Setting Up Your Veterinary AI Scribe Workflow
A Practical Guide for Clinics
AI scribes are transforming how veterinarians document care. By listening to real conversations and generating structured notes automatically, they free up valuable time for patient care and client communication.
But simply “turning on” an AI scribe isn’t enough. Every clinic runs differently, and the real benefits come when you thoughtfully design a workflow that fits your staff, caseload, and compliance requirements.
📋 Workflow Overview
Setting up an AI scribe workflow comes down to 2 steps:
Step 1: Recording
Decide both the device you’ll use and who is responsible for recording.
Step 1A: What Device to Record on?
Choose whether to run the AI scribe on the computer/tablet you already use for EMR (most seamless), or on a separate mobile phone (cleaner audio but easier to forget).
Step 1B: Who is Responsible for Recording?
Decide whether the vet, the technician, or both share responsibility for starting/stopping recordings. This determines whether intake is captured and how much coordination is required.
Step 2: Reviewing & Filing
Decide how AI-generated notes are finalized and entered into the EMR.
Step 2A: Who Reviews, Approves, and Files?
Decide whether the vet handles review and filing alone, it’s shared with technicians, or it’s fully tech-led. This choice defines the balance between accuracy, efficiency, and oversight.
Step 2B: When to Review?
Choose whether notes are reviewed and approved immediately after each appointment (for accuracy and context) or in batches at the end of the day (for efficiency and focus). Both approaches have trade-offs depending on your clinic’s pace and staff availability.
Step 1: Recording
🎙️ Step 1A: What Device Will You Record On?
Decide your device first — it shapes how reliably you’ll remember to record and how fast you can finish charts. The most dependable setup is running the AI scribe on the same computer or tablet you already use for the EMR in the exam room, so Record → Review → Export happens in one breath. Mobile can work well (great mic proximity), but it adds a second device to manage. For more detail, see Computer vs Mobile for Vet AI Scribe.
| Placement | Pros | Cons | Best For |
|---|---|---|---|
| Computer/Tablet in Exam Room | ✅ One-screen workflow: Record → Review → Export ✅ Lower chance of forgetting to record ✅ Easy to standardize across rooms | ⚠️ Requires a computer/tablet in the exam room ⚠️ Computers could be further away from the doctor, reducing recording quality | Most clinics; Fastest adoption and consistency |
| Mobile (doctor’s phone) | ✅ Great mic proximity → cleaner audio ✅ Quick to start on the go ✅ No computer/tablet requirements | ⚠️ Easier to forget to start/stop ⚠️ Split workflow: review/file later on a computer | Clinics preferring a split workflow; Mobile/solo clinics |
No exam-room mic? Affordable USB options work great. See Best Microphones for Vet AI Scribes.
👥 Step 1B: Who Is Responsible for Recording?
With your device chosen, decide ownership: Vet, Tech, or Shared. This determines when recording starts/stops and whether intake is captured.
| Workflow Type | Summary | Start Recording | Stop Recording | Pros | Cons |
|---|---|---|---|---|---|
| Vet-Only | Vet starts recording after tech intake, vet stops recording at the end of appointment | Vet | Vet | ✅ Simple, minimal coordination ✅ Reliable for solo or small practices | ⚠️ Tech intake not captured ⚠️ Vet must remember to start/stop recording |
| Shared | Tech starts recording during intake, vet continues with appointment, vet stops recording at the end of appointment | Tech | Vet | ✅ Consistently captures intake + exam | ⚠️ Requires coordination between tech and vet ⚠️ Vet still must remember to stop recording |
| Tech-Led | Tech starts recording during intake, vet continues with appointment, tech stops recording at the end of appointment | Tech | Tech | ✅ Consistently captures intake + exam ✅ Vet can focus fully on patient care | ⚠️ More tech overhead needed |
Tip: If the vet records solo, the tech intake is not included in the audio. Clinics that want intake captured should choose a shared or tech-responsible setup, or have the vet summarize key intake details aloud at the start.
🩺 Step 2: Reviewing & Filing
Once the AI scribe generates notes, decide who reviews/approves and when the review happens. Then determine who files the note into the EMR.
👤 Step 2A: Who Reviews?
Choose the reviewer model that matches your clinic’s size, staffing, and oversight needs.
| Workflow Type | Reviews & Approves Notes | Files | Best For |
|---|---|---|---|
| Vet-Only | Vet | Vet | Small teams, solo vets |
| Shared | Vet | Tech (optionally edits per SOP) | Mid-size clinics with tech support |
| Tech-Led* | Tech | Tech | Large/high-volume with standardized protocols |
*Always comply with local regulations and your clinic’s medical governance about who may approve/file records.
⏱️ Step 2B: When to Review?
Decide whether reviews happen immediately after the visit or at end-of-day (EOD). Many clinics start immediate, then batch to EOD once the team is comfortable.
| Timing | Description | Pros | Cons | Best For |
|---|---|---|---|---|
| Immediate (Post-Visit) | Vet or tech reviews right after the appointment, then files to EMR. | ✅ Highest recall/accuracy ✅ Fewer carry-overs to later ✅ Fast feedback loop for SOP tuning | ⚠️ Slightly longer room turnover ⚠️ Can feel rushed during peak hours | Vet-led review models; Clinics that space out appointments; Accuracy-first principle |
| EOD (Batching) | Reviewed in batches between blocks or at day’s end. | ✅ Protects appointment flow ✅ Efficient batching by techs ✅ Good for high-volume clinics | ⚠️ Lower immediate recall ⚠️ Risk of backlog if day runs long | Busy clinics; tech-led review models |
Tip: Start with immediate reviews for 1–2 weeks (to calibrate templates and prompts), then transition stable cases to EOD batching while keeping complex cases as immediate review.
