Virtual medical scribe: Defining the role
A medical scribe assists healthcare providers by gathering information from patient encounters in real time, typically during consultations, surgeries, or other medical procedures.
Unlike traditional scribes who are physically present in the clinic or hospital, a medical scribe works remotely, often from countries like the Philippines.
They join live through a secure platform to listen to the doctor-patient assessment and document the encounter in the Electronic Health Record (EHR) system.
Here’s a breakdown of their primary responsibilities:
A. Real-time documentation
The scribe listens to doctor-patient conversations and enters detailed notes into the EHR, including medical history, diagnosis, treatment plans, and prescriptions. This personal assistant helps doctors focus on efficient patient care instead of administrative tasks, increasing patient satisfaction.
B. Medical record maintenance
Virtual scribes ensure the patient’s medical records are up-to-date, accurate, and comprehensive. They might also help manage other documents, such as lab test results and imaging studies.
C. Chart preparation and updates
Virtual medical scribes may prepare patient charts before appointments, ensuring all relevant information is readily available. After the consultation, they update the charts with the latest notes.
D. Follow-up management
They may assist with entering notes for follow-up care, referrals, and any additional tests or treatments recommended during the consultation.
E. Improving efficiency
By handling the time-consuming documentation task, scribes allow healthcare providers to see more patients and reduce their paperwork burden.
Streamlined Administrative Support from Expert Virtual Assistants
Benefits of hiring Virtual Medical Scribes
A. Increased Productivity
Doctors can focus on patient care rather than charting and paperwork. They can gain work life balance.
B. Cost-Effective
Hiring virtual scribes, especially from countries like the Philippines, is typically more affordable than hiring in-house staff.
C. Better Patient Engagement
Doctors can spend more time interacting with their patients with the scribe handling documentation.
Requirements and skillset of a virtual medical scribe from the Philippines
1. Educational background
Ideally, the candidate should have a background in the medical field, such as nursing, medical transcription, or pre-medical courses. This ensures they are familiar with medical terminology, procedures, and protocols.
Some candidates may have taken specific scribe training programs, which would be advantageous as they already have a foundation in electronic medical record documentation and EHR systems.
2. Proficiency in medical terminology
The scribe should be proficient in medical terminology, anatomy, and pharmacology. This is critical for accurately documenting patient encounters and ensuring that clinical notes are precise and detailed.
When interviewing candidates, assess their ability to understand and transcribe complex medical jargon during the interview process, perhaps through role-playing or case scenarios.
3. Strong English communication skills
The candidate should possess excellent written English skills since their primary responsibility involves documenting conversations between doctors and patients. Good verbal communication is also essential for clear interaction with your team.
Ask candidates to submit writing samples or participate in a mock scribe session to test their accuracy and comprehension in real time.
4. Knowledge of EHR systems
Candidates with prior clinical experience using standard EHR systems like Epic, Cerner, or Practice Fusion will need less training and can integrate into your practice faster. If they haven’t used your specific system, they should demonstrate the ability to learn new software quickly.
Check if they have certifications or completed training on specific EHR platforms. Offering system training can also boost candidate retention.
5. Typing speed and accuracy
Since medical scribes need to document conversations in real time, they must have a high typing speed (ideally 50-70 words per minute or higher) with excellent accuracy. This ensures they don’t miss crucial details during consultations.
You can include a typing test and a short transcription exercise to evaluate candidates’ real-time documentation and data entry skills during the hiring process.
6. Attention to detail
Accuracy and precision are critical in medical documentation. The scribe must meticulously capture all aspects of the consultation, from patient history to treatment plans, without omitting important details.
Request the candidate complete a sample medical documentation task to assess how they work independently and how well they handle detailed patient records.
7. HIPAA compliance knowledge
Since the scribe will handle sensitive patient information, they should understand the importance of maintaining confidentiality and complying with HIPAA (Health Insurance Portability and Accountability Act) regulations.
Ensure the candidate is familiar with data security protocols and confidentiality agreements. Offer HIPAA compliance training as part of onboarding.
8. Adaptability and multitasking
A virtual medical scribe must multitask efficiently, listening to conversations, typing, and updating records simultaneously. They must be quick learners, especially when adjusting to your workflow and software tools.
Test their adaptability by putting them in a simulated environment mimicking a busy clinical workflow.
9. Time zone availability
Ensure that the scribe can work within your clinic’s operating hours, especially if your practice is based in a different time zone. Philippine scribes are typically flexible and accustomed to working night shifts to accommodate clients in Western time zones.
Discuss their preferences for shift times and ensure they’re comfortable with the required hours, especially if overtime or weekend work is involved.
10. Reliability and work ethic
Since the role is remote, the scribe should have a reliable internet connection and a quiet, professional workspace.
Additionally, since they will be part of your healthcare team, you should assess their professional attitude and work ethic. Consider conducting a technical check before hiring, testing their internet speed and work environment to ensure there won’t be disruptions.
11. Team collaboration skills
Although virtual, medical scribes work closely with healthcare providers. Good interpersonal skills and the ability to collaborate with a remote physician or team are essential for building a strong working relationship with physicians and other staff.
Gauge their collaboration skills during the interview by asking how they’ve worked with teams remotely in the past and how they handled any challenges.
12. Familiarity with voice recognition software
Some physicians prefer voice recognition software (like Dragon Medical One) to assist with documentation. If your practice uses this technology, it’s a bonus if the scribe has experience with such tools.
Hiring virtual medical scribes: Agencies Vs. Direct hiring
Scribe Agencies
One of the most efficient ways to hire virtual medical scribes is through specialized agencies. These agencies provide pre-trained and experienced medical scribes, saving you time and effort in recruitment and training. They also handle the entire process, from vetting candidates to ensuring compliance with HIPAA and other regulatory standards.
For example, DocVA (Doc Virtual Assistant) is a specialized service provider that offers trained medical scribes from the Philippines. Their scribes charge an hourly flat rate and are proficient in medical terminology, skilled in documentation, and familiar with famous Electronic Health Record (EHR) systems.
By partnering with an agency like DocVA, you can ensure a smoother onboarding process and avoid the hassle of managing recruitment and training yourself. Agencies and companies like these also provide ongoing support and oversight to maintain quality control and compliance.
Direct Hire
You can opt for direct hiring through various platforms if you prefer more control over the hiring process. Here are some reliable hiring services and channels for finding virtual medical scribes in the Philippines:
JobStreet Philippines. One of the largest job boards in the region, JobStreet allows you to post job openings for remote medical scribes. It’s a popular platform for healthcare professionals seeking virtual positions.
LinkedIn. A powerful tool for sourcing medical scribes who are experienced in remote work. You can post job ads, browse candidates, or even reach out to professionals with medical backgrounds.
Upwork. This global freelancing platform is ideal if you’re looking for flexible hiring arrangements. Many Filipino medical scribes are available on Upwork, and you can review their profiles, portfolios, and past client feedback before making a decision.
Onlinejobs.ph. Specifically designed for the Philippine market, this platform allows you to post job ads for virtual medical scribes and other healthcare professionals.