What Does A Scribe Do–Roles, Benefits, & Options
- May 13, 2025
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Patients do not like it when their doctor gets stuck on the computer, for documentation or any other administrative task, during the appointment. While patient care is a top priority for every provider, it is inevitable that they will pay undivided attention due to the documentation and other administrative tasks. That’s where a medical scribe comes to the rescue.
A medical scribe is someone who documents doctor-patient encounters for record-keeping. They either work in real time or may use video or audio recordings of the interactions to ensure accuracy and compliance.
In this blog, we’ll break down exactly what does a scribe do and how they are transforming healthcare management. Whether you’re considering adding a scribe to your team or just curious about how they work, this guide will walk you through everything you need to know.
What Is a Medical Scribe?
A medical scribe is someone who documents patient encounters in real-time within the electronic health record (EHR) system. Their primary purpose is to take the documentation off the doctor’s plate, so they can focus entirely on patient care. In simple words, they serve as a right-hand man for the doctor, documenting patient encounters.
A scribe is responsible for documenting patient histories, physical exams, symptoms, diagnoses, treatment plans, and other clinical information. Accuracy and privacy are of utmost importance for a scribe as they lay the foundation for compliance with HIPAA.
How Scribes Differ From Other Healthcare Support Roles
Scribe vs. Medical Assistant
While medical assistants perform clinical procedures (taking vitals, administering injections, etc.) and handle administrative tasks, scribes focus exclusively on documentation. MAs support the overall clinic workflow; scribes support the provider’s documentation workflow.
Scribe vs. Transcriptionist
Transcriptionists convert recorded dictations into written reports after the fact. Scribes work in real-time during patient encounters, actively listening and documenting the visit as it unfolds. They understand the medical context and can organize information appropriately within the EHR.
Scribe vs. Virtual Assistant
Virtual assistants typically handle a broad range of administrative tasks (scheduling, phone calls, etc.). Virtual scribes specialize specifically in clinical documentation, requiring medical knowledge and EHR expertise.
The Purpose of a Medical Scribe
Despite things going digital, the healthcare landscape requires extensive documentation that ranges from patient histories and physical exams to diagnostic codes and care plans. Healthcare providers often struggle with managing huge loads of documentation while providing care to patients, resulting in physician burnout and compromised care.
Scribes step in to offload that burden. By managing the documentation process, they:
- Reduce time spent on charts and EHR navigation
- Help providers close charts faster and more accurately
- Support better workflow and time management
- Allow for improved patient-provider interaction
In short, scribes help clinicians reclaim their focus and improve the quality of care delivery.
What Does a Scribe Do?
Medical scribes play a crucial role throughout a patient’s visit, supporting providers at every stage of the workflow. Their work can be broken down into three main phases: before, during, and after the patient encounter.
Pre-Visit Preparation
Before the first patient even walks into the exam room, a medical scribe is already at work. Scribes begin their day by reviewing upcoming patient charts to familiarize themselves with medical histories, chronic conditions, and previous visit notes. This preparation helps them understand what documentation will be most relevant for the day’s encounters.
Scribes may also set up documentation templates or note structures within the EHR to streamline data entry. In some practices, scribes briefly coordinate with providers to review the day’s schedule, flag high-priority patients, and clarify any special documentation requirements.
During the Patient Encounter
During the actual consultation, the scribe shadows the provider to perform real-time documentation. This typically includes entering SOAP notes directly into the EHR system.
During a patient encounter, a scribe records the patient’s medical history, symptoms, review of systems, physical examination findings, and any lab or imaging results discussed during the visit. They also capture the provider’s observations, diagnoses, treatment plans, prescriptions, and any orders placed.
A scribe’s job is to ensure that every relevant detail is documented accurately and in a timely manner, while maintaining compliance with medical standards.
Post-Visit Tasks
After the patient has left the room, the scribe often continues working behind the scenes. They finalize the chart notes, clean up formatting, and may add any additional observations from the provider. If anything was missed or unclear during the encounter, the scribe follows up with the provider for clarification.
