AI Medical Scribe for Telehealth Platforms

The digital health revolution has fundamentally transformed how patients access care, but virtual care platforms face a persistent challenge: providers spend as much time documenting telehealth visits as they do in-person encounters, despite the inherent efficiency promise of digital care. Screen fatigue, documentation burden, and the awkwardness of typing during video consultations create friction that undermines the patient experience and provider satisfaction that telehealth should deliver.

OrbDoc’s AI medical scribe is purpose-built for telehealth platforms, enabling providers to document virtual visits naturally through voice while maintaining eye contact and engagement with patients. Our deep integration capabilities, multi-state compliance framework, and virtual care-specific workflows transform telehealth documentation from a technical obstacle into a seamless component of high-quality digital care delivery.

The Telehealth Documentation Challenge

Virtual care platforms have scaled rapidly to meet patient demand, but documentation workflows haven’t kept pace with the unique demands of digital health delivery:

Screen Competition During Video Visits: Providers face the impossible choice between maintaining eye contact with patients on camera or looking down at their keyboard to take notes. This creates an awkward dynamic where patients watch their provider type, undermining the personal connection that high-quality care requires. The virtual barrier is amplified when providers appear distracted by documentation tasks.

Platform Fragmentation: Telehealth companies often operate across multiple video platforms, EHR systems, and state jurisdictions, each with different technical requirements and compliance standards. Providers must navigate multiple interfaces, documentation templates, and regulatory frameworks depending on where the patient is located and which systems are in use.

Asynchronous Care Complexity: Beyond real-time video visits, virtual care includes eVisits, asynchronous consultations, remote monitoring data review, and store-and-forward specialty consults. Each modality requires different documentation approaches, but most EHR systems are designed around synchronous in-person encounters.

Provider Burnout in Virtual Settings: The promise of telehealth was greater work-life flexibility and efficiency. Instead, many virtual care providers experience the same documentation burden as traditional practice, often working after-hours to complete notes from daytime video visits. The efficiency gains of eliminating commute and physical infrastructure are negated by persistent administrative overhead.

Quality Metrics and Reimbursement: Payers and quality reporting programs increasingly scrutinize telehealth documentation, requiring the same level of detail as in-person visits despite the abbreviated nature of many virtual encounters. Incomplete documentation risks denied claims and poor quality scores, while over-documentation wastes provider time.

These challenges aren’t merely operational inefficiencies—they directly impact the value proposition that telehealth platforms offer to providers, patients, and health systems. Screen-free, voice-first documentation is essential to unlocking the full potential of virtual care.

Telehealth Platform Integration

OrbDoc integrates seamlessly with telehealth platforms through flexible API connections and native EHR synchronization, enabling documentation workflows that feel natural within existing virtual care delivery systems.

Video Platform Integration: Our AI scribe connects directly to major video conferencing platforms used in telehealth—including proprietary telehealth platforms, Zoom for Healthcare, Microsoft Teams for Healthcare, and Doxy.me. The integration allows OrbDoc to capture the audio stream from video visits without requiring separate recording setup or disrupting the patient-provider interaction.

During a video consultation, the provider simply conducts the visit naturally while OrbDoc captures the conversation in real-time. The AI distinguishes between provider and patient speech, identifies clinical content, and structures the encounter into standard documentation formats. The technology works whether the visit is conducted on desktop, tablet, or mobile device.

EHR Synchronization: Documentation flows automatically from OrbDoc into the telehealth platform’s connected EHR system. For platforms that use Epic, Cerner, Athenahealth, or other major EHR systems, our pre-built integrations enable one-click note insertion directly into the patient’s chart with appropriate visit metadata.

For telehealth platforms with proprietary EHR systems, our developer-friendly API enables custom integration that respects the platform’s data models and workflows. Documentation is structured to match platform-specific templates, ensuring consistency and reducing the need for manual reformatting.

State-Specific Documentation Templates: Telehealth platforms often serve patients across multiple states, each with different documentation requirements for virtual care. OrbDoc automatically applies state-specific templates based on the patient’s location and the provider’s licensure, ensuring compliance with state telemedicine regulations.

For example, when a provider licensed in Texas sees a patient located in Florida, the system automatically applies Florida’s specific requirements for patient consent documentation, provider identification, and follow-up care instructions. The provider doesn’t need to remember state-specific rules—the system enforces them automatically.

