In the increasingly demanding world of veterinary practice, finding ways to reduce the burden on veterinarians has never been more crucial. Today’s practitioners face a perfect storm of escalating client expectations, labor shortages, and economic challenges, resulting in unprecedented levels of stress.
The time-consuming nature of documentation significantly contributes to burnout, especially as legal and regulatory requirements for records grow more comprehensive. Fortunately, the advent of artificial intelligence (AI) technologies, particularly AI copilots, assistants, and scribe tools, offers a promising solution.
While these tools may not be perfect, they are already proving to be massive timesavers and offer significant benefits. By mastering the use of AI tools, you can improve record accuracy, enhance the quality of care delivered, and most importantly, save valuable time.
What exactly are AI scribe tools?
AI scribe tools are sophisticated software programs designed to transcribe and organize exam room recordings into comprehensive medical records. These tools leverage natural language processing to understand and convert spoken words into structured medical reports, which can significantly reduce the time veterinarians spend on documentation. However, many modern AI tools go beyond just scribing.
Advanced AI copilots or assistants integrate additional functionalities, such as summarizing complex medical histories, drafting client communications, and other helpful features. By supporting a variety of documentation needs, these comprehensive tools have become indispensable in modern veterinary practices.
Yet, it is important to remember, regardless of the specific tool you use, AI is not yet capable of making inferences or high-quality clinical decisions. As a result, it is imperative to provide any software with relevant information if you expect a high-quality result.
How can AI tools be applied to veterinary practices?
Just as a scalpel is perfect for precise surgical incisions, but useless for tasks like toasting bread, AI tools are designed for specific functions within a veterinary practice. Recognizing these tools excel in certain areas while having limitations in others is crucial for leveraging their full potential. AI software cannot toast bread either, but scribe tools are particularly adept at taking wide-ranging, complicated discussions between you and a client, and distilling them down into concise, well-organized medical records.
As you become accustomed to using these tools, you will likely develop small habits, such as verbalizing parts of your physical exam, assessment, and plan you might not have previously articulated. These practices will not only improve your AI-generated records, but also help your clients better understand your thought process. When done correctly, this can still fit very naturally into the flow of conversation, it just takes a little practice.
What should we look for when considering AI tools?
1) Context
One of the most crucial elements for the effective use of AI tools is providing sufficient context. AI systems heavily rely on the information they receive to generate accurate and detailed records. Without adequate context, the results can be incomplete or inaccurate.
Part of this context comes from the clinical recordings you provide. For example, if you are describing a cat’s respiratory condition, include specific information about the onset, duration, severity, and symptoms. The more detailed and organized the input, the more comprehensive and accurate the AI-generated medical record will be.
Further, using a system that allows customization or personalization of instructions for the AI can significantly improve the quality of the generated records. Make sure the written instructions within the AI system clearly outline the goals for the type of record you want it to produce and specify what type of information it should prioritize (e.g. whether to use information provided by the client or only information from the veterinarian). This will ensure the system performs in line with your expectations.
2) Audio quality
Audio quality plays a pivotal role in the effectiveness of AI scribe tools. The information captured in exam room recordings forms the basis of the medical records, so it is essential to ensure the audio is as clear as possible. “Garbage in, garbage out,” as the saying goes.
Modern smartphone microphones are generally adequate for clear audio, but desktop and laptop mics often fall short. Investing in a high-quality external microphone can significantly enhance transcription accuracy, and inexpensive options are widely available online. Some AI software companies will even provide them free of charge.
3) Multiple input methods
Flexibility in input methods is a significant consideration when choosing an AI software if you want more than a simple scribe. Platforms accepting multiple input methods, such as text-based PDF files in addition to audio recordings, offer greater versatility and efficiency.
For instance, when supplementary documents—such as previous medical records or specialist reports are involved—the ability to upload text-based files can help integrate all relevant information into a single, cohesive patient record.
Moreover, having multiple input methods can accommodate various working styles and preferences. Some professionals might prefer verbalizing notes directly to the AI, while others may find it more efficient to upload pre-written documents or digitize text from handwritten notes taken in the exam room. Flexibility ensures the system can adapt to individual needs, making it easier to maintain thorough and accurate records.
