Virtual Medical Scribes and Informed Patient Consent

In-person scribes are becoming less common as more efficient and cost-effective alternatives are developed. Instead of hiring a recent pre-med graduate seeking experience, many hospitals and private practices are opting for fully remote scribes to simplify the process and cut costs. To enhance Covid-19 safety protocols and reduce physical contact, doctors have started looking for other ways to meet their documentation needs.

What is a Virtual/Remote Scribe?

Doctors across the country shifted from using in-office scribes to relying entirely on virtual third-party scribes. These remote scribes are real people who type up treatment notes without the help of artificial intelligence or similar tools. Instead of being physically present in the exam room, the remote scribe listens to the medical visit through a video connection. How would you feel if someone outside the room was quietly taking notes during your most personal health discussions with your doctor? This could understandably cause discomfort for many patients. While scribes have always been part of the process, having an anonymous individual, possibly located far away, can feel invasive.

The discomfort and erosion of trust that may result from this setup can defeat the purpose of using a remote scribe. While the goal was to allow the doctor to focus more on the patient and less on documentation, the presence of a virtual scribe might disrupt the natural flow of the doctor-patient conversation.

Virtual Medical Scribes and Informed Consent 

Informed consent presents challenges and complexities in healthcare settings. Informing patients about a remote scribe observing the session via video is crucial for maintaining the integrity of the practice, but what impact does it have? Could it cause discomfort for the patient, potentially leading them to withhold critical information that could affect their care?

As noted by Sarah Kwon in her article for Kaiser Health News, the Health Insurance Portability and Accountability Act of 1996 does not mandate that doctors obtain a patient's consent before sharing their health information with an external company that supports their practice, such as a scribe service, as long as that company has signed a contract ensuring the protection of patient data. This means that in some cases, a virtual scribe may be listening to the doctor-patient conversation without the patient being aware.

“Remote scribing is still a small segment of the market. Craig Newman, chief strategy officer at HealthChannels, the parent company of ScribeAmerica, the largest scribing provider in the U.S., mentioned that their remote scribing business has grown three times since the pandemic started,” Kwon explained. “It remains a largely unregulated field where formal training and certification are not mandatory.”

The Future of Clinical Documentation: AI Medical Scribes 

Artificial intelligence tools, such as AI-powered scribes, remove the need for human involvement in documenting patient visits. In the short run, this eliminates the discomfort of having an external scribe present; over time, it could lead to significant savings in both time and money for your practice.

AI scribes are designed to enhance the clinician-patient interaction while also relieving clinicians from the time-consuming task of documentation. Though many healthcare providers feel that new technologies can complicate their work, innovations like AI scribes offer the potential for a future where doctors can focus solely on what they enjoy most—caring for patients. Why not simplify documentation and make the process more efficient, rather than adding another layer with an external third party?

SOAPsuds: AI Medical Scribe Solution for Your Note-Taking Tasks

At SOAPsuds, we understand the importance of informed patient consent when using virtual medical scribes. Our AI-driven tool ensures HIPAA compliance, minimizing liability risks while safeguarding patient PHI. We take your privacy seriously, conducting regular BAA audits to ensure full adherence to HIPAA regulations. With SOAPsuds, you can confidently streamline your documentation process, knowing that patient data is protected at every step. Trust SOAPsuds to meet your practice’s needs while maintaining the highest standards of security. Sign in today and experience peace of mind with every patient interaction.