Virtual Scribes and Physician Time Spent on Electronic Health Records

Importance Time on the electronic health record (EHR) is associated with burnout among physicians. Newer virtual scribe models, which enable support from either a real-time or asynchronous scribe, have the potential to reduce the burden of the EHR and EHR-related documentation. Objective To characterize the association of use of virtual scribes with changes in physicians’ EHR time and note and order composition and to identify the physician, scribe, and scribe response factors associated with changes in EHR time upon virtual scribe use. Design, Setting, and Participants Retrospective, pre-post quality improvement study of 144 physicians across specialties who had used a scribe for at least 3 months from January 2020 to September 2022, were affiliated with Brigham and Women’s Hospital and Massachusetts General Hospital, and cared for patients in the outpatient setting. Data were analyzed from November 2022 to January 2024. Exposure Use of either a real-time or asynchronous virtual scribe. Main Outcomes Total EHR time, time on notes, and pajama time (5:30 pm to 7:00 am on weekdays and nonscheduled weekends and holidays), all per appointment; proportion of the note written by the physician and team contribution to orders. Results The main study sample included 144 unique physicians who had used a virtual scribe for at least 3 months in 152 unique scribe participation episodes (134 88.2% had used an asynchronous scribe service). Nearly two-thirds of the physicians (91 physicians 63.2%) were female and more than half (86 physicians 59.7%) were in primary care specialties. Use of a virtual scribe was associated with significant decreases in total EHR time per appointment (mean SD of 5.6 16.4 minutes; P lt; .001) in the 3 months after vs the 3 months prior to scribe use. Scribe use was also associated with significant decreases in note time per appointment and pajama time per appointment (mean SD of 1.3 3.3 minutes; P lt; .001 and 1.1 4.0 minutes; P = .004). In a multivariable linear regression model, the following factors were associated with significant decreases in total EHR time per appointment with a scribe use at 3 months: practicing in a medical specialty (−7.8; 95% CI, −13.4 to −2.2 minutes), greater baseline EHR time per appointment (−0.3; 95% CI, −0.4 to −0.2 minutes per additional minute of baseline EHR time), and decrease in the percentage of the note contributed by the physician (−9.1; 95% CI, −17.3 to −0.8 minutes for every percentage point decrease). Conclusions and Relevance In 2 academic medical centers, use of virtual scribes was associated with significant decreases in total EHR time, time spent on notes, and pajama time, all per appointment. Virtual scribes may be particularly effective among medical specialists and those physicians with greater baseline EHR time.