AI Scribe is part of MedMe’s Clinical Assistant a powerful tool that listens to your consultations (with patient consent), transcribes them in real time, and autofills clinical documentation including SOAP notes and pharmacy documentation/forms.
Table of Contents
General Information
What is AI Scribe and what does it do?
AI Scribe captures real-time conversations between pharmacists and patients (with consent), transcribes the dialogue, and uses it to auto-fill clinical documentation such as SOAP notes or structured fields in consultation forms. Audio is never stored, only the transcribed text and the final documentation are saved.
How do I activate AI Scribe?
Open a consultation and click “Edit Documentation.”
Click “Start Scribe.”
Confirm verbal patient consent.
Once consent is confirmed, transcription begins and the interface will show a live wave animation and transcript feed.
You may pause or stop the transcription at any time.
Do I need to get patient consent?
Yes, verbal consent is required before every session. You must confirm the patient agrees before the tool is activated. Consent is recorded in the patient’s record. Even if consent was given in a prior session, it must be re-confirmed for each new appointment.
What should I do if my patient withdraws consent from being scribed before or during the appointment/consultation?
It is essential to explain the scribing process to the patient upfront and ensure they are comfortable proceeding. Always give patients the option to opt out if they prefer not to have their consultation transcribed.
If a patient declines scribing before the consultation begins, you can simply proceed with manual documentation—scribing is not required to complete the appointment notes.
If a patient withdraws consent during the consultation or wishes to discuss something off the record, you can pause or stop the scribing at any time by clicking the Pause button. Please note that once a transcription has started, there is currently no way to remove it from the appointment record.
What happens to the account/patient data during the scribing process?
Real-time transcription: When you start scribing a conversation, the interaction between the pharmacist and the patient is transcribed in real time. You can view this live transcription in the right panel of the documentation modal as the conversation progresses.
Processing and note generation: Once the transcription is stopped, the full conversation is re-processed to generate a SOAP note or to pre-fill relevant documentation fields based on the patient's responses during the consultation. The audio recording is not stored and cannot be replayed.
Review and editing: After the fields are pre-filled in the documentation modal, you can review and edit any sections as needed. It's important to verify that the content is clinically accurate and written in a patient-friendly manner. All AI-generated entries are suggestions and can be modified or removed at your discretion.
Finalization and storage: When you’re satisfied with the documentation, clicking the Save/Complete button will securely store the questionnaire responses in MedMe’s databases and generate the corresponding PDF documents for the appointment type based on the collected/transcribed information.
Can I edit the AI-generated documentation?
Yes. Every field and section filled by AI Scribe is fully editable. In future versions, AI-filled fields will be clearly highlighted for easier verification. You’ll also see a prompt reminding you to confirm accuracy before saving. Pharmacists maintain full responsibility for the documentation content.
Does AI Scribe support multiple types of consultations?
Yes. AI Scribe works with various consultation templates, including:
General pharmacist assessments
Minor ailments
MedsCheck appointments
More coming soon.
It intelligently fills in text fields, checkboxes, and radio buttons based on the conversation content.
If there is an appointment type that would benefit from scribing that we don't support today, please reach out to us and we can see what we can do to enable it for you!
Data Security & Privacy/Compliance
Is MedMe and AI Scribe/Clinical Assistant compliant in Canada?
The MedMe platform and the AI scribe functionality is compliant in Canada, you can learn more about our PIPEDA and PHIPA compliant infrastructure in our Privacy Impact Statement.
What data is stored and what is not?
Stored:
Transcriptions of the consultation
Completed documentation (ex. SOAP notes or filled forms)
Consent confirmation
Not stored:
Audio recordings
Any data on third-party servers (used for processing only)
Where is the data processed and stored?
Transcription and document generation are processed in real-time by third-party providers located outside of Canada.
However:
All processing is temporary (data is discarded after processing)
No identifiable data is stored by these providers
Personally identifiable information (PHI) is de-identified before external processing
Final transcriptions and documentation are securely stored in MedMe’s system in compliance with healthcare privacy standards. MedMe is SOC 2 certified and follows industry best standards to ensure the safety and integrity of all data.
How secure is the data?
All data is transmitted over 256-bit encrypted connections
External providers are required by contract to follow a zero-retention policy
MedMe has signed confidentiality agreements with all applicable vendors
Personally identifiable information is stripped out before any third-party processing
Is patient data used to train AI models?
No identifiable patient data is used for training external AI models. In the future, MedMe may use de-identified transcripts to train internal models, but only under existing privacy policies and contractual agreements with pharmacists.
We have agreements in place with all applicable vendors as well to not use data for training purposes as well.
We do have anonymized non-PHI related analytics alongside the optional pharmacist survey to fill out after each transcription session that we use internally to help improve the product experience.
How does MedMe work on preventing 'hallucinations' in the scribing/form filling process?
MedMe takes multiple steps to minimize the risk of AI-generated “hallucinations”—incorrect or fabricated information—in our clinical assistant features. All model outputs are guided and validated using clinical product review prompts, and our team has implemented robust evaluation frameworks to assess and ensure the accuracy of AI-generated content. We also actively collect feedback through surveys after each scribing session, allowing users to flag any issues, which are then promptly reviewed by our team.
Despite these safeguards, MedMe strongly encourages clinicians to review the scribe or clinical assistant’s output carefully before finalizing and sharing it with patients. Human oversight remains essential to maintaining the highest standards of clinical accuracy and safety.
Useful Privacy & Security Links
If there are any security or privacy questions, please reach out to our Privacy Officer and CEO - Purya Sarmadi - at purya@medmehealth.com
Have questions or looking to add new modules to your MedMe platform? Email care@medmehealth.com, or message via live chat!