What a Virtual Medical Scribe Does During Patient Visits

In today’s fast-paced healthcare environment, physicians are under increasing pressure to balance patient care with ever-growing documentation requirements. To help alleviate this burden, many practices have turned to virtual medical scribe services. These remote professionals play a vital role in ensuring accurate and timely documentation, allowing physicians to focus more on patient interaction. But what do medical scribes do exactly during patient visits—especially when working virtually?

Let’s explore the workflow of a virtual medical scribe and understand how they support clinical teams from a distance.

Understanding the Role of a Virtual Medical Scribe

A virtual medical scribe is a trained individual who listens in on patient visits—usually through a secure audio or video connection—and documents all relevant clinical information in real-time. Unlike traditional in-person scribes, virtual scribes work remotely, often from another city or country. However, their impact on the physician’s productivity and the quality of patient documentation is just as significant.

These professionals are typically well-versed in medical terminology, electronic health record (EHR) systems, and clinical workflows. Their job is not to diagnose or treat but to ensure that everything discussed in the exam room is properly recorded.

Before the Visit: Preparation

Before a patient visit even begins, virtual scribes prepare by reviewing the patient’s chart, including previous notes, lab results, imaging studies, and medication lists. This allows them to understand the context of the upcoming encounter and anticipate what information will be important to capture.

Scribes may also communicate with the physician ahead of time to clarify expectations, review specific templates, or discuss any special documentation needs. Some virtual medical scribe services even offer tailored support based on a physician’s specialty, helping scribes align with common terminology and procedures in that field.

During the Visit: Real-Time Documentation

So, what do medical scribes do during the actual patient encounter?

Once the physician begins the visit, the virtual scribe listens in discreetly, often through a headset or a conference call. Their primary responsibility is to transcribe the physician-patient interaction into the EHR in real time. This includes:

• Documenting the chief complaint and history of present illness

• Recording the review of systems (ROS) and past medical history

• Capturing physical exam findings as dictated by the provider

• Logging diagnostic impressions, lab orders, and imaging requests

• Drafting treatment plans, follow-up instructions, and prescriptions

Because they’re not physically present, virtual scribes rely on attentive listening and clear audio to ensure accuracy. Many also use smart templates or custom macros within the EHR system to speed up the process while maintaining consistency and compliance.

In some cases, the scribe may also flag missing information or alert the physician if something requires clarification, helping ensure the documentation is complete and legally sound.

After the Visit: Finalization and Review

Once the visit concludes, the scribe typically reviews and finalizes the documentation. They may double-check for spelling errors, confirm correct coding terms, and ensure all relevant clinical elements are included. Depending on the setup, the physician might review and approve the note before it becomes a permanent part of the patient's medical record.

Some virtual medical scribe services also provide additional support such as:

• Tracking patient follow-ups

• Uploading referral letters

• Managing medical coding support

• Helping with data entry for chronic care management

This post-visit assistance further enhances efficiency and allows physicians to wrap up their day with less paperwork.

Benefits of Using Virtual Medical Scribe Services

The advantages of working with virtual medical scribes are substantial. For physicians, the most immediate benefit is more face time with patients and less time staring at screens. This can lead to improved patient satisfaction, better clinical outcomes, and reduced burnout among providers.

Healthcare organizations also benefit from increased documentation accuracy, reduced errors, and faster chart completion—often within the same day. Additionally, virtual scribes offer flexibility in staffing and cost-efficiency, making them a practical solution for practices of all sizes.

Final Thoughts

So, what do medical scribes do during patient visits? In short, they ensure that the physician’s words become a complete, compliant, and accurate medical record—without interrupting the flow of care. By leveraging virtual medical scribe services, providers can spend more time practicing medicine and less time on documentation, ultimately enhancing both patient and provider experiences.

As healthcare continues to embrace technology, virtual scribes will undoubtedly remain a key component in modern medical practices.