📑 Master Workflow Combinations
To make things easier, we’ve split the workflow combinations by recording device. First, decide if you’ll run the AI scribe on the exam-room computer/tablet (next to your EMR) or on the doctor’s mobile phone. Then use the tables below to explore variations ofStep 1B (who records), Step 2A (who reviews/approves/files), and Step 2B (when to review).
🖥️ Master Table 1: Record on Computer/Tablet in Exam Room
| Recording Ownership (1B) | Review & Filing (2A) | Review Timing (2B) | Pros | Cons |
|---|---|---|---|---|
| Vet-only | Vet-only (vet reviews & files) | Immediate | ✅ One-screen workflow; ✅ Fast sign-off | ⚠️ Intake not captured; ⚠️ Vet workload |
| Vet-only (vet reviews & files) | EOD | ✅ Efficient batching | ⚠️ Lower recall; ⚠️ Late charts | |
| Shared (vet approves, tech files) | Immediate | ✅ Vet oversight; ✅ Tech exports | ⚠️ Intake not captured; ⚠️ Hand-off needed | |
| Shared (vet approves, tech files) | EOD | ✅ Vet oversight; ✅ Tech batch filing | ⚠️ Delayed filings | |
| Tech starts, Vet finishes | Vet-only (vet reviews & files) | Immediate | ✅ Intake+exam captured; ✅ Fast vet sign-off | ⚠️ Coordination needed; ⚠️ Vet workload |
| Vet-only (vet reviews & files) | EOD | ✅ Full capture; ✅ Efficient batching | ⚠️ Delayed completion | |
| Shared (vet approves, tech files) | Immediate | ✅ Intake+exam captured; ✅ Smooth hand-off | ⚠️ SOP required | |
| Shared (vet approves, tech files) | EOD | ✅ Tech batch efficiency | ⚠️ Later sign-off | |
| Tech-led | Tech-led (tech reviews/approves/files) | Immediate | ✅ Vet fully offloaded; ✅ Fast closure | ⚠️ Governance/training limits |
| Tech-led (tech reviews/approves/files) | EOD | ✅ Efficient batching | ⚠️ Backlog risk | |
| Shared (vet approves, tech files) | Immediate | ✅ Tech preps, vet quick approves | ⚠️ Vet availability needed | |
| Shared (vet approves, tech files) | EOD | ✅ Oversight + efficiency | ⚠️ Delayed approvals |
📱 Master Table 2: Record on Mobile (Doctor’s Phone)
| Recording Ownership (1B) | Review & Filing (2A) | Review Timing (2B) | Pros | Cons |
|---|---|---|---|---|
| Vet-only | Vet-only (vet reviews & files) | Immediate | ✅ Great mic proximity; ✅ On-the-go | ⚠️ Easy to forget; ⚠️ Split export later |
| Vet-only (vet reviews & files) | EOD | ✅ Flexible batching | ⚠️ Delayed completion | |
| Shared (vet approves, tech files) | Immediate | ✅ Quick approval; ✅ Tech exports | ⚠️ Intake not captured | |
| Shared (vet approves, tech files) | EOD | ✅ Oversight maintained | ⚠️ Later filing |
Tip: For either device choice, “intake captured” applies if a technician initiates or owns recording.
Notes: “Intake captured” applies when a technician starts the recording or is responsible for recording. Always follow your clinic’s governance and regional regulations on who may approve/file medical records.
📊 Matching Workflow to Clinic Type
- Small Clinics: Vet-led keeps it simple, minimal coordination needed.
- Mid-Size Clinics: Shared workflows balance accuracy with efficiency.
- Large/Specialty Hospitals: Tech-led maximizes efficiency, vets focus on patients.
- Teaching Clinics: Hybrid setups (tech starts, vet finishes/approves) provide oversight and training.
📜 Don’t Forget Legal and Compliance
Recording consultations comes with responsibilities. Laws on consent and privacy vary by state, province, and country. Always check your local regulations before adopting an AI scribe workflow. For details, see our Guide to Recording Laws.
🛠️ How to Get Started
- Pick a Starting Workflow: Most clinics begin vet-led, then evolve.
- Define Staff Roles: Decide clearly who starts recording, who reviews, and who files.
- Pilot and Adjust: Try for a week, gather feedback, refine.
- Document SOP: Write a short protocol so everyone follows the same process.
🚀 The Bottom Line
An AI scribe can cut documentation time dramatically — but the workflow you choose determines how much time you truly save. Whether you’re a solo vet or a large specialty hospital, there’s a workflow that fits your team.
By aligning recording responsibilities with staff roles, deciding how notes are reviewed and filed, and placing the scribe on the right device in the exam room, you can unlock the real potential of AI scribes: more time with patients, less time on paperwork.