Billing and Coding Optimization: Telehealth reimbursement rules vary by payer, state, and service type. OrbDoc’s AI analyzes each virtual encounter and suggests appropriate CPT codes with telehealth-specific modifiers, place of service codes, and documentation elements required for reimbursement.

The system flags visits that may not meet payer-specific telehealth coverage criteria, allowing providers to adjust documentation before claim submission. This reduces denial rates and accelerates revenue cycle management for telehealth platforms.

Platform Agnostic Architecture: While we offer deep integrations with major platforms, OrbDoc’s architecture is intentionally platform-agnostic. This enables telehealth companies to use OrbDoc across their entire technology stack, regardless of which video platform, EHR system, or practice management software is in use. The consistent documentation experience across platforms reduces training burden and improves provider satisfaction.

Screen-Free Virtual Care

The defining advantage of voice-first documentation in telehealth is the ability to conduct truly screen-free virtual visits where providers can focus entirely on the patient rather than splitting attention between the video window and the documentation interface.

Natural Conversation Capture: During a video visit, the provider conducts the consultation conversationally, asking questions and providing information naturally while maintaining eye contact with the camera. OrbDoc captures this dialogue and extracts clinical content—symptoms, examination findings (to the extent possible in virtual care), diagnoses, treatment plans, and patient education.

The AI is trained to recognize telehealth-specific language patterns, such as “I can see on the video that the rash appears raised” or “Based on what you’re showing me, it looks like…” This contextual understanding ensures accurate documentation of virtual physical examinations and visual assessments.

Reduced Provider Screen Time: Studies show that excessive screen time contributes to provider burnout and eye strain, particularly problematic in telehealth where the entire patient interaction occurs through a screen. By eliminating the need to type during visits, OrbDoc reduces total screen time while paradoxically improving documentation quality.

Providers report feeling less fatigued after a full day of telehealth visits when using voice documentation, as they’re not constantly switching visual focus between the patient’s video window and the EHR interface.

Enhanced Patient Engagement: Patients notice when their provider is fully present versus distracted by documentation tasks. In virtual settings where nonverbal cues are already limited, the visual signal of a provider typing creates distance and reduces the perception of attentiveness.

With OrbDoc, providers can maintain natural eye contact and body language throughout the visit. Patients report higher satisfaction scores and better perception of provider empathy when documentation is handled via voice rather than typing.

Ambient Documentation Mode: For telehealth platforms that prefer not to record patient audio, OrbDoc offers an ambient documentation mode where the provider speaks clinical notes into the system during or immediately after the visit without capturing patient speech. This approach provides many of the screen-free benefits while addressing privacy concerns some platforms may have.

Mobile Telehealth Support: Many providers conduct telehealth visits from tablets or smartphones, particularly when offering after-hours or travel coverage. Voice documentation is especially valuable on mobile devices where typing is cumbersome and screen space is limited. OrbDoc’s mobile app enables high-quality documentation regardless of device, ensuring consistent quality across the platform’s provider network.

Post-Visit Efficiency: Immediately after concluding a video visit, the provider can review the AI-generated note, make any necessary edits via voice or text, and sign off—typically in under 60 seconds. This eliminates the common telehealth pattern of scheduling “buffer time” between visits for documentation, allowing platforms to increase provider capacity and patient access.

Multi-State Licensing and Compliance

Telehealth platforms operating across state lines face complex regulatory requirements that vary by jurisdiction. OrbDoc’s compliance framework automates state-specific documentation requirements and supports multi-state provider credentialing.

Automated State Requirement Enforcement: When a provider initiates a telehealth visit, OrbDoc automatically identifies the patient’s location and the provider’s licensure states. The system then applies documentation requirements specific to that state combination, including:

• Required patient consent language for telehealth services
• Mandatory provider identification and credential disclosure
• State-specific follow-up care and emergency instruction requirements
• Documentation of technical adequacy for clinical decision-making
• Prescribing limitations and controlled substance restrictions

For example, Texas requires specific patient consent elements and provider identification in telehealth notes. When a Texas-licensed provider sees a Texas patient, these elements are automatically included in the note template. The provider doesn’t need to remember or manually add these components.

Licensure Tracking Integration: OrbDoc integrates with provider credentialing systems to track active medical licenses, DEA registrations, and state-specific telehealth registrations. The system alerts administrators when licenses are approaching expiration or when a provider attempts to see a patient in a state where they lack active licensure.

This prevents compliance violations and supports the complex credentialing workflows that multi-state telehealth platforms must manage.

