What are artificial intelligence (AI) scribes?
As artificial intelligence (AI) technologies continue to evolve, AI-powered medical scribes are gaining traction as tools to help GPs reduce administrative burden.
These tools use natural language processing (NLP) to transcribe, summarise, and/or assist with clinical documentation during or after consultations.
While promising, there are important limitations and considerations for practices to be aware of before adopting these tools.
AI scribes are software applications that can:
- transcribe real-time or recorded consultations
- generate summaries for inclusion in clinical notes
- translate medical information across multiple languages (in some cases)
- suggest follow-up actions, patient letters, or referrals
They are often cloud-based, integrated with mobile devices or web apps, and increasingly offered as plug-ins to telehealth platforms or standalone tools.
Potential benefits
| Benefit | Description |
|---|---|
| Reduced admin time | May reduce time spent writing or editing clinical notes after each consultation |
| Improved workflow | Frees up cognitive and physical effort during appointments |
| Multilingual support | Some tools can translate medical conversations into multiple languages |
| Consistent documentation | Structured summaries may improve clarity and reduce note variability |
Key limitations and risks
| Limitation | Description |
|---|---|
| Limited software integration | Many tools don’t integrate with clinical software, requiring manual input |
| Accuracy and context gaps | AI may misinterpret clinical language, accents, or subtle cues |
| Privacy and data concerns | Some vendors store data offshore or lack compliance with Australian regulations |
| Legal and clinical responsibility | GPs remain accountable for verifying and correcting AI-generated documentation |
| Ongoing costs | Tools are often subscription-based, and pricing models may change |
Key questions for practices to ask vendors
Before trialling or purchasing an AI scribe, consider the following:
| Question | Why It Matters | What to Look For |
|---|---|---|
| Does this tool integrate with our clinical software? If so, how does it integrate? | Direct integration reduces double-handling and clinical risk. | Most tools do not yet integrate with clinical software. If integration is promised, clarify whether it’s read-only, write-capable, or requires manual transfer of notes. |
| Where is patient data stored, and is it encrypted in transit and at rest? | Data storage location affects privacy obligations under the Australian Privacy Principles (APPs). | Ideally, data should be stored in Australia or in a jurisdiction with comparable privacy laws. Encryption should be AES-256 or equivalent, both in transit and at rest. |
| How long is patient data stored? | Retention policies impact privacy compliance and medico-legal exposure. | Look for a clearly defined retention policy and options for manual deletion. Be cautious if data is retained indefinitely or used for training AI models without consent. |
| Is explicit patient consent required? | Patients must be informed if their consultations are being recorded or transcribed. | Vendors should support verbal or written consent processes. It’s best practice to have a standardised script or template for gaining consent at the start of a consult. |
| Can we edit or delete AI-generated notes? | GPs must retain full control over clinical records. | The tool should allow editing, annotating, or rejecting any generated output before it’s saved or shared. There should be no "locked-in" content. |
| Who is liable in the event of an error? | Clarifies medico-legal responsibility. | Vendors typically disclaim liability, so GPs remain responsible for reviewing all outputs. Ensure your practice indemnity provider is aware if using these tools. |
Where SWSPHN can assist you
While SWSPHN does not endorse specific vendors or products, we will:
- Support practices in assessing interoperability and privacy implications
- Offer advice on digital readiness and workflow change management
Key messages
- AI scribes offer a glimpse into the future of streamlined documentation, but they are not yet plug-and-play solutions.
- GPs should treat them as clinical support tools, not replacements for human judgement or secure clinical systems.
- As with any innovation, careful consideration, due diligence, and piloting in controlled settings are key.