AI Scribe Policy
Purpose: This policy provides guidelines for the appropriate use of AI scribes by Family Medicine residents. The use of AI scribes must be aligned with institutional, clinic and hospital policies, as well as adhere to the guidelines established by the College of Physicians & Surgeons of Ontario (CPSO).
Scope: This policy applies to all Family Medicine residents in the Western University Family Medicine and Family Medicine-Enhanced Skills programs. The use of AI scribes is allowed only under the conditions outlined below and must be consistent with relevant hospital, clinic and CPSO regulations.
Policy: The use of AI scribes is permitted for Family Medicine residents only in PGY2 and PGY3 years and must be explicitly approved by the supervising physician. The resident must be in good standing with the Family Medicine program, be meeting all expected benchmarks for training as set out by the Postgraduate Competency Committee and must comply with both hospital and clinic policies as well as CPSO regulations regarding the use of AI technology in clinical settings. This does not apply to the use of dictation services which can be used at any time in training.
Conditions of Use
- Approval by Supervisor
The use of AI scribes by a resident requires prior approval from the resident’s supervising physician. The supervisor must assess the suitability of AI scribe use based on the resident’s competence, the nature of the clinical work, and the potential impact on patient care.
- Resident in Good Standing
AI scribes may only be utilized by residents who are in good standing within the Family Medicine Residency program as determined by the Residency Program Committee.
- Eligible Residency Year
AI scribes may only be used starting in the PGY2 year. Residents in PGY1 are not permitted to use AI scribes due to the learning and supervision requirements at this stage of training. Understanding the need for continuous practice readiness and development, residents in good standing can begin using AI scribes starting in PGY2 when they have demonstrated the appropriate competencies and benchmarks as set out by the Postgraduate Competency Committee.
- Adherence to Clinic/Hospital Policies
The use of AI scribes must comply with the specific policies and procedures of the clinical or hospital setting in which the resident is working. Residents and their supervising physicians are responsible for familiarizing themselves with these local policies and ensuring that their use of AI scribes aligns with these guidelines. Residents are to use an AI scribe approved by their preceptor.
- Compliance with CPSO guidelines
The use of AI scribes must adhere to the guidelines set forth by the CPSO, please follow this link for review [https://www.cpso.on.ca/en/physicians/policies-guidance/advice-to-the-profession/ai-scribes-in-clinical-practice]. In particular, AI scribes must be used in a manner that ensures the privacy, confidentiality, and security of patient information in accordance with the Personal Health Information Protection Act (PHIPA) and other relevant legislation. Residents must ensure that AI scribes do not replace the resident’s clinical judgement, and the final clinical documentation must be reviewed and signed by the resident and preceptor as appropriate.
- Limitations of AI Scribes
AI scribes are intended to assist in documentation but are not a substitute for the resident’s professional responsibility in clinical decision-making and patient care. The supervising preceptor remains the most responsible physician for ensuring the quality and accuracy of patient documentation.
Implementation and Monitoring
- The Postgraduate Program Director will be responsible for ensuring that residents and preceptors are made aware of this policy and its requirements at orientation and throughout the residency program as needed.
- Supervisors will be responsible for monitoring the use of AI scribes by residents and for ensuring that the AI scribe is used appropriately and in accordance with this policy.
- The use of AI scribes will be reviewed periodically as part of the residency program’s ongoing evaluation process.
Failure to comply with this policy may result in disciplinary action, including, but not limited to, the suspension of the privilege to use AI scribes, academic review or other actions in accordance with Western University Family Medicine Residency Program’s academic policies.