Interstate Compact Support: For states participating in interstate licensure compacts (such as the Interstate Medical Licensure Compact), OrbDoc recognizes compact privileges and applies appropriate documentation standards. The system stays current with compact membership changes and state-specific compact implementation rules.

Payer-Specific Telehealth Requirements: Beyond state regulations, commercial payers and Medicare have specific telehealth coverage rules and documentation requirements. OrbDoc’s intelligence layer knows which payers cover telehealth for which service types and in which locations, flagging visits that may not meet coverage criteria.

For Medicare telehealth visits, the system ensures documentation includes required elements such as originating site information, telecommunications technology used, and whether the service meets Medicare’s telehealth coverage criteria.

HIPAA and Security Compliance: All voice recordings and AI processing occur within HIPAA-compliant infrastructure with end-to-end encryption. OrbDoc is designed to meet the security requirements that telehealth platforms must maintain for BAA agreements with healthcare organizations.

Our security architecture includes data residency controls, allowing telehealth platforms to specify that patient data from certain states or healthcare systems be processed in specific geographic regions to meet contractual or regulatory requirements.

Audit Trail and Compliance Reporting: Every documentation action is logged with comprehensive audit trails showing who accessed patient information, when notes were created or modified, and which AI models were used. This supports compliance audits and incident investigation.

Telehealth platforms can generate compliance reports showing adherence to state-specific documentation standards, helping demonstrate regulatory compliance to state medical boards and accreditation organizations.

Case Study: National Telehealth Network

A national telehealth platform serving 35 states with 800+ contracted providers implemented OrbDoc to address provider satisfaction issues and documentation quality concerns identified in internal quality audits.

Challenge: The platform’s provider network was experiencing 40% annual turnover, with exit interviews citing documentation burden as a primary dissatisfaction factor. Providers reported spending 90-120 minutes per day on after-hours documentation, and quality audits found that 23% of telehealth notes lacked required state-specific elements or sufficient clinical detail for billing compliance.

Implementation: The platform integrated OrbDoc with their proprietary telehealth technology and Epic EHR system over a 60-day implementation period. All providers received 30 minutes of training on voice documentation workflows, and state-specific templates were configured for all 35 operating jurisdictions.

Results After 6 Months:

• Provider Efficiency: Average documentation time per visit decreased from 8.5 minutes to 2.1 minutes, representing a 75% reduction in time spent on charting
• After-Hours Documentation: Providers completing notes outside scheduled hours dropped from 68% to 12%, dramatically improving work-life balance
• Provider Retention: Quarterly turnover rate decreased from 10% to 5%, with documentation satisfaction scores improving from 4.2/10 to 8.7/10
• Documentation Quality: Compliance audit findings for missing state-specific elements decreased from 23% to 3%, with AI-enforced templates ensuring consistent compliance
• Revenue Cycle: Clean claim rate for telehealth visits increased from 76% to 94%, reducing accounts receivable days and improving cash flow
• Patient Satisfaction: Overall patient satisfaction scores increased from 87% to 92%, with specific improvements in “provider seemed focused on me” and “provider explained things clearly”
• Provider Capacity: With reduced documentation time, the platform increased average daily visits per provider from 18 to 23, improving access without hiring additional clinicians

Provider Feedback: Post-implementation surveys showed that 89% of providers rated OrbDoc as “highly valuable” and 82% said it was the most significant improvement to their telehealth workflow in the past two years. Providers specifically appreciated the state-specific compliance automation, which eliminated the cognitive burden of remembering different states’ requirements.

Financial Impact: The platform calculated an ROI of 340% in the first year when accounting for reduced provider turnover costs, increased provider capacity, improved collections, and reduced compliance risk exposure.

Asynchronous Care Documentation

Beyond real-time video visits, virtual care platforms increasingly offer asynchronous consultation modalities that require different documentation approaches. OrbDoc supports the full spectrum of telehealth service delivery.

eVisit and Online Consultation Documentation: For asynchronous “eVisits” where patients submit written complaints and questions through a patient portal, OrbDoc can analyze the patient’s submitted information and generate a structured clinical note template that the provider can complete via voice.

The provider reviews the patient’s submission, speaks their assessment and plan into OrbDoc, and the system generates a complete note that incorporates both the patient’s written input and the provider’s voice documentation. This hybrid approach maintains thorough documentation while enabling efficient asynchronous response.

