AI Medical Scribe Buyer's Guide
How to compare AI scribes on accuracy, privacy, workflow fit and cost, with evaluation criteria, an implementation roadmap, an ROI framework and the mistakes to avoid.
What to compare
Key evaluation criteria
Score each vendor on these four areas. The weights are a suggested starting point, so adjust them to your practice's priorities.
Accuracy & quality30%
- Medical terminology recognition accuracy
- Specialty-specific vocabulary support
- Context understanding and clinical reasoning
- Error rates and correction mechanisms
- Quality assurance processes
Security & compliance25%
- HIPAA compliance and BAA availability
- Data encryption (in transit and at rest)
- Access controls and audit logging
- Independent security audits (e.g. a SOC 2 Type II report)
- Data residency and retention policies
Integration & workflow25%
- How notes get into your EHR
- Minimal disruption to your workflow
- Real-time vs. batch processing
- Mobile and web access
- API availability and documentation
Cost & ROI20%
- Total cost of ownership
- Implementation and training costs
- Time savings and efficiency gains
- Scalability and volume pricing
- Contract terms and flexibility
The market
Types of AI scribes
Most AI scribes fall into one of three groups. Knowing which group a vendor is in tells you a lot about cost, setup and who it's built for.
Enterprise scribes
- Built for large health systems, with deep integration into a single EHR
- Usually the highest cost, often with multi-week implementations and IT involvement
Best for: Health systems with dedicated IT and integration teams
Mid-market scribes
- Healthcare-focused, with moderate pricing and setup
- Specialty coverage varies, so check for your note types
Best for: Group practices in common specialties
General-purpose transcription tools
- Low cost and quick to start
- Often not built for clinical notes, and many will not sign a BAA
Best for: Non-clinical use only, unless the vendor signs a BAA
Where ReasonNotes fits
An EHR-agnostic scribe for therapists and small practices
- HIPAA compliant, with a BAA included on every plan
- Works with any EHR: copy your note in one click or use the Chrome extension, so no IT project is needed
- Note formats for both therapy (DAP, BIRP, progress notes) and medicine (SOAP)
- $50/month for the first 3 months, then $99/month, with a 7-day free trial
Best for
Therapists, solo clinicians and small practices without IT staff.
For reference
Published list prices for other AI scribes: DAX about $600/month, Suki $299–399/month, DeepScribe about $667/month.
Getting notes into your EHR
Two ways AI scribes connect to your EHR
Deep EHR integration
The scribe writes directly into one EHR. It can feel seamless once it's live, but it comes with trade-offs:
- Usually needs IT department approval
- Weeks or months to implement
- Limited to the EHRs the vendor supports
- Higher implementation costs
Set up integration → Record the visit → Note generated → Inserted into the EHR
EHR-agnostic (copy/paste or browser extension)
The scribe sits alongside your EHR, and you move the finished note across in a click. This is how ReasonNotes works.
- Works with any EHR system
- No IT approval or integration project
- Start using it in minutes
- Same HIPAA protections and BAA
Install the extension → Record the visit → Note generated → Copy/paste into the EHR
Step by step
Implementation roadmap
What rollout looks like with an EHR-agnostic scribe such as ReasonNotes. Deep-integration tools add an IT project in phase 2.
- 1
Assessment & planning
1–2 days- Conduct a needs assessment and workflow analysis
- Define success metrics and ROI expectations
- Evaluate vendor options and request demos
- Negotiate contracts and security agreements
- Plan the implementation timeline and resources
- 2
Setup
Minutes with the Chrome extension- Install the Chrome extension from the web store
- Sign up for a ReasonNotes account
- Configure specialty-specific templates
- Test the copy/paste workflow with your EHR
- Start right away, with no IT integration needed
- 3
Training & go-live
Same day- Watch the quick tutorial videos (15 minutes)
- Practice with sample patient scenarios
- Start using it with real patients
- Copy/paste generated notes into your EHR
- Get support by chat or email as needed
- 4
Optimization
Ongoing- Analyze usage patterns and efficiency gains
- Refine templates for your specialty
- Keep up with support and product updates
- Monitor ROI and user satisfaction
- Plan for feature updates and expansion
Making the case
ROI framework
How to estimate the return on an AI scribe. The figures below are a worked example using sample inputs. Plug in your own numbers with our ROI calculator.
Time savings
2.5 hrs/day × 75% saved × $75/hr × 250 days ≈ $35,156/year per provider
Primary benefit: the value of documentation time given back.
Accuracy improvement
5% fewer claim denials × $50,000 annual claims = $2,500/year
Secondary benefit: better billing accuracy and faster payment.
Burnout reduction
Each physician departure avoided saves an estimated $500,000–$1,000,000 in turnover costs
Long-term benefit: better provider retention and satisfaction.
Patient satisfaction
More face-to-face time improves the patient experience
Qualitative benefit: better patient relationships and outcomes.
Worked example: one provider
$37,656
Estimated yearly value (time + claims)
3,070%
ROI against $1,188/year ($99/month)
~8 days
Working days to pay back the yearly cost
Based on sample inputs: 2.5 hours of documentation a day, 75% of it saved, time valued at $75/hour, 250 working days, plus $2,500 from fewer claim denials. Your results will differ. The value of saved time depends on how you use it. Try the ROI calculator
Avoid these
Common selection mistakes
Focusing only on price
High impactChoosing the cheapest option without weighing accuracy, security or long-term costs.
Instead
Evaluate total cost of ownership, including training, support and the cost of a potential security breach.
Ignoring security requirements
Critical impactNot confirming HIPAA compliance and proper data protection.
Instead
Require a signed BAA, independent security audit reports (such as SOC 2) and detailed security documentation before you evaluate further.
Inadequate pilot testing
Medium impactRolling out without proper testing in real clinical settings.
Instead
Run a thorough pilot with representative visits and measure actual performance.
Poor change management
High impactNot preparing staff for new workflows and technology.
Instead
Invest in training and change management from day one.
Deciding
Quick decision framework
- 1
If security and compliance are your top priority
Choose a solution with a HIPAA-first design, independent security audits and a comprehensive BAA.
- 2
If accuracy and specialty support matter most
Look for specialty-specific templates and strong medical terminology accuracy. Test it with your own visits.
- 3
If budget is the main constraint
Focus on total cost of ownership, not just the monthly fee. Include training, support and potential security costs.
- 4
If you don't have IT staff or want to avoid integration projects
Choose an EHR-agnostic tool like ReasonNotes, which works with any EHR by copy/paste or Chrome extension. A good fit for solo clinicians, family practices and small practices without dedicated IT support.
Try before you commit
See how ReasonNotes measures up.
Test it on your own visits for 7 days, free. HIPAA compliant with a BAA on every plan, works with any EHR, and your note is ready in about a minute.
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