AI-Scribe for Veterinarians: How Clinics Choose the Right Tool

An AI scribe listens to the conversation during the consultation and produces a draft medical record, which the veterinarian reviews and approves. What an AI scribe is and how it works is described in “What Is an AI Scribe?”. This article focuses on the next step: how the clinic chooses the right tool.

Vendors often describe similar features using different terms. A comparison is therefore most useful when each tool is evaluated based on the same criteria and tested using the clinic’s own consultations.

Eight Questions to Ask Before You Choose

1. How well does the tool handle Swedish and veterinary terminology?

Try using the clinic’s own terminology, the abbreviations that are used, and the slang terms common among the staff. Also try conversations involving multiple people, such as a veterinarian, a veterinary technician, and a pet owner.

2. Do the drafts follow the clinic's medical record templates?

The headings and order in the draft must correspond to how the clinic documents patient records, whether using the SOAP format or the order recommended by Swedish industry guidelines. Ask whether the clinic can use its own templates for different types of visits. The difference between the structures is described in the SOAP Record for Veterinarians.

3. How do proofreading and editing work?

The veterinarian should always be able to review, correct, and add to the draft before the medical record is approved. Check how easy it is to edit the text, and whether the tool can be used to rephrase or clarify certain parts.

4. How are medical records entered into the medical records system?

This is often the factor that determines how much time is actually saved. Ask whether the tool integrates with your specific medical record system, or if the text must be copied over manually. Test the entire process—from data entry to the finished medical record—in the system you use today. How an integration works is described in “How Vetz Integrates with Your Medical Record System.”

5. What else does the tool do besides the journal?

Some tools only generate draft medical records. Others also assist with tasks related to the medical record, such as diagnosis codes, discharge instructions, billing recommendations, or information searches. Assess which of these tasks take the most time at your clinic today.

6. How are data and security handled?

Request written responses before using the tool with medical records or personal data:

• Where are audio recordings, transcripts, and draft case reports processed and stored?
• How long is the data retained, and can the clinic delete it on its own?
• Is the data used to train or improve models, and can the clinic opt out of this?
• Which subcontractors are involved, and how is the clinic notified of changes?
• How are access permissions managed, and what access logs can the clinic review?
• How are security incidents and service termination handled?

7. What equipment is needed?

Ask whether the tool requires installation or special equipment, whether it works in a web browser and on a mobile device, and whether it can be used during video and phone consultations.

8. What does the implementation, support, and trial period entail?

Check what training the team receives, what channels are available for contacting support if problems arise, and whether support is available in Swedish. Also ask if the tool can be tested in daily operations before the clinic commits to it.

Comparison Table

Try the clinic's own consultations

A limited test using the clinic's own typical cases is more revealing than a general demonstration.

1. Select consultation types that correspond to the clinic's typical visits and acoustic environments.
2. Write down the requirements for transcription, journal format, editing, access permissions, and data management.
3. Test the entire workflow, from recording to the final medical record, in the existing medical record system.
4. Assign someone to review the drafts and note any recurring errors.
5. Measure the time spent on documentation before and during the test, for comparable visits.

The veterinarian remains responsible

Regardless of the tool used, the AI-generated draft is a working document. Before approval, the veterinarian must verify that the patient and visit details are correct, that the medical history accurately reflects what was actually said, that the findings are listed under the correct headings, and that the assessment, diagnosis, and prescriptions correspond to the veterinarian’s own decisions. The most important points to review are described in “AI-Based Medical Record Keeping for Veterinarians.”

Here's how Vetz answers the questions

Vetz is a Swedish AI company that develops tools for veterinary care. Here are the results for Vetz:

1. Languages: Vetz supports more than ten languages and handles various dialects and accents. The tool can handle conversations with multiple speakers.
2. Chart Templates: Vetz can be customized to match the clinic’s own templates, and Vetz helps the clinic set them up.
3. Review: The note can be edited manually or with the help of AI, which can improve, rephrase, or clarify the text. The veterinarian always approves the medical record.
4. Medical Record Systems: Vetz integrates with most major medical record systems via the systems’ APIs or export and import functions. Once the integration is active, the approved note is transferred with the click of a button. If a system is not yet supported, it is usually possible to build an integration.
5. Beyond the medical record: Vetz suggests diagnosis codes, generates discharge instructions based on the medical record, provides billing recommendations, and offers a knowledge search in evidence-based sources.
6. Data and Security: Integration with the medical records system is encrypted and conducted in accordance with the GDPR. Questions regarding data storage, third-party providers, and data deletion should be directed to Vetz prior to signing the agreement.
7. Equipment: Vetz runs in your web browser without requiring installation and is available as an app for iPhone and Android. All you need is a device with a microphone, and Vetz also works for video and phone consultations.
8. Getting Started: Vetz offers training and support, and you can try it for free for 14 days without providing credit card information.

Vetz also recommends informing pet owners that AI is used to assist with record-keeping and can provide a sample message. An overview of all features is available on the Vetz features page.

Clinics that want to see how Vetz works with their own consultations can schedule a demonstration.