Medical Scribes: Are On-Site or Virtual Scribes the Better Choice?

It is well known that self-documenting in an electronic health record (EHR) can be a significant distraction and time-consuming task for most physicians. Splitting focus between the computer screen and patient interactions not only disrupts the flow of care but can also lead to incomplete or lower-quality documentation. To counteract this issue, many doctors have come to rely on medical scribing services, often referred to as physician extenders. These professionals proficiently manage EHR navigation, ensuring all necessary clinical details are accurately recorded during patient encounters. Since medical scribes can work both in person and remotely, an essential question arises—should a practice choose an on-site or virtual medical scribe?

What are On-Site Medical Scribes?

The traditional model of medical scribes involves an in-person presence, where the scribe follows the physician throughout their daily workflow. These professionals accompany doctors during patient visits, transcribing crucial information into the EHR in real time. Physicians can instruct them to pull up historical data or enter specific details on demand, improving efficiency. However, some patients may feel uneasy about having an additional person in the room, particularly during sensitive consultations. In such cases, the scribe may step out to maintain patient privacy.

Medical scribes play an essential role in reducing the administrative workload of doctors, allowing them to concentrate on patient care. However, their absence is quickly noticed when they are unavailable due to illness, personal leave, or other circumstances. Since many on-site scribes are medical students or individuals pursuing careers in healthcare, the role is often seen as temporary. This leads to high turnover, requiring continuous hiring and training, which can be a challenge for healthcare facilities to manage.

What are Virtual Medical Scribes?

For physicians looking to minimize staff turnover and streamline documentation, virtual medical scribe services present a viable solution. These remote professionals handle the same responsibilities as in-person scribes, with the key difference being that they work off-site. Virtual scribes listen to live or recorded patient interactions and accurately document the encounter directly in the EHR.

One of the most significant advantages of virtual medical scribes is that healthcare providers do not have to invest time and resources in training. Scribe service companies handle training and quality assurance, ensuring that physicians receive well-prepared support staff. Additionally, virtual scribes alleviate concerns about patient privacy, as they are not physically present in the exam room. They also help eliminate office space constraints, making them a more flexible option for clinics with limited room. Moreover, scribe service providers manage all staffing-related matters, including hiring, scheduling, payroll, and leave, reducing administrative burdens for physicians and practice managers.

Cost Considerations: On-Site vs. Virtual Medical Scribes

One of the primary distinctions between on-site and virtual scribes is cost. In-person scribes are typically paid hourly and may receive additional benefits, adding to operational expenses. They also require extensive training before they can efficiently assist a physician, increasing onboarding costs. Conversely, virtual scribes often provide a more budget-friendly alternative, as they do not require additional expenses such as workspace, employee benefits, or administrative support. Many virtual scribes also use AI-driven documentation tools, further reducing training costs and improving efficiency. However, pricing can vary depending on the service provider, and the quality of documentation remains a crucial factor regardless of the chosen model.

Why Virtual Medical Scribes May Be the Better Choice

There are numerous benefits associated with hiring a virtual medical scribe, including:

• Just like on-site scribes, virtual scribes handle administrative documentation, freeing up physician time.
• Virtual scribes tend to be more cost-effective compared to in-person scribes.
• Practices in rural areas or locations with limited access to trained scribes may find virtual services to be a more practical alternative.
• Since virtual scribes work remotely, no additional office space is needed.
• Some patients may feel more comfortable with a virtual scribe, as they are not physically present during medical visits.

Both on-site and virtual scribes receive specialized training in the medical field they serve. Regardless of which option a healthcare practice selects, integrating a well-structured medical scribe program can significantly enhance physician efficiency, reduce administrative fatigue, and improve overall job satisfaction. By alleviating the burden of documentation, medical scribes allow doctors to focus on what matters most—providing high-quality patient care.