Thinking About Using AI Scribe
What is AI?
AI (artificial intelligence) is an advanced form of information processing to help automate or enhance tasks. In healthcare, AI doesn’t replace providers—it supports them. Clinicians still need to guide its use, review outputs, and make informed decisions.
AI tools typically involve hardware, software, and your data. Even common tools like Microsoft Copilot or ChatGPT rely on this structure. In healthcare, you are often purchasing software and applying it to your patient data—so privacy and transparency are critical.
What Is AI Scribe?
“AI Scribe” is a broad term for tools that help generate clinical notes. Common workflows include:
- Dictation: The provider speaks, and AI formats the note.
- Live Listening: The AI listens during a patient visit and drafts the note based on the conversation.
Some advanced tools go further—analyzing lab trends, suggesting diagnoses, or reminding providers about follow-ups. For example, an AI integrated into your EMR may prompt you to include trending lab values in the note.
The AI can “listen” to the patient encounter and summarize it, preparing a draft clinic note for the provider to review.
What Are the Benefits?
AI scribe tools can reduce documentation time by up to 40%, allowing for:
- Less administrative burden
- More time with patients
- Reduced provider burnout
Supporting data:
- Ontario’s Ministry of Health reports significant time savings.
- Canada Health Infoway highlights administrative efficiency gains.
- Alberta’s OIPC HIA Engagement Survey (2024) found public support—with a strong emphasis on transparency.
Do You Need Patient Consent?
Some technology providers argue that patient consent isn’t required—just like we don’t ask patients to approve our use of an EMR system. However, informing patients is essential, especially if the AI listens to or analyzes conversations.
For example, if the provider speaks observations aloud (e.g., “You appear pale and sweaty”) for the AI to capture, patients should understand that this is part of the documentation process.
Inform Patients When We Use AI Tools
As part of your AI implementation plan, consider how you will inform individuals. You might use:
- A poster in the clinic
- A verbal explanation at the visit start
- A statement in your privacy notice
The key is to make a thoughtful, documented decision—and apply it consistently.
Your risk assessment and associated policies will form the foundation of your Privacy Impact Assessment (PIA).
Implementation: It’s Not Plug and Play
AI tools require careful planning. Follow these steps to support successful implementation:
- Understand Your Workflow – Know what works and what needs improvement.
- Benchmark – Collect data to measure impact.
- Choose a Vendor – Use Canada Health Infoway’s pre-qualified vendor list (https://aiscribe.infoway-inforoute.ca).
- Do a Risk Assessment & PIA – Ensure compliance with privacy legislation.
- Start Small – Pilot the tool first before full rollout.
- Analyze Results – Check what’s working.
- Roll Out Broadly – Expand based on success.
- Monitor Continuously – Evaluate, adjust, and improve as needed.
Who Benefits Most From AI Scribe?
According to the eHealth Centre of Excellence, family physicians and primary care providers benefit most—especially those not already using dictation tools. AI scribe tools are ideal for routine, episodic care with clear documentation needs.
Funding Opportunity
Canada Health Infoway is offering one-year fully funded one-year licenses for eligible primary care providers across Canada including:
- Family physicians
- Nurse practitioners
- Nurses in remote communities
- Pediatricians providing community-based care
Visit (https://aiscribe.infoway-inforoute.ca) to register for updates and eligibility notifications.
Final Thoughts
AI scribe tools aren’t one-size-fits-all. But with thoughtful planning, clear communication, and proper implementation, the benefits can be significant: more efficient workflows, improved care, and reduced clinician burnout. This improves patient access to healthcare, too!
Need help getting started with your AI privacy and implementation plan?
Practice Management Success members have access to additional tools, including:
- AI Privacy Checklists
- Sample Risk Assessments
- On-demand Q and A with Jean replays:
- AI in Healthcare – AB Engagement Survey (Mar 11, 2025)
- AI Implementation Toolkit (Nov 12, 2024)
- Is AI the Right Choice for Your Clinic? Key Questions Before Using AI Transcription Tools (Jul 9, 2024)
When we know better, we can do better…
Jean Eaton is constructively obsessive about privacy, confidentiality, and security especially when it comes to the handling of personal health information. If you would like to discuss how I can help your practice, just send me an email. I am here to help you.
Jean L. Eaton
Your Practical Privacy Coach
INFORMATION MANAGERS
