How AI Scribes Help Vets & Dentists in Charting

Veterinarians and dentists often spend long hours on detailed notes, compliance work, and patient charts. AI scribes such as SOAPsuds help simplify these tasks by cutting documentation time by up to 70%. Here’s how they can support your practice:

Save Time: Use live voice dictation and transcription.

Improve Accuracy: Create templates for animal-specific or dental-focused needs.

Stay Compliant: Meet VCPR, HIPAA, and ADA rules without extra effort.

Affordable: Plans begin at $149/month for unlimited notes.

Boost Productivity: Care for more patients each day without reducing quality.

Quick Results:

Veterinary clinics: 70% less time spent on notes, 33% more patient visits.

Dental practices: Charting time cut from 45 to 13 minutes, $8,500 monthly revenue growth.

AI scribes are quick to install, connect with EHR systems, and keep records safe with strong encryption. Start with a free trial to see how they can improve your workflow.

Why Human Scribes Fall Short in These Fields

Conventional scribes are not always a good match for the unique demands of veterinary and dental care. Issues such as space, pace, and specialized records highlight why AI options are proving more effective.

Space and Time Limitations

In small exam rooms, adding a human scribe can create difficulties instead of solving them. They may block essential equipment, limit room for assistants, and interfere with the flow of care. With tightly scheduled appointments, it is also hard for them to keep up when moving quickly between rooms.

Specialized Record-Keeping

Veterinary care involves an enormous variety of patients — each species has different anatomy, normal ranges, and conditions. Standard scribes rarely have the training to capture all of this accurately without extended preparation.

Dentists face their own challenges. Recording dental procedures requires more than simple notes. It involves detailed charting, accurate measurements, and knowledge of materials for fillings, crowns, and prosthetics. Most traditional scribes do not have this level of expertise, which can lead to errors or incomplete files.

Cost and Staffing Pressures

Smaller clinics often struggle with the costs of hiring and training human scribes. This is where AI tools like SOAPsuds stand out. With pricing from $149 per month for unlimited notes these systems give practices a low-cost and reliable way to handle record-keeping. They offer a realistic option compared to the higher costs of adding staff.

These challenges explain why many practices are moving toward AI scribes. Next, we look at how to bring them into your workflow smoothly.

Implementing AI Scribes in Your Practice

Implementation Steps

Begin with a clear plan: assess your current workflow, find areas that need adjustment, and introduce changes step by step so patient care stays on track.

Start with SOAPsuds’ free tier, which allows up to 20 free notes. This trial lets your team test features such as voice dictation and custom templates without extra cost. Once the benefits are clear, upgrading to the Individual plan for $149 a month gives access to unlimited notes and advanced options.

Customizing for your Specialty 

Adjust templates to fit your clinic’s daily work. Vets can design forms for different species and standard procedures, while dental offices can build templates for cleanings, fillings, or advanced treatments.

SOAPsuds makes this easier by letting you:

• Create procedure-based templates
• Add custom voice commands
• Automate note-taking tasks
• Design layouts suited to your specialty

Using SOAPsuds in Day-to-Day Work

SOAPsuds links with practice management tools through its EHR export function. It also protects confidentiality with strong encryption, ensuring that patient records remain safe and compliant.

Main features include:

• Custom Note Templates – help standardize documentation across the team.
• Unlimited Transcription – makes it easier to manage lengthy procedures without limits.
• Mobile Application – allows access and updates to notes anytime, anywhere.
• Data Encryption – ensures sensitive information remains secure.
• EHR Export – enables seamless syncing with existing systems.

This method ensures staff feel confident and ready to use the system effectively. Once in place, your AI scribe setup can also help meet compliance goals.

Staying Compliant with AI Scribes

Adding AI scribes makes compliance less complicated and more structured.

VCPR Rules for Veterinary Care

AI scribes help veterinary clinics maintain proper Veterinarian-Client-Patient Relationships (VCPR) by recording thorough, timestamped notes of exams, treatments, client discussions, and follow-ups.

Here’s how AI scribes support VCPR compliance:

• Patient Examinations – timestamped records of all observations.
• Treatment Plans – structured documentation that includes recommendations and rationale.
• Client Communications – automated capture of informed consent and related discussions.
• Follow-up Care – systematic recording of monitoring plans and care instructions.

HIPAA and ADA for Dental Practices

Dental offices must protect health information while meeting HIPAA and ADA requirements. AI scribes address these points with:

• Encryption and role-based access for secure data
• Automatic redaction of sensitive information
• Built-in compliance checks to flag risks early

Platforms like SOAPsuds also include features specific to dental care, ensuring records meet standards while simplifying audit preparation.

Being Ready for Audits

AI scribes prepare clinics for audits by keeping records consistent and easy to trace. Key features include:

• Compliance scans using templates to confirm all details are complete
• On-demand access for quick reporting

Full audit trails for medication tracking, there are additional safeguards:

For controlled substances, they also add layers of protection by:

• Recording prescribing details with timestamps
• Cross-referencing against inventory records
• Keeping secure trails of all actions

This reduces stress and saves time during audits.

Results from Veterinary and Dental Practices

The benefits of AI scribes can be clearly seen in real clinic outcomes. These tools save time, raise efficiency, and improve care quality.

Veterinary Outcomes

In veterinary settings, AI scribes have made operations smoother and improved patient care. Here are some gains secured by Veterinary practices which used AI Scribe in US:

• Daily Documentation Time – reduced from 3.5 hours to 1 hour, a 70% decrease.
• Patient Visits Per Day – increased from 12 to 16, a 33% gain.
• Note Completion Rate – improved from 65% same-day to 95% same-day, a 30% boost.

The system allowed vets to perform more detailed exams while automated notes covered both basic visits and complex procedures. Accuracy and efficiency improved across the board.

Dental Outcomes

Dental practices have also seen strong results with AI scribes. SOAPsuds delivered measurable improvements for dental practices:

• Charting time dropped from 45 minutes to just 13 per patient
• Daily appointments increased from 8 to 11
• Revenue grew by $8,500 monthly through better scheduling

These systems capture complete dental records while meeting HIPAA and ADA rules, covering everything from simple cleanings to advanced surgeries.

Both fields report that AI scribes allow staff to focus more on patients while keeping full, compliant documentation. By reducing paperwork, these tools improve work-life balance and raise the level of care provided.

Final Thoughts: Using AI to Support Practice Efficiency

AI scribes are changing how veterinary and dental practices handle documentation. Tools like SOAPsuds AI Medical Scribe help cut note-taking time by up to 70% while ensuring compliance and giving practitioners more time with patients.

These systems provide consistent and complete records while supporting key rules such as HIPAA and VCPR. By adapting methods used in human healthcare and applying them to animal care and dentistry, they reduce paperwork and make everyday tasks easier.

The value of AI scribes is clear. Features like unlimited notes, flexible templates, and secure data handling deliver efficiency and compliance in one package. Clinics often recover their costs quickly thanks to more patient capacity and smoother operations.

Starting with a trial program helps ease the shift, giving staff time to adjust while keeping care quality high. With the right setup, AI scribes can change documentation for the better, offering lasting benefits to both professionals and patients.