In some cases, a scribe may flag entries that need further input or ensure that all required fields are filled in for compliance or billing accuracy.
Additional Responsibilities (Depending on the Setting)
In many practices, scribes take on added tasks that further support clinical efficiency. They may track diagnostic orders and lab results, ensuring these are properly documented in follow-up visits or care plans.
Scribes can also help manage referral documentation, capturing the provider’s notes on why a referral is being made and to whom. While they don’t handle billing themselves, scribes often play a key role in supporting accurate coding by documenting services rendered and clarifying the level of care provided.
In telehealth settings, they assist by managing digital encounter documentation, syncing up with video consultations, and adjusting workflows to match virtual care requirements. Their adaptability makes them a valuable asset across many clinical environments.
Onsite vs. Virtual Medical Scribes
| Feature | Onsite/In-Person Scribes | Virtual Scribes (Remote) |
|---|---|---|
| Work Environment | Physically present in the clinic or hospital | Operate remotely from a secure location |
| Interaction with Provider | Face-to-face, real-time collaboration | Real-time via secure audio/video or asynchronous |
| Access to EHR | Direct, in-clinic access to the EHR system | Remote access to EHR through secure connections |
| Provider Support | Full documentation support during visits | Provides identical documentation support virtually |
| Background/Experience | Often pre-med students or clinical trainees | Can range from trained scribes to experienced professionals |
| Setup Requirements | Requires physical space and resources in the clinic | No physical space needed; minimal setup required |
| Flexibility | Limited by location and scheduling | Highly flexible and scalable across time zones |
| Cost Efficiency | May involve higher costs due to in-person overhead | Typically more affordable and budget-friendly |
| Availability | May be harder to source locally | Easier to scale and staff across various specialties |
| Patient Experience | Some patients may feel distracted or uncomfortable with a third person in the room | Offers a more private, relaxed environment for patients since the scribe is not physically present |
How Long Does It Take to Train a Medical Scribe?
Training a medical scribe typically takes anywhere from 2 to 8 weeks, depending on their experience level, the complexity of your specialty, and the EHR system used. New scribes usually undergo initial training that covers medical terminology, HIPAA compliance, clinical workflows, and note-taking protocols like SOAP or H&P.
Instead of hiring and training new scribes, practices prefer hiring from healthcare staffing companies offering scribe services. VirtualCare Assistants is one of the best virtual staffing agencies offering a variety of management services to healthcare providers all over the US.
At VirtualCare Assistants, our virtual scribes come pre-trained, EHR-ready, and experienced in working with US healthcare providers across multiple specialties. We handle the vetting, onboarding, and upskilling so that your scribe can start supporting your documentation from day one.
Looking For A Pre-Trained Scribe For Your Practice?
Frequently Asked Questions
Patients may feel uncomfortable with another person in the room during certain conditions, such as skin examinations or complete physical examinations. As the scribe has to observe the patient to take accurate notes, most patients refer to it as "staring". Instead of having a person in the room, practitioners are now switching to virtual scribes that allow them to have assistance with their documentation.
Reputable scribe programs implement strict security protocols. Scribes should only access records under your supervision or for completing documentation from encountered patients. Virtual scribe companies, such as VirtualCare Assistants typically use secure, HIPAA-compliant platforms with comprehensive audit trails.
Many providers initially worry about this but find the opposite to be true. Without the cognitive load of documentation, they can focus more deeply on clinical reasoning. Verbalizing your thought process for the scribe often enhances, rather than hinders, clinical decision-making.
The ROI calculation is straightforward:
- If a scribe costs $25-45/hour
- And allows you to see even 2 additional patients daily
- The revenue generated typically exceeds the cost by 2-3x
P.S. Hiring a virtual scribe can increase your ROI considerably.
Beyond financial returns, factor in the value of reduced burnout, improved work-life balance, enhanced patient relationships, and better documentation quality.
Alex Kenneth
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