AI Scribe Resources
The purpose of this web page is to provide guidance, tools, and resources to help physicians evaluate and select appropriate AI scribe solutions for use in their practices, while ensuring compliance with privacy, safety and security standards. This page is meant to help select AI scribe technology only, where the AI autonomy and potential impact on patients is well understood. These resources do not apply to additional AI functionality that may be bundled with an AI scribe solution. These additional solutions may have significantly different autonomy and impact on patients.
This webpage was developed in partnership with SMA, 3sHealth, and CPSS to address inquiries from physicians seeking insights into how AI scribe solutions can improve efficiency in patient care reporting.
Approximately 3,300 Saskatchewan physicians and clinicians currently benefit from self-edit dictation software to create and edit patient care reports, eliminating the need for medical transcriptionists. AI scribe options further streamline this process by capturing physician-patient dialogue, auto-populating structured care reports, and providing drafts within seconds.
AI scribe has many additional benefits. Read on for more benefits and information.
What is Artificial Intelligence (AI)?
Artificial Intelligence (AI) is the simulation of human intelligence by machines, enabling them to perform tasks like learning, pattern recognition, and problem-solving autonomously.
AI learns and improves through a process called machine learning, which involves several key steps:
- Data Collection: AI systems use large amounts of data relevant to the tasks they need to perform.
- Training: The AI uses this data to train algorithms, identifying patterns and relationships within the data.
- Feedback Loop: AI systems receive feedback on their performance, which helps them adjust and refine their algorithms.
- Continuous Learning: AI continuously updates its models based on new data and feedback. This process is meant to improve its accuracy and efficiency over time.
What is an AI Scribe?
AI scribe applications use artificial intelligence to capture spoken conversations between physicians and patients and compile them into electronic and clinically relevant medical notes.
This can include creating SOAP notes and patient facing summaries from patient visits, and identifying follow up administrative actions, such as generating referral letters.
As technology evolves, it is expected that more capabilities will be bundled into AI scribe applications. This evaluation of additional functionality other than AI scribe functionality is beyond the scope of this document.
Identified benefits from using an AI Scribe
AI scribes show promise in reducing administrative burden, cognitive fatigue and after-hours charting, all while producing good medical notes and improved patient interactions.
In a 2024 Ontario provincial study into AI scribe technology, several benefits from using the technology were identified:
- Reduced Administrative Burden: Physicians and nurse practitioners spent 70% to 90% less time on paperwork
- Enhanced patient experience: patients reported more personal, face to face interactions where the physician felt more mentally and physically present.
- Time Savings: Clinicians saved 3 to 4 hours per week on administrative tasks
- Increased Patient Care Time: 79% of participants reported spending more time on patient care
- High Adoption and Recommendation Rates: 83% of participants would use AI scribes long-term, and 82% would recommend them to colleagues
- Improved Workflow: AI scribes helped streamline processes like appointment reminders and booking, enhancing continuity of care
An unpublished 2024/25 AI scribe study in BC recently finished based on 100 physicians using AI scribe over 3 months. Preliminary results include:
- 2.7 hours per week of reduced administrative time
- Reduction in cognitive load
- Greater patient satisfaction with appointments
Physicians should keep the following in mind when evaluating AI scribe software.
Security and Privacy
- Compliance: Ensure AI systems comply with privacy regulations including PIPEDA, HIPA and CPSS guidelines.
- De-identification: Safeguard patient data and respect Indigenous data sovereignty principles (OCAP®).
- Data Breaches: Protect sensitive patient information from unauthorized access.
- Data Storage: It is mandatory for patient data stored inside Canada to reduce risk.
Accuracy
- Errors in Transcription: AI scribes may misinterpret medical information, leading to incorrect records.
- Bias: AI systems can introduce biases affecting patient care quality and fairness.
Administrative
- Integration Issues: AI scribes may not integrate seamlessly with existing EMRs and workflows.
- Training Requirements: Staff need training to use AI scribes effectively and understand their limitations.
- Error Management: Establish protocols for managing and reporting AI-related errors.
- Vendor Selection: Physicians are responsible for choosing an AI scribe vendor that meets PIPEDA and HIPA requirements. The guidelines provided below are intended to help you in the selection process.
- Accuracy: Physicians remain responsible for the accuracy of their records.
- Outcomes: Physicians remain responsible for care outcomes, even with AI tools.
- Informed Consent Required: Obtain explicit patient consent for AI scribe use.
- Transparency: Communicate clearly with patients about AI scribe use, benefits and risks.
- Opt-Out Options: Allow patients to opt-out of AI scribe use without affecting their care.
Guidelines for Selecting an AI Scribe
The process outlined below highlights three key recommended steps that should be completed when selecting an appropriate AI scribe. These considerations are intended for physicians working in private practice. Physicians working in facilities should consult with their technology administrator and adhere to their organization’s established protocols and approved platforms before integrating AI technologies into their work.
The recommended steps are:
- Develop a Privacy Impact Assessment and, if applicable, a Threat Impact Assessment
- Develop a list of use cases and functional requirements your AI scribe should support to best meet your needs; and
- Perform a privacy and security evaluation to determine which AI scribe also meets provincial legal requirements and CPSS guidance.
Privacy Impact Assessment (PIA)
A PIA helps trustees and organizations ensure new programs comply with access and privacy legislation, including Saskatchewan’s Health Information Protection Act (HIPA). This legislation sets out rules as to how personal information and personal health information (PI/PHI) are to be collected, used, disclosed, and disposed. Provincial guidance for completing a privacy impact assessment (PIA) can be found here.
