Increase patient reporting efficiency and reduce administrative backlog with AI Scribe.
Like most audiology teams, WTRC's clinicians were spending almost as much time manually writing up appointment reports as they spent seeing patients.
After a hands-on pilot with VitaScribe's audiology-specific AI scribe, WTRC's clinicians eliminated a 130-report documentation backlog within a single week while managing their new and incoming patient workload, greatly increasing the efficiency of the entire clinical team.
The result: faster documentation, fewer missed billable details, and a scribe built around how audiologists actually talk and work.
The challenge — administrative backlog
Audiologists and staff at WTRC were experiencing growing administrative workloads due to a slow and inefficient manual reporting and review process, resulting in a considerable backlog of critical patient reports.
The WTRC team tried generic note and report dictation tools that promised to make the process more efficient, but found they weren't audiology-specific, forcing clinicians to proofread and correct every note by hand. The generic tools also failed to filter out irrelevant conversation, leaving clinicians to manually trim notes after every visit and actually increasing the workload.
Underneath the backlog was a root problem common across the profession: audiology has its own unique vocabulary, workflow, and billing requirements, and thus general-purpose scribes simply aren't built for this specialty.
The solution — an AI scribe built for audiology
VitaScribe is an AI documentation platform purpose-built for audiology practices, automating clinical notes, CPT code support, and clinic analytics so audiologists can spend less time on paperwork and more time with patients.
VitaScribe gave WTRC's clinicians an AI scribe trained on audiology terminology and workflows from the ground up, recognizing terms like Hz, dB, SRT, and pure tone average correctly and consistently.
During the trial, clinicians used VitaScribe to:
- Generate clinical notes in real time during appointments, and retroactively for backlogged visits
- Automatically filter out personal small talk and non-clinical conversation
- Generate an end-of-visit task list for follow-up items
- Access the tool seamlessly across desktop and mobile, which helped clinicians work around office Wi-Fi limitations
- Receive full-team onboarding, training, and ongoing technical support to maximize adoption and utility
Onboarding ran in parallel with the trial, with the VitaScribe team resolving early technical issues, including a WebSocket connectivity issue, on the same day they were raised.
The outcomes — backlog gone, efficiency and confidence up
Within a week of deploying VitaScribe in daily use, the team was able to catch up on 130 backlogged patient reports as well as handle new incoming patients and capture notes in real time with the highest accuracy.
“It does not matter how I said the word, aural always came out oral. I know I'm a Texan, but I could say it different ways, and it thought the same thing every time.”
Clinicians also found the notes came out cleaner, with personal conversation automatically filtered from clinical content, and noted the tool surfaced patient-reported details they had already forgotten by the end of the visit.
“I want to truly try to articulate how appreciative I am that y'all created this audiology specific. That has made a world of difference because it knows what a Hertz is. It knows what a dB is. It knows all the things.”
One clinician compared her own end-of-visit task list against VitaScribe's generated list for the same patient. The tool came back at 100% accuracy; her own list was 98%.
“There was one patient where y'all had it at 100%, and she had 98%. Something I didn't even know. I was like, oh, I need to get paperwork for that.”
The bottom line
WTRC converted its pilot program to a full deployment of the VitaScribe platform across its clinic at roughly half the cost of the team's prior tool, saving money and time while increasing team efficiency and maintaining reporting accuracy.
“I truly am a fan of this.”
About VitaScribe
VitaScribe is an artificial intelligence-powered clinical documentation platform built specifically for audiologists and hearing care professionals. It is designed to reduce the time spent on administrative paperwork by listening to and transcribing patient appointments in real time.