. Open the style's Voice → Word groups and select the groups you want. For example, combine a client-name group with a product-term group for email and meeting recaps. With all groups unchecked, every word applies.

Q: How do I add a term quickly?

A: Open Words → New word or sentence, enter the term, and choose Add to word list. Move it to a group when you organize the list. Start with the spelling you need in your draft.

Q: When should I use a replacement?

A: Use Replace with... for a deliberate text swap, such as expanding a project abbreviation into a full product name. Keep the input phrase distinctive and test it in a complete sentence.

Q: How do I share the list?

A: Choose Export CSV, review the word/replacement pairs, and share the file. A teammate can use Import CSV and organize the imported entries into their own groups. Share custom writing instructions as text alongside the CSV.

Q: What if my industry is unusual?

A: Build a group around the terms you use. Add a handful of names and specialist words, then expand the list from actual drafts. The examples in this guide offer starting ideas for ten broad fields.

Q: Can I change an entry later?

A: Yes. Review your words as terminology changes and update their spellings or replacements. Keep the words relevant to your current projects and retain a CSV copy when making a larger reorganization.

Q: Which style should use the group?

A: Select a development group for Coding Prompt, a client list for Email, or project terms for a custom recap. A group can support several styles that use the same terminology.

Q: How do I compare results?

A: Use the same short dictation with a few specialist terms, a name, and a date. Read the result in context, refine the entries, and keep the microphone and speech model consistent while comparing.

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Ready to Build Your Working vocabulary?

A focused word list makes recurring terminology easier to reuse across your writing. Start with the names and technical terms you say every day, put related entries in groups, and choose those groups for the styles that need them.

Use the ten industry examples above as a starting point. Add your own product names, project abbreviations, and preferred text replacements. Keep a CSV copy to share or update the list as your work evolves.

Download Sonicribe and create your first word group. A few useful entries, one short dictation, and a clear writing style are enough to begin.

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