Design Your Note First: A Smarter Way to Choose an AI Scribe

Finding the right AI scribe is harder than most clinicians expect.

After trialling multiple tools over the past year, I’ve realised something important:

The problem usually isn’t the software.
It’s the mismatch between your documentation style and the AI’s output structure.

If you let the scribe design your note, you will always feel friction.

Here’s what I’ve learned.

Why Do AI Scribes Sometimes Create More Work?

AI scribes promise efficiency. And sometimes, they deliver.

But many clinicians find themselves:

• Editing long transcripts

• Reformatting headings

• Moving information into the “right” section

• Scanning carefully for subtle inaccuracies

• Spending more time reviewing than expected

For me, formatting style and editing time have been the biggest friction points. Sustaining attention to detail to catch small errors can sometimes take longer than writing the note myself.

Especially if you are neurodivergent like me, the cognitive load of reviewing dense transcripts can be significant.

The issue isn’t that AI scribes don’t work.

It’s that they are often working to a structure that doesn’t match how you think clinically.

Should You Design Your Note Before Choosing a Scribe?

Yes. Every time.

Before trialling another platform, open a blank document and define:

• Your preferred headings

• How you integrate goals

• What must always be included

• What you never want included

• The tone and level of detail you prefer

Then turn that into a reusable structure prompt.

Now test each scribe using the same structure.

When you do this, something shifts.

Instead of asking, “Is this tool good?”
You ask, “Does this tool fit my documentation system?”

That question is far more powerful.

What Features Actually Matter in an AI Scribe?

Features are attractive in demos. But not all features reduce friction.

If I were describing my current Ai scribe “unicorn,” it would include:

• Mobile app access

• Custom template design

• EHR integration

• Static goal input and tracking

• LLM integration for prep and report writing

• No bundled practice management system

Yours might look different.

The key is clarity.

When you know what you need, marketing claims become less persuasive and evaluation becomes more grounded.

Why Is Editing Time Such a Big Factor?

Many clinicians underestimate this.

If your note requires:

• Significant restructuring

• Rewriting sections

• Careful error checking

• Goal re-integration

Then the time savings shrink quickly.

Sometimes dictation is faster than transcription plus heavy editing.

Efficiency is not about automation alone. It is about reducing mental load.

A scribe that produces 80% usable content in your structure is often more efficient than one with more advanced features that requires constant reshaping.

What Compliance Should Australian Clinicians Consider?

Compliance is not just about HIPAA.

If you practise in Australia, you must also consider alignment with the Australian Privacy Principles (APP).

Before using any AI scribe, review:

• Where data is stored

• How long data is retained

• Whether audio is saved or processed

• What security protections are in place

Privacy is not optional. It is foundational. I have an AI ethics evaluator GPT to assist with this in my AI in Practice Course. 

A More Strategic Way to Choose

Instead of jumping between demos and free trials, try this:

1. Define your documentation structure.

2. Create a reusable structure prompt.

3. Trial tools against that structure.

4. Evaluate editing time and cognitive load.

5. Review privacy compliance.

This removes emotion from the process.

And it prevents you from constantly chasing the next “better” tool.

Final Thought

I am still refining my own choice.

There may not be a perfect unicorn.

But when your documentation structure leads the process, AI becomes a genuine support tool rather than another source of friction.

If you’ve found a scribe that truly fits your workflow, I would love to hear what you’re using and why.

Want a Structured Way to Compare AI Scribes?

Inside the AI in Practice course, I include:

• A guided Scribe Finder worksheet

• A GPT chatbot that maps tools against your documentation style

• A structured decision framework

Because choosing a scribe should feel strategic, not overwhelming.

Reach out if you have questions or want support 

Shae Rodgers

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