Solving the Documentation Dilemma to Enhance Wellbeing in Veterinary Medicine

The veterinary profession is nothing short of incredible. From squeezing in emergency appointments and performing lifesaving surgeries to treating unusual conditions and supporting clients with limited funds — veterinarians do it all. They’re expected to know an extraordinary amount and switch gears every 15 minutes. And just when it seems like enough, there’s the added challenge of keeping up with paperwork — the icing on the cake.

The Demands of Medical Records in Veterinary Medicine

The College of Veterinarians of Ontario states that medical records provide the basis for continuity of care, ensuring seamless treatment from one veterinarian to the next. These legal documents capture the veterinarian’s thought process, decisions, and interactions, all of which impact patient outcomes.

As a small animal veterinarian, I’m acutely aware of the daily balancing act of practicing veterinary medicine. Providing top-notch communication and value to clients during appointments while writing thorough records has always been challenging — especially without a lull in the schedule.

There are rarely enough hours in the day to manage in-depth client calls or complex case follow-ups unless time is specifically scheduled. In my experience, this built-in time is often the first to get filled with emergencies or sick patient workups. That leaves lunch breaks and after-hours for these “non-billable” tasks — additional work without compensation.

Medical records are expected to be completed daily, yet I’ve known doctors who’ve fallen weeks, even months, behind. At that point, records become a looming, stressful task, and the quality of what can be recalled inevitably suffers. Staying hours after shifts or working on records over the weekend leads to frustration, job dissatisfaction, and ultimately, burnout. I’ve been there, and I know how much quality of life suffers when daily tasks spill over into personal time.

Finding Balance in a Busy Practice

An article from the American Veterinary Medical Association highlights the primary contributors to burnout in veterinary medicine: unfair treatment, unmanageable workloads, unclear roles, poor communication, and excessive time pressures. I believe scribe software can significantly address two of these — unmanageable workloads and unreasonable time pressures.

The same challenges exist in human medicine. The burden of clinical documentation has become so severe that it’s linked to clinician burnout, job dissatisfaction, and even worsened quality of care. Some researchers warn it threatens the stability of the physician workforce.

Now picture this: It’s Friday afternoon. You’ve worked hard all week, and it’s 5:30 pm — your clinic closes at 6 pm. You’re on top of your files and client communication notes. You finish your last appointment, complete your record, and walk out the door at 5:55 pm.

Does this sound like a dream? It shouldn’t. And I hope it feels within reach as you read on.

Embracing Technology to Enhance Veterinary Wellbeing

In the past, fillable templates and saved discussion points were the go-to for efficiency, but they still required duplication of effort. There was no way to passively collect information during exams or client conversations.

My brother, Ryan, saw this problem firsthand in late 2019 when I was regularly staying late at work, buried in records. After shadowing me at the clinic and seeing the hours I spent duplicating information, he promised to find a solution.

That promise led to the creation of Scribenote, the first AI-powered scribe software for veterinarians. A few years and iterations later, Scribenote now serves thousands of users across North America and has generated more than three million medical records. Before Scribenote, I regularly stayed hours after my shift, exhausted and overwhelmed. Now, I wrap up my notes quickly and walk out on time — without sacrificing record quality.

How AI Scribe Software Works

If you haven’t experienced the magic of an AI scribe software, here’s how it works: You press a button, conduct your exam, engage in conversation, and hit stop. Instantly, you get a perfectly categorized, accurate medical record — without the extra fluff.

I understand the hesitation around integrating AI into daily workflows, but new users are often surprised by how seamlessly it fits. Everything you need — from dental and ultrasound notes to recording, editing, and sharing — is consolidated in one place. Team members can even start recordings on behalf of others, fostering better communication and efficiency.

The greatest benefit is peace of mind. In the past, I’d often forget crucial discussion points by the time I sat down to write records. AI scribes capture every detail, ensuring nothing important is missed. Each record is date- and time-stamped, easily transferred to practice management software, and includes a full transcript and audio file. It even helps track promises like sending emails or client handouts — freeing up mental space to focus on patient care.

With continuous updates and user feedback, AI scribe tools like Scribenote have modernized how we manage patient information. Features like callback summaries, recap functionalities, and multi-pet records demonstrate their versatility, and mobile accessibility ensures support is always within reach.

The Future of Documentation in Veterinary Medicine

AI scribes are already showing promise in human medicine, with studies demonstrating reduced documentation time and improved note quality. In primary care, AI scribes have enhanced the clinician and patient experience, with some physicians calling the technology transformational.

Easing the Pressure: Prioritizing Care and Wellbeing

The pressure to accommodate every appointment request is a constant struggle. But with documentation covered, a significant weight is lifted. Reduced mental exhaustion allows me to be more present and focused — for my patients, my clients, and myself.

The veterinary profession will always be unpredictable — complex cases, diverse client needs, and daily challenges. But by embracing tools that ease our workload, we can focus on what truly matters: delivering exceptional patient care, building meaningful client connections, and safeguarding our own wellbeing.

By reducing administrative burdens, AI scribes empower us to dedicate more time to our patients — and to ourselves. And ultimately, a well-supported veterinarian is a better veterinarian.