The time spent documenting patient visits, updating electronic health records (EHRs), and ensuring compliance often takes away from valuable patient interaction.
To solve this problem, healthcare providers are turning to virtual medical scribes—remote professionals who assist with real-time medical documentation.
In this guide, we’ll examine how a virtual scribe can enhance your EHR experience and what the future holds for this growing field.
What are virtual medical scribes?
Virtual medical scribes are trained professionals who assist healthcare providers by documenting patient encounters remotely in real time.
As the provider interacts with the patient, the medical scribe listens in (usually through a secure platform) and transcribes essential details into the patient’s medical record. This documentation includes medical history, exam findings, diagnoses, treatment plans, and more.
Unlike traditional on-site scribes, a virtual scribe can offer the flexibility of working remotely, making them a more cost-effective option for many clinics. They benefit clinics looking to optimise workflows, reduce administrative burdens, and focus more on patient care.
DocVA Supporting Clients in Their Growth
Why are virtual medical scribes important?
The rise of electronic health records has increased the amount of time clinicians spend on documentation.
Studies have shown that physicians can spend up to two hours on administrative tasks for every hour they spend with patients. This overwhelming workload can lead to burnout and reduced job satisfaction, impacting provider and patient care.
Virtual scribes help mitigate these issues by:
Reducing administrative workload. Virtual scribes handle the documentation, allowing physicians to focus more on patient interaction and care.
Improving accuracy. With a trained professional who documents in real time, the risk of documentation errors decreases.
Enhancing productivity. Physicians can see more patients and complete their documentation faster with the help of a virtual scribe.
Virtual medical scribes are especially beneficial in fast-paced environments like emergency rooms, urgent care centres, and busy clinics where timely and accurate documentation is crucial.
What makes a good virtual scribe?
A good virtual medical scribe possesses several key traits:
Strong medical knowledge. They should know medical terminology, diagnoses, procedures, and treatments.
Attention to detail. Precision is critical when documenting patient information.
Adaptability. A virtual scribe needs to keep up with the fast pace of healthcare and adapt to each provider’s specific workflow.
Excellent communication skills. Clear and efficient communication is essential, as scribes must collaborate closely with healthcare providers.
Technological proficiency. A virtual scribe must be proficient in using EHR systems and any other documentation software required by the clinic.
Top virtual medical scribe companies
These companies offer high-quality virtual medical scribe services tailored to the needs of clinics and healthcare providers.
Below are some of the top medical scribe companies:
1. DocVA
DocVA offers a comprehensive range of medical documentation services designed to meet the specific needs of clinics and hospitals.
Their services are known for their flexibility, allowing clinics to customise the training and management programs for their scribes. This approach ensures that scribes are well-aligned with the clinic’s workflows and standards.
In addition to offering highly trained medical scribes, DocVA also provides ongoing management and oversight to guarantee quality and consistency in their virtual medical scribe services.
Their robust vetting process of a virtual medical scribe ensures that only the best scribes are hired, making them a trusted option for healthcare providers looking for accuracy and efficiency in their documentation processes.
Key Features: Flexible training programs, rigorous vetting, comprehensive management.
Ideal For: Clinics that require a tailored approach to scribe services.
2. Wing Assistant
Wing Assistant focuses on offering personalised virtual scribing services that cater to the unique needs of each healthcare provider. Their scribes undergo extensive training and are well-versed in medical terminology, compliance, and various EHR systems.
One of Wing Assistant’s standout features is its flexible management approach, which allows clinics to define their goals and workflows, ensuring a smooth integration into existing processes. This service particularly appeals to clinics looking for cost-effective yet high-quality scribing solutions.
Key Features: Customisable services, flexible training, strong focus on client goals.
Ideal For: Clinics prioritising tailored, goal-driven documentation support.
3. ScribeAmerica
ScribeAmerica is one of the largest and most well-established companies in the medical scribe industry, providing services to over 3,500 healthcare partners.
Their virtual scribe program is designed to offer the same high level of service that their on-site scribes deliver, with added flexibility for clinics that prefer remote support.
ScribeAmerica’s virtual scribes receive extensive training in medical terminology, documentation practices, and EHR systems, ensuring that they are ready to assist in any clinical setting.
The company’s strong emphasis on quality and efficiency makes it a leading choice for healthcare providers across the country.
Key Features: Extensive network, rigorous training programs, emphasis on quality.
Ideal For: Large healthcare systems or clinics looking for scalable scribing solutions.
4. ProScribe
ProScribe offers both on-site and virtual scribing services. Its focus is on providing U.S.-based scribes who are familiar with American healthcare standards and workflows.
All ProScribe employees undergo comprehensive training, ensuring a deep understanding of medical workflows and terminology.