4) Customizability
Choosing an AI software that allows for customizability is essential. Every veterinarian has unique documentation habits, and there is no standardized format—beyond the basic subjective, objective, assessment, and plan (SOAP) guidelines.
Personalizing the system to match your specific needs and preferences can result in better, more useful records. Look for platforms that enable you to create templates, set specific preferences for how information is presented, and customize the output format.
For instance, you might prefer detailed descriptions of physical exams, while another veterinarian might prioritize streamlined summaries. Customizable AI software can adapt to these individual preferences, enhancing the usability and relevance of the records.
5) Collaboration with team
Collaboration among veterinarians and support staff is crucial for maintaining high standards of care and ensuring smooth operations at a practice level. An AI platform supporting team collaboration can significantly ease the workload and increase overall efficiency when implemented correctly.
Allowing support staff to assist in the record generation process can free up the veterinarian’s time, enabling them to focus more on patient care. For example, veterinary technicians or other support staff can help by inputting initial information, such as the history portion of a consultation or notes from a phone call with a client. They can also review AI-generated drafts to ensure accuracy and completeness before final approval by the veterinarian. Further, team members can ensure records are properly exported from the AI software to the practice management software.
What else to consider when using AI scribe tools?
Consent for recordings
Ethical and legal considerations are paramount when incorporating AI into veterinary practice. Recording exam room interactions involves capturing sensitive personal information, so it is crucial to obtain client consent beforehand.
Inform clients about how the recordings will be used and ensure their explicit consent is documented, either through a written consent form or within the audio recording itself. Building trust with clients through transparency and respect for their privacy is essential for maintaining a strong, ethical practice.
Final review and responsibility
Despite AI’s capabilities, the final responsibility for record accuracy lies with the veterinarian. AI is excellent at summarizing and organizing information, but it can occasionally miss nuances or specific details critical to a patient’s care. Additionally, it can sometimes generate fabricated content (often referred to as “hallucinations”), these must be removed before finalizing your record.
Always review AI-generated records to ensure all necessary details are captured. Complete and accurate documentation can only be guaranteed if veterinarians review records. In doing so, veterinarians can confirm all pertinent information is included—certifying records accurately reflect patient condition and treatment plan. Not only is this step vital to uphold high standards of care and thoroughness, it also offers an invaluable opportunity to fine-tune the AI system for future efficiency.
Further, using AI software to draft records also saves the practice a substantial amount of time, ensuring the time veterinarians spend briefly reviewing and editing records is minimal in comparison.
Reaching out to address concerns
The integration of AI scribe tools brings up concerns, particularly about data privacy and job displacement. When selecting an AI scribe platform, ensure it has robust data security measures and ethical practices regarding data ownership. Maintaining client trust and legal compliance is crucial. Unsure about how to assess this? Simply ask the company whose software you are considering about their policies, and the type of response you receive should give you a clear indication of their commitment to these issues.
Conclusion
It is essential to view AI as a supportive tool rather than a replacement for veterinarians or support staff. AI can help reduce burnout, improve precision, and elevate patient care by handling routine administrative tasks. This enables veterinary professionals to dedicate more time to patient care and, importantly, to prioritize their own well-being.
AI tools offer a remarkable opportunity to alleviate the administrative burdens that contribute to stress and burnout. While AI tools may not be perfect, they provide substantial time savings and significant benefits. The ability to improve record accuracy, enhance the quality of care, and regain valuable personal time cannot be overstated. Moreover, as AI technologies continue to evolve and become even more sophisticated, the advantages they offer will only grow. Familiarity with these tools now will be crucial to staying competitive and maintaining a high standard of care.
In this increasingly demanding landscape, embracing AI tools thoughtfully can transform the delivery of veterinary care. They promise to streamline workflows, reduce stress, and promote a better work-life balance, ultimately benefiting practitioners, their clients and their patients. By viewing AI tools as essential partners rather than mere assistants, veterinarians can navigate the challenges of modern practice with greater ease and efficiency.
Mike Mossop, DVM, graduated from the Ontario Veterinary College at the University of Guelph in 2009 and has over 15 years of clinical experience. Mossop has worked in emergency clinics, general practice, and mobile practice. Currently, he is chief veterinary officer at CoVet, where he integrates his passion for veterinary medicine with technology to improve practice efficiency and patient care. He can be reached at mike.dvm@co.vet.