Medical Scribe Virtual Assistant
Documentation is the work that follows your providers home. A virtual scribe captures the visit in your EHR while it happens or right after, so notes are closed during clinic hours, charges are not lost, and the provider is looking at the patient instead of the screen.
What the Virtual Scribe Handles
Visit Documentation
Captures the history, exam, assessment, and plan in your EHR templates as the encounter happens or from a recording right after.
Charge Capture Support
Surfaces the documented detail that supports the level billed so revenue is not lost to thin notes.
Order and Referral Entry
Drafts orders, referrals, and follow-up instructions for provider review and sign-off.
Note Closure Tracking
Tracks open encounters so charts are completed same day instead of aging into a backlog.
Specialty Templates
Documents to your specialty's patterns and your EHR templates, not a generic SOAP shell.
Pended Chart Cleanup
Works down an existing documentation backlog so charges behind unsigned notes get released.
Get Your Providers Out of After-Hours Charting
Tell us your note backlog and specialty. We'll scope a dedicated scribe.
Virtual Scribe Savings Calculator
Most practices underestimate what visit documentation actually costs in-house, because the wage is only part of it. Enter your numbers to see the fully loaded cost and what the virtual model typically saves against it.
Across everyone who touches this task. 40 hrs is roughly one full-time person.
Base wage only. Benefits, payroll tax, and overhead are added automatically below.
Your fully loaded in-house cost
$61,901
per year for visit documentation
Typical annual savings with the virtual model
$30,950 to $43,331
a virtual model commonly runs $18,570 to $30,950/yr
Estimate only. Employer burden and overhead use standard ranges; the savings band reflects what outsourced virtual staffing is widely reported to deliver versus a fully loaded in-house hire. Your quoted rate is a flat monthly figure based on scope. Call 888-701-6090.
The After-Hours Documentation Tax
Providers who document after clinic are paying a tax in unpaid hours, and the practice pays it too: late notes mean late charges, thin notes mean down-coded visits, and a documentation backlog means revenue stuck behind unsigned charts. The burnout cost is real, but the revenue cost is the one that shows up on a report: a visit billed at a level the note does not support is money the practice earned and did not collect.
A virtual scribe removes that tax by doing the documentation work as it happens, so the provider finishes the day with charts closed rather than a queue waiting at home. Same-day closure also means same-day charges, which tightens the entire revenue cycle behind it.
Documentation That Supports the Code
A visit is only paid at the level the note supports. When documentation is rushed, the work was done but the note does not show it, and the claim is down-coded on review. A scribe trained on documentation requirements captures the detail that supports the level actually delivered, which is one of the few revenue improvements that requires no change to how medicine is practiced, only how it is recorded.
This connects directly to the rules on our specialty billing cheat sheets: the same documentation that defends an E/M level on audit is the documentation a scribe is capturing in the room. The scribe is, in effect, building the audit defense as the visit happens rather than reconstructing it later.
What a Virtual Scribe Costs vs an In-House Scribe
The honest comparison is not hourly rate against hourly rate. It is the flat monthly cost of a virtual scribe against the fully loaded cost of an in-house one. The in-house number is the part practices underestimate, which is exactly what the calculator above is built to expose.
| Cost component | In-house scribe | Virtual scribe |
|---|---|---|
| Base pay | Hourly wage or salary | Included in flat monthly rate |
| Benefits and payroll tax | Added on top of wage | None |
| Workspace and equipment | Office space, workstation, EHR seat | None |
| Recruiting and onboarding | Your time and cost | Handled by us |
| Turnover and coverage | Re-hire and re-train on exit | Trained backup included |
| Supervision and QA | Your manager's time | Supervised and quality-reviewed |
Industry cost guides put outsourced virtual scribes well below the fully loaded cost of an in-house hire once benefits, space, turnover, and management are counted, and practices commonly report seeing more patients per day and finishing notes the same day. We quote a flat monthly rate per provider so the number is predictable. Call 888-701-6090 for a quote scoped to your specialty and visit volume.
Real Time or Asynchronous
Some practices want the scribe live during the encounter by audio or video, documenting as the visit unfolds. Others prefer same-day documentation from a recording, which gives the provider flexibility and still closes the chart before the next morning. Both work. The assistant is trained on your EHR templates and your specialty's documentation patterns either way, and the provider always reviews and signs the final note. The model you pick is a workflow preference, not a quality difference.
Onboarding and Coverage
Onboarding runs about two weeks: documenting your specialty's note patterns and EHR templates, provisioning documentation-scoped access, then shadowing and supervised work before the scribe runs independently with quality review continuing in the background. A practice with an existing documentation backlog can also have the scribe work that down so charges trapped behind unsigned notes get released.
You get a named scribe who learns your style, a trained backup so a sick day does not mean a night of catch-up charting, and a supervisor auditing note quality. Continuity matters more with scribing than almost any other role, because a scribe who knows a provider's patterns is far faster than one who does not.
Frequently Asked Questions
Close Notes During Clinic, Not After It
Call 888-701-6090 to add a dedicated virtual scribe.