AI Medical Scribe Checklist — Evaluation Guide

Choosing an AI medical scribe affects how you document every patient encounter. The wrong tool creates more work; the right one gives you time back. This checklist covers the six areas that matter most when evaluating AI scribe solutions.

Use it during product demos, free trials, and internal discussions. Check off items as you verify each one.

Tip: Print this checklist or copy it into a shared document so your team can evaluate together.

Documentation quality checklist

The core job of an AI scribe is producing accurate, clinician-ready notes. Start here.

[ ] Notes are clinically accurate for straightforward visits (single complaint, clear diagnosis)
[ ] Notes handle complex visits well (multiple complaints, chronic disease management, medication reconciliation)
[ ] Medical terminology is used correctly and consistently
[ ] Note structure matches your preferred format (SOAP, problem-oriented, narrative, etc.)
[ ] Subjective section captures the patient's reported history accurately
[ ] Objective section documents exam findings without hallucinating details
[ ] Assessment reflects clinical reasoning, not just a restatement of the complaint
[ ] Plan items are specific and actionable (medications with doses, follow-up timing)
[ ] Notes distinguish between what the patient said and what the clinician observed
[ ] The tool avoids inserting findings or diagnoses that were not part of the encounter

Documentation quality is non-negotiable. If the notes require heavy editing after every visit, the tool is adding work rather than saving it. For more on what to expect from note quality, see our comparison of AI medical scribes.

Workflow checklist

A great note generator that disrupts your workflow is not a great product. Evaluate how the tool fits into your day.

[ ] Starting and stopping documentation is quick (under 10 seconds)
[ ] The tool works with your visit flow — it does not require you to change how you interact with patients
[ ] Notes are available for review within a reasonable time after the encounter
[ ] The review and editing interface is fast and intuitive
[ ] Templates or note formats can be customized to match your preferences
[ ] The tool supports both in-person and telehealth visits
[ ] Multi-patient workflows are handled without manual switching or data leakage
[ ] Notes can be exported or copied to your EHR without excessive manual steps
[ ] The tool works on the devices you actually use (phone, tablet, desktop)
[ ] Mobile experience is functional, not just a shrunk-down desktop interface

Security and compliance checklist

Patient data security is a baseline requirement, not a feature to market. Verify these items with the vendor directly.

[ ] Vendor signs a Business Associate Agreement (BAA)
[ ] Data is encrypted in transit and at rest
[ ] The vendor can describe where patient data is processed and stored
[ ] Audio from encounters is not retained after note generation (or retention policy is clearly documented)
[ ] The vendor has a documented incident response plan
[ ] Access controls exist (role-based access, audit logs)
[ ] The vendor has SOC 2 or equivalent security certification
[ ] Data processing complies with applicable regulations (HIPAA, state privacy laws, GDPR if relevant)

Do not accept vague assurances about security. Ask the vendor to show their BAA, describe their data flow, and explain their retention policies in plain language. For more on what compliance looks like in practice, see our HIPAA compliance overview.

Pricing checklist

AI scribe pricing varies widely, and the cheapest option is not always the most cost-effective. Understand what you are paying for.

[ ] Pricing model is clear (per clinician, per encounter, flat rate, tiered)
[ ] There are no hidden fees for features you need (export, templates, multi-device)
[ ] Usage limits are documented (number of encounters, minutes per encounter, number of users)
[ ] Contract terms are reasonable (month-to-month available, or manageable commitment length)
[ ] The free trial is long enough to evaluate meaningfully (at least two weeks of active use)
[ ] Pricing scales reasonably as your practice grows
[ ] You understand what happens to your data if you cancel

Compare your estimated per-visit documentation time savings against the subscription cost. Even modest time savings — five minutes per visit across twenty visits per day — add up. See our pricing page for Dictum's approach to transparent pricing.

Specialty fit checklist

AI scribes trained primarily on primary care data may struggle with specialty-specific terminology and note structures. Check fit for your practice.

