How To Use an AI Medical Scribe in Your Practice

Hot topic: AI medical scribes are all the buzz

AI medical scribes are at the fore of most clinics mind as we enter a new era of AI in healthcare.

The best AI scribes can automate hours of clinical documentation through medical transcription and AI note generation, allowing doctors to reduce their workload, and return to the frontline of care.

BUT...

Implementing an AI Medical Scribe system requires a calculated approach. It's a process that demands attention to detail, from assessing the initial readiness of your practice to the final stages of staff adaptation and ROI evaluation.

In this guide, we'll walk through the essential phases of implementing an AI Medical Scribe system effectively. We’ll explore how to prepare your practice, select the right solution, train your staff, and measure/track the success over time ensuring that the transition is not just successful but also sustainable.

I. Understanding Your Needs for an AI Scribe

Conducting a Needs Readiness Assessment

Embarking on the AI Medical Scribe journey starts with a comprehensive analysis of your current operations. This initial audit will identify the pressure points and highlight potential areas for significant improvement should you look to utilise an AI scribe tool.

1. Workflow Examination:

Map out patient flow from check-in to discharge, noting any bottlenecks where documentation delays occurs, and where an AI scribe may be able to assist.

• E.g. Measuring how long it takes to enter data for a standard consultation.
• E.g. Identifying if/where patients are asked for the same information at different stages.

2. Technology Inventory:

Catalog current hardware and software to determine compatibility with AI medical scribes. For instance, if dictation equipment is outdated, it may not interface efficiently with the latest AI scribe technology.

• E.g. Ensuring tablets, computers, and microphones are up-to-date and have the necessary specs to support AI scribe software.

3. Staff Proficiency:

Assess the staff’s technological proficiency and readiness for change. Some may be digital natives, ready to embrace AI medical tools, while others may require more support.

• E.g. Recognizing tech-savvy staff who can help champion the AI scribe system and assist others.
• E.g. Distributing a survey to staff to rate their comfort level with using new software and AI medical tools.

4. Volume Metrics:

Analyze patient volume and visit types to predict the scale of data the AI scribe will handle. A high-volume clinic with diverse visit types might require a more robust AI solution.

Preparing infrastructure and ensuring compliance

The best AI medical scribe for your clinic is one that works in your clinical settings & adheres to your security & compliance frameworks. Its critical to have good governance in the era of AI. Some items to consider include;

• Network compatibility: Will you need to whitelist tools? Is the network capable of handling the load of your new AI scribe being used by all clinicians?
• Security Protocols: Do you have advanced cybersecurity measures to protect sensitive data? And does the AI scribe adhere to these protocols?
• Compliance Checklists: Develop a compliance checklist to systematically address all regulatory requirements, like HIPAA in the U.S., to ensure the AI medical scribe system adheres to industry standards.
• Backup Systems: Establish robust data backup and recovery processes, as AI scribe systems will become integral to operations and must be protected against data loss.

Setting objectives for your AI medical scribe.

You might want an AI scribe, but do you know what you want it to achieve? Setting objectives should be a collaborative clinical effort, ensuring that the goals align with the broader vision of the practice and address the specific challenges identified.

• Quantifiable Goals: Such as reducing documentation time by 30%, or increasing the number of patients seen per day by 15%.
• Quality Targets: Aim to improve the accuracy of records, with a reduction in errors or omissions in patient files.
• Cultural Shifts: Prepare the team for a cultural shift towards a more tech-integrated practice, which may include a change management plan to support staff throughout the transition.

II. Choosing the best AI Medical Scribe

Selecting the best AI Medical Scribe is pivotal to the transformation of your practice's documentation process. This selection must ensure that the AI scribe aligns perfectly with your established needs and objectives.

Key areas to focus include;

1. The input (medical transcription)

• Transcription Accuracy
• Accent recognition
• Multilingual support
• Mid-consult additions

2. The output (AI note generation

• Note quality
• Accuracy & fidelity
• Format and structure
• Personalisation

3. Other considerations

• Data & Security
• Accessibility
• Pricing (Why the best AI medical Scribe will end up being free)

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We’ve previously articulated our vision on what makes for the best AI medical scribe in The Best AI Medical Scribe in 2024

III. How to measure success with an AI Medical Scribe

After selection, the true measure of an AI Medical Scribe’s value is seen in the tangible improvements in practice operations and financial outcomes. This phase is about quantifying the benefits and ensuring the investment is paying off.

Identifying and Tracking Key Performance Indicators (KPIs)

Defining and monitoring KPIs is essential for evaluating the effectiveness of the AI Medical Scribe.

Below are examples of KPIs worth tracking as part of your success measurement process.

1. Documentation Time:

Track the average time taken for documentation before and after implementation.

• E.g. Reduction in per-patient documentation time.

2. Error Rates:

Monitor the frequency of errors in patient records.

• E.g. Random audits to compare error frequency in manual versus AI-assisted documentation.

3. User Adoption & Satisfaction:

Assess how quickly and effectively staff are utilizing the new system & how it is being perceived in the clinic.

• E.g. Track login and usage statistics within the AI system to gauge staff engagement.

Evaluating the Impact on Practice Efficiency and Patient Satisfaction

The benefits of an AI scribe should reflect in the operational efficiency and the quality of patient care.

Below are examples of KPIs worth tracking to measure how much an AI scribe can improve efficiency & satisfaction.

1. Patient Throughput:

Measure any changes in the number of patients seen daily.

• E.g. A 20% increase in patient throughput could indicate improved efficiency.

2. Patient Wait Times:

Evaluate if the practice experiences shorter patient wait times.

• E.g. Use patient check-in and check-out timestamps to determine any reductions in wait time.

3. Patient Feedback:

Gather patient feedback on their experience since the AI scribe’s integration.

• E.g. Implement a survey asking patients if they feel they have more face-to-face time with their doctor.

ROI Analysis and Future Scalability Considerations

Determining the return on investment (ROI) involves looking at cost savings and revenue generation, while also considering how the AI scribe can grow with your practice.

1. Cost Savings:

Calculate savings from reduced labor for documentation and potential decreases in transcription errors.

• E.g. Quantify the cost of time saved per doctor per day and extrapolate to annual savings.

2. Revenue Growth:

Analyze any increase in revenue due to higher patient capacity and retention.

• E.g. Compare quarterly revenues pre- and post-implementation to assess financial impact.

3. Scalability:

Plan for the future by evaluating how the AI scribe can accommodate practice growth.

• E.g. Ensure the AI system can handle increased patient loads or additional providers without significant upgrades.

Your Medical AI Scribe plan starts with Heidi

Contemplating an AI scribe for your practice? Start with the World's Best Free AI Medical Scribe - Heidi.

Our dedicated support team will guide you through the exciting journey of implementing an AI medical scribe for your use case.