ProScribe’s virtual scribes are HIPAA-compliant and offer high-quality, real-time documentation, allowing providers to focus more on patient care and less on paperwork.
For clinics that prefer U.S.-based scribes, ProScribe is an excellent option.
Key Features: U.S.-based scribes, rigorous training, real-time documentation.
Ideal For: Clinics looking for local expertise with virtual scribing.
5. Augmedix
Augmedix stands out for its use of advanced technology to enhance the scribing experience. Their platform leverages natural language processing (NLP) and automated speech recognition to transcribe patient-clinician conversations in real-time. This tech-driven approach allows for faster and more accurate documentation, reducing the workload on healthcare providers.
Augmedix’s platform integrates seamlessly with existing EHR systems, making it an attractive option for clinics looking to streamline their documentation processes using cutting-edge technology.
Key Features: Advanced NLP and AI technology, automated transcription, seamless EHR integration.
Ideal For: Tech-savvy clinics looking to reduce human errors and increase efficiency through automation.
6. Scribekick
Scribekick offers both on-site and virtual scribing services, with a strong emphasis on real-time documentation.
They recruit, train, manage, and compensate their scribes, ensuring a high level of service and compliance with HIPAA standards. Scribekick’s platform is accessible from both mobile devices and computers, making it convenient for providers to review and update records from anywhere.
Their virtual scribes are known for their accuracy and speed, providing healthcare providers with the confidence that their documentation will be completed quickly and correctly.
Key Features: Real-time documentation, HIPAA-compliant platform, mobile accessibility.
Ideal For: Clinics that require fast, real-time documentation support.
Choosing the right virtual medical scribe company
Selecting the right virtual scribe company for your clinic can be critical. Here are some key considerations to help you make the best choice:
1. Specialisation in your field
Not all medical scribes have the same experience in every medical specialty. For instance, a scribe with a background in cardiology might not be the best fit for a dermatology practice. Ensure that the company you choose has experience in your specific field.
2. Training and certification
Look for companies that provide rigorous training and certification programs for their scribes. Well-trained scribes will have a strong understanding of medical terminology, compliance, and documentation practices, reducing the risk of errors.
3. Technology and compatibility
Ensure that the scribe service you choose integrates well with your clinic’s EHR system. Some companies, like Augmedix, leverage advanced technologies such as NLP and AI, which can further streamline the documentation process.
4. HIPAA compliance
HIPAA compliance is essential when dealing with patient information. Ensure that any virtual scribing service you use adheres to the necessary security and privacy standards to protect patient data.
5. Cost and scalability
Different clinics have different budgets and needs. Some services may offer scalable solutions, allowing you to expand or reduce your scribe support based on patient volume and clinic growth. Be sure to choose a service that fits your current and future needs.
Top tools that virtual medical scribes use
1. Electronic Health Record (EHR) Systems
EHR systems are central to the work of virtual medical scribes, as they are responsible for entering and updating patient information. The most commonly used EHR systems include:
Epic – One of the most widely used EHR platforms, Epic provides robust functionalities for patient management, documentation, billing, and analytics.
Cerner – Another major player in the healthcare industry, Cerner offers comprehensive EHR services that allow for smooth documentation and efficient workflows.
Athenahealth – This cloud-based platform is known for its user-friendly interface and integration with third-party apps, making it an efficient tool for virtual scribes.
Allscripts – Allscripts offers flexible, scalable EHR solutions for a variety of healthcare settings, providing virtual scribes with the tools they need to document patient encounters efficiently.
2. Speech Recognition Software
Speech recognition software can drastically improve the efficiency of medical documentation by transcribing conversations in real time. Some of the most popular tools in this category include:
Dragon Medical One – Powered by Nuance, this cloud-based speech recognition software is highly accurate and designed specifically for healthcare professionals. It integrates with various EHR platforms and enables scribes to document faster with fewer errors.
Suki AI – Suki uses artificial intelligence to transcribe voice notes into structured medical documentation. It also integrates with EHRs, enabling seamless updates to patient records.
Augmedix – Augmedix not only provides virtual medical scribing services but also offers speech recognition tools powered by natural language processing (NLP) to automate documentation tasks.
3. Natural Language Processing (NLP) Tools
NLP tools are increasingly being used to assist virtual scribes by automating parts of the transcription process. These tools convert spoken language into structured data, improving both the speed and accuracy of medical documentation.
Google Cloud Healthcare API – This API offers powerful NLP capabilities that can extract meaningful data from unstructured medical text, improving the accuracy of documentation.
AWS Comprehend Medical – Amazon Web Services provides NLP services specifically tailored to healthcare, allowing for the extraction of clinical terms, diagnoses, treatments, and other critical information from patient notes.