[ ] The tool handles your specialty's terminology correctly (not just primary care vocabulary)
[ ] Note structure can be adapted for specialty-specific formats (procedure notes, consult notes, therapy notes)
[ ] The tool has been tested with or is used by clinicians in your specialty
[ ] Specialty-specific templates or configurations are available
[ ] The tool handles relevant procedure documentation (if applicable to your practice)

If your specialty uses unique documentation patterns — structured psychiatric evaluations, surgical operative notes, ophthalmology exam formats — test those specific scenarios during the trial.

Trial evaluation checklist

Use the trial period strategically. A two-day test is not enough to evaluate a tool you will use for every patient encounter.

[ ] Test with at least 20–30 real patient encounters across different visit types
[ ] Evaluate both simple visits and complex, multi-problem visits
[ ] Have at least two clinicians trial the tool independently
[ ] Time your documentation workflow with and without the tool
[ ] Review notes for accuracy and completeness, not just speed
[ ] Test the export or EHR integration workflow end to end
[ ] Check how the tool handles interruptions (phone calls, patient leaving and returning, side conversations)
[ ] Test in your actual clinical environment (noise levels, connectivity, device setup)
[ ] Ask your billing or coding staff to review AI-drafted notes for documentation sufficiency
[ ] Document any issues and test whether vendor support resolves them promptly

Putting it together

No AI scribe will score perfectly on every item. The goal is to identify which items are dealbreakers for your practice and which are nice-to-haves. A tool with strong documentation quality and good security but a clunky mobile interface may still be the right choice if you primarily use a desktop.

Prioritize:

Documentation accuracy — if the notes are not clinically sound, nothing else matters
Security and compliance — non-negotiable for handling patient data
Workflow fit — the tool should save time, not shift where you spend it
Pricing transparency — you should understand exactly what you are paying for
Specialty fit — especially important outside primary care
Trial experience — a good trial experience usually predicts a good long-term experience

How Dictum measures up

Dictum is designed to produce review-ready clinical documentation from patient encounters and dictation. It supports customizable templates, works offline for clinicians without reliable connectivity, and handles EHR export to keep notes in the chart where they belong.

Rather than claiming to be the right fit for every practice, we encourage clinicians to use this checklist during the trial — including against Dictum. See our pricing page for plan details and start a free trial to evaluate with real patient encounters.

Frequently asked questions

What should I look for in an AI medical scribe? Focus on documentation quality, workflow integration, security and compliance, pricing transparency, specialty fit, and whether the tool offers a meaningful trial period. A structured checklist helps you evaluate these areas systematically rather than relying on demo impressions alone.

How long should I trial an AI medical scribe before deciding? Plan for at least two weeks of active use. One week is rarely enough to assess documentation quality across different visit types, and you need time for the tool to show how it handles edge cases like complex patients and multi-problem visits.

Do all AI medical scribes require an internet connection? Most do. Some tools, including Dictum, offer offline functionality where the encounter is captured locally and processed when connectivity resumes. This matters for clinicians who work in rural areas, mobile settings, or facilities with unreliable Wi-Fi.

How do I evaluate documentation quality during a trial? Compare AI-drafted notes against your manually written notes for the same types of visits. Check for clinical accuracy, appropriate level of detail, correct use of medical terminology, and whether the note structure matches your preferred format.

Should I involve my whole team in the evaluation? Yes. Clinicians, medical assistants, billing staff, and IT should all have input. Each role interacts with documentation differently and will catch issues the others might miss.

What security certifications should an AI medical scribe have? At minimum, the vendor should sign a Business Associate Agreement (BAA) and demonstrate HIPAA compliance. SOC 2 certification, data encryption in transit and at rest, and clear data retention policies are additional indicators of a mature security posture.

Can I switch AI scribes after committing to one? Yes, but switching has costs — retraining staff, adjusting templates, and potentially losing custom configurations. A thorough initial evaluation reduces the likelihood of needing to switch later.

Ready to evaluate Dictum against this checklist? Start a free trial and test it with real patient encounters — no commitment required.