It is important to consider if the AI scribe vendor will be using the PHI data for secondary purposes such as improving their product, since the trustee remains responsible for the PHI. AI scribe vendors should be available to assist you in completing the PIA questions included in the process.
A Privacy Impact Assessment (PIA) for a medical clinic or trustee in Saskatchewan considering the use of an AI scribe would involve several key steps outlined below to ensure compliance with privacy regulations and mitigate potential risks:
Steps for Conducting a PIA
1. Preliminary Analysis:
- Determine if the project involves personal or health information. AI scribe software use typically does.
- Describe the project, identify people involved, and applicable privacy legislation, which would be HIPA.
- Since AI scribes gather PHI covered under HIPA, the conclusion is that a PIA should be conducted.
2. Define the Project:
- Provide detailed project description, objectives, and involved parties.
- Identify regulatory and legal frameworks, and project structure.
- Understand and document what data is flowing between parties and where data will be stored. A visualization of the data flows can be helpful.
3. Privacy Analysis:
- Assess collection, use, and disclosure of information.
- Implement administrative, technical, and physical policies and procedures.
4. PIA Report:
- Summarize the project, identify privacy impacts, rate their severity, and recommend mitigation actions.
- Monitor and document progress, ensuring ongoing evaluation and adjustment.
This summary provides a high-level overview of the PIA process, emphasizing the importance of compliance, safeguards, and continuous monitoring to protect patient information.
Threat Risk Assessment (TRA)
Some organizations may require a Threat Risk Assessment (TRA) when selecting an AI scribe vendor. A preliminary TRA is used to identify and evaluate potential security threats and vulnerabilities associated with the AI scribe technology. This step involves the following actions:
1. Identify Data and Processes:
- Determine the types of data the AI scribe will handle, including personal health information (PHI) and other sensitive data.
- Map out how data is collected, processed, stored, and shared by the AI scribe.
2. Identify Threats and Vulnerabilities:
- Identify potential threats to the AI scribe system, such as unauthorized access, data breaches, and cyber-attacks.
- Assess vulnerabilities in the AI scribe technology, including software weaknesses, integration points, and data storage practices.
3. Assess Potential Impacts:
- Think about how these threats could affect the privacy and security of patient data.
- Consider the impact on patient privacy and compliance with laws.
4. Review Security Measures:
- Look at the security measures the AI scribe vendor has in place to protect data.
- Check if these measures are effective in keeping patient data safe.
5. Evaluate Risk Levels:
- Rate the risks based on how likely they are and their potential impact.
- Prioritize the most important risks that need immediate attention.
6. Plan Mitigation Strategies:
- Suggest ways to reduce risks, like improving security controls or using encryption.
- Outline steps to fix any gaps in the vendor’s security measures.
7. Document Findings:
- Write a report detailing the risks, their impact, and how to mitigate them.
- Use this report to help choose an AI scribe vendor and guide the PIA process.
By doing this basic TRA, physicians can identify and address security risks early, ensuring the AI scribe technology is safe and secure.
The best AI scribe tools not only reduce administrative tasks but also improve patient record accuracy and physician-patient interactions. It’s essential to evaluate your clinic’s specific needs and choose a tool that fits those requirements.
Use the link below to guide your selection of an AI scribe solution that fits your clinic’s needs and workflows. Steps can be completed in any order, and some can be done simultaneously to streamline implementation.
See the section End-to-end AI scribe implementation considerations from the Using AI Scribe Technologies web page from the Doctors of BC website.
The AI Scribe Product Assessment Spreadsheet lists important considerations to ask of AI scribe vendors regarding privacy and security. The questions are derived from a set of considerations published by Canada Health Infoway and adapted for use in Saskatchewan. An effort was made to highlight several AI scribe offerings available in Saskatchewan. This evaluation should not be considered all-encompassing and AI scribe products are evolving at a rapid pace. The information provided is believed to be accurate on the date shown in the spreadsheet and may no longer be accurate. Users can download a copy of the spreadsheet and fill out the blank column to do their own evaluation of available AI scribe solutions.
The number of AI scribe products available on the market continues to expand rapidly. Vendors are offering incremental functionality at ever improving pricing as competitive forces impact the market. Some vendors are willing to negotiate pricing. As a result, you may want to re-evaluate your choice of AI scribe periodically to ensure you are getting the best value for your investment. Many physicians report that it is relatively easy to switch between AI scribes with a minimal learning curve.
Physicians need to stay informed. As AI technology changes, so does the guidance around its use. Watch for updates from CPSS and SMA on AI guidance.
The following pilot programs are available. Other programs may also exist.
We are pleased to share an exciting opportunity for primary care clinicians across Canada. Canada Health Infoway is launching the AI Scribe Program, a national initiative that will offer up to 10,000 eligible primary care clinicians a fully-funded 1-year AI Scribe license to help reduce administrative burden and streamline workflows.
Video (3:45): AI Scribe: More Time for Patient Care
Primary care clinicians can now express their interest and sign up to receive updates ahead of the program launch in Spring 2025.
Sign up to express interest and learn more here.
Feel free to let us know if you have an AI scribe pilot or program you would like listed
If you have questions for our EMR team, please contact emr@sma.sk.ca.