Design Your Note First: A Smarter Way to Choose an AI Scribe

Finding the right AI scribe is harder than most clinicians expect.

After trialling multiple tools over the past year, I’ve realised something important:

The problem usually isn’t the software.
It’s the mismatch between your documentation style and the AI’s output structure.

If you let the scribe design your note, you will always feel friction.

Here’s what I’ve learned.

Why Do AI Scribes Sometimes Create More Work?

AI scribes promise efficiency. And sometimes, they deliver.

But many clinicians find themselves:

Editing long transcripts
Reformatting headings
Moving information into the “right” section
Scanning carefully for subtle inaccuracies
Spending more time reviewing than expected

For me, formatting style and editing time have been the biggest friction points. Sustaining attention to detail to catch small errors can sometimes take longer than writing the note myself.

Especially if you are neurodivergent like me, the cognitive load of reviewing dense transcripts can be significant.

The issue isn’t that AI scribes don’t work.

It’s that they are often working to a structure that doesn’t match how you think clinically.

Should You Design Your Note Before Choosing a Scribe?

Yes. Every time.

Before trialling another platform, open a blank document and define:

Your preferred headings
How you integrate goals
What must always be included
What you never want included
The tone and level of detail you prefer

Then turn that into a reusable structure prompt.

Now test each scribe using the same structure.

When you do this, something shifts.

Instead of asking, “Is this tool good?”
You ask, “Does this tool fit my documentation system?”

That question is far more powerful.

What Features Actually Matter in an AI Scribe?

Features are attractive in demos. But not all features reduce friction.

If I were describing my current Ai scribe “unicorn,” it would include:

Mobile app access
Custom template design
EHR integration
Static goal input and tracking
LLM integration for prep and report writing
No bundled practice management system

Yours might look different.

The key is clarity.

When you know what you need, marketing claims become less persuasive and evaluation becomes more grounded.

Why Is Editing Time Such a Big Factor?

Many clinicians underestimate this.

If your note requires:

Significant restructuring
Rewriting sections
Careful error checking
Goal re-integration

Then the time savings shrink quickly.

Sometimes dictation is faster than transcription plus heavy editing.

Efficiency is not about automation alone. It is about reducing mental load.

Compare the time needed to produce a complete, accurate final note. A useful draft still needs full clinical review, even when its structure suits you.

What Compliance Should Australian Clinicians Consider?

HIPAA is a US framework and does not establish compliance in Australia. Assess applicable Australian privacy and health-record requirements, recording consent, organisational policies and the actual product configuration.

If you practise in Australia, you must also consider alignment with the Australian Privacy Principles (APP).

Before using any AI scribe, review:

Where data is stored
How long data is retained
Whether audio is saved or processed
What security protections are in place

Privacy is not optional. It is foundational. If you’d like help checking a tool against your privacy obligations, mentoring is a good place to start.

A More Strategic Way to Choose

Instead of jumping between demos and free trials, try this:

Define your documentation structure.
Create a reusable structure prompt.
Trial tools against that structure.
Evaluate editing time and cognitive load.
Review privacy compliance.

This removes emotion from the process.

And it prevents you from constantly chasing the next “better” tool.

Final Thought

I am still refining my own choice.

There may not be a perfect unicorn.

But when your documentation structure leads the process, AI becomes a genuine support tool rather than another source of friction.

If you’ve found a scribe that truly fits your workflow, I would love to hear what you’re using and why.

Want a Structured Way to Compare AI Scribes?

If you want a structured way to compare AI scribes against your documentation style, explore my AI Toolkit and upcoming live workshops, or book a mentoring session.

Because choosing a scribe should feel strategic, not overwhelming.

Reach out if you have questions or want support

Shae Rodgers

Speech Pathology Resources

Read the AI privacy and governance considerations. An AI ethics evaluator can prompt questions, but cannot certify compliance.

Design Your Note First: A Smarter Way to Choose an AI Scribe