4. Telehealth Platforms
Since virtual scribes often listen in on patient-physician interactions remotely, telehealth platforms are essential tools. These platforms allow scribes to access conversations securely and in real time.
Zoom for Healthcare – A HIPAA-compliant video conferencing platform, Zoom allows virtual scribes to listen in on patient consultations while maintaining confidentiality and security.
Doxy.me – This platform is tailored for telemedicine and offers HIPAA-compliant video consultations, enabling virtual scribes to work efficiently while ensuring patient privacy.
Microsoft Teams (Healthcare Edition) – Microsoft Teams offers secure video conferencing with EHR integration, allowing for efficient documentation and communication.
5. HIPAA-Compliant Collaboration Tools
Communication between the scribe and healthcare provider must be secure, and HIPAA-compliant collaboration tools protect sensitive patient data.
Google Workspace (Healthcare Edition) – Google’s suite of tools includes secure email, file sharing, and video conferencing, all compliant with HIPAA standards.
Slack (HIPAA-Compliant Version) – For clinics that need to collaborate with virtual scribes in real time, Slack provides a secure communication channel that is both fast and HIPAA-compliant.
Zoom for Healthcare – In addition to being a telehealth platform, Zoom provides secure communication channels that allow for virtual meetings, training sessions, and real-time documentation updates.
6. Document Management Tools
Virtual scribes’ key tasks are organising, storing, and retrieving patient documents. Document management tools streamline this process.
Box for Healthcare – A cloud-based document management tool, Box is HIPAA-compliant and allows for secure storage and sharing of medical documents.
SharePoint (Healthcare Edition) – This Microsoft tool provides secure document management with integrated workflows, making it easy for scribes to manage patient data.
Dropbox Business – Dropbox offers HIPAA-compliant storage solutions that allow for secure document sharing and management, enabling scribes to organise patient records efficiently.
7. Task Management and Workflow Automation Tools
To ensure efficiency and organisation, virtual scribes and their teams often rely on task management and automation tools to streamline workflows and keep track of daily tasks.
Trello – Trello is a popular project management tool that can be used to organise tasks, assign responsibilities, and track the progress of medical documentation.
Asana – Asana offers more advanced project and task management features, allowing teams to collaborate on workflows, track deadlines, and ensure timely completion of medical documentation tasks.
Zapier – Zapier is a workflow automation tool that integrates with a variety of healthcare platforms and can automate tasks such as uploading documents, sending reminders, and updating records, further simplifying the scribing process.
7. Medical Coding and Billing Tools
Accurate medical documentation is often linked to proper coding and billing. Some virtual scribes also assist with this task, and the following tools are frequently used in medical coding:
3M CodeFinder – This software helps virtual scribes identify the correct medical codes (ICD-10, CPT) to ensure that claims are filed correctly.
Practice Fusion – Known for its ease of use, Practice Fusion combines EHR and billing functionality, enabling virtual scribes to help with coding while documenting patient interactions.
8. Data Security and Encryption Tools
Given the sensitive nature of medical documentation, data security and encryption tools are essential for maintaining HIPAA compliance and protecting patient information.
Virtru – Virtru is a data encryption tool that ensures emails and attachments are encrypted, allowing virtual scribes to securely share and manage sensitive patient data.
Symantec Endpoint Security – This software provides robust security measures to protect against data breaches, malware, and other cyber threats, which is critical for remote scribes.
How virtual scribes can improve your EHR experience
A remote medical scribe can significantly enhance how healthcare providers interact with their EHR systems. Here are some of the key benefits:
Increased efficiency. With a medical scribe handling real-time documentation, healthcare providers can complete their notes faster, allowing them to see more patients without sacrificing quality.
Improved accuracy. A medical scribe is trained to document patient encounters accurately, reducing the chances of errors in medical records.
More time for patient care. By outsourcing documentation to medical scribe companies, healthcare providers can focus more on interacting with patients and less on administrative tasks.
Reduced burnout. Physician burnout is a growing concern, particularly due to administrative overload. A medical scribe can help alleviate this by taking over the time-consuming task of documentation.
The future of virtual scribing
As healthcare providers continue to seek ways to reduce administrative burdens and improve patient care, virtual medical scribing is expected to grow. Here are some trends to watch for in medical scribe services:
1. Increased use of AI and NLP
Advances in artificial intelligence and natural language processing will likely enhance the accuracy and efficiency of virtual scribing, reducing the need for human scribes.
2. Deeper EHR integration
A medical scribe will integrate more with EHR systems, streamlining workflows and improving documentation quality.
3. Focus on reducing administrative burdens
As the healthcare industry evolves, more providers will turn to hiring a medical scribe to ease the administrative burden, allowing them to spend more time on patient care.