Store-and-Forward Specialty Consults: Telehealth platforms that facilitate specialty consultations via image and record review benefit from OrbDoc’s ability to document clinical impressions based on visual review. A dermatologist reviewing submitted photos, for example, can speak their findings: “Reviewing the submitted images of the left forearm lesion, I observe a 6mm irregular brown macule with asymmetric borders…”

The AI structures this spoken assessment into a formal specialty consultation note with appropriate formatting and clinical terminology.

Remote Patient Monitoring Data Integration: For telehealth platforms that incorporate RPM devices (blood pressure monitors, glucose meters, wearable sensors), OrbDoc can ingest device data and allow providers to document their interpretation via voice. The provider might say, “Reviewing the blood pressure logs for the past two weeks, I see readings consistently in the 145-150 over 90-95 range, indicating inadequate control. I’m increasing the lisinopril dose…”

The system creates a note that includes the RPM data visualization alongside the provider’s interpretation and treatment adjustment.

Triage and On-Demand Care Documentation: Platforms offering 24/7 on-demand care with nurse triage workflows can use OrbDoc for consistent triage documentation. Nurses conducting initial patient assessments can speak their findings, with the AI generating structured triage notes that feed into provider assignment algorithms and create continuity documentation when the case is escalated.

Multimodal Documentation Consistency: The key advantage of using a single AI scribe platform across synchronous video visits, asynchronous eVisits, RPM review, and specialty consultations is documentation consistency. Regardless of care modality, notes have consistent structure, quality, and compliance—simplifying quality auditing and improving care coordination.

Business Models for Telehealth Companies

Telehealth platforms can integrate OrbDoc through flexible business models designed to align with the economics of virtual care delivery.

Per-Visit Pricing: For platforms that bill on a per-encounter basis or operate on transaction-based revenue models, OrbDoc offers per-visit pricing where the platform pays only for documented telehealth encounters. This aligns costs with revenue and makes the service immediately cash-flow positive by reducing documentation time and improving billing quality.

Typical per-visit pricing ranges from $3-7 per documented visit depending on volume and integration complexity, substantially less than the revenue impact of improved efficiency and billing compliance.

Provider Seat Licensing: Platforms with contracted provider networks can license OrbDoc on a per-provider basis, paying a monthly fee for each provider who has access to AI documentation capabilities. This model provides predictable costs and unlimited usage, making it attractive for platforms with high visit volumes per provider.

Typical per-provider pricing ranges from $99-249 per month depending on feature set and integration requirements, comparable to the cost of traditional medical scribe services while offering superior accuracy and availability.

Platform Revenue Share: For telehealth platforms interested in deeper partnership, OrbDoc offers revenue share models where pricing is tied to platform growth and success. This aligns incentives and reduces upfront investment, making advanced AI documentation accessible to emerging telehealth companies.

White-Label Integration: Telehealth platforms can white-label OrbDoc’s documentation capabilities under their own brand, offering AI scribe functionality as a differentiated platform feature that attracts and retains providers. This creates competitive advantage in the crowded telehealth market where provider experience is a key differentiator.

White-label partners receive dedicated integration support, custom branding, and prioritized feature development aligned with their platform roadmap.

Enterprise Licensing for Health Systems: For telehealth platforms owned or operated by health systems, OrbDoc offers enterprise licenses that cover both the telehealth platform and the health system’s in-person care settings. This creates documentation consistency across all care venues and maximizes return on investment.

Implementation Support: All business models include comprehensive implementation support, including technical integration assistance, provider training materials, compliance template configuration, and ongoing customer success management. Most platforms achieve full deployment within 60-90 days from contract signature.

Getting Started with Telehealth Integration

Telehealth platforms interested in integrating OrbDoc’s AI medical scribe capabilities can begin with a technical consultation and proof-of-concept deployment:

Technical Assessment: Our integration team reviews your platform architecture, video technology stack, EHR connections, and state coverage footprint to design an integration approach that minimizes disruption and maximizes value.

Pilot Program: We recommend starting with a pilot group of 25-50 providers across representative specialties and states. The pilot typically runs 30-60 days and provides data on efficiency gains, documentation quality improvements, and provider satisfaction to inform full rollout decisions.

Provider Training: We provide turnkey training materials including video tutorials, quick-reference guides, and live onboarding sessions to ensure high adoption rates and optimal usage patterns from day one.

Compliance Configuration: Our compliance team configures state-specific templates and documentation requirements for all jurisdictions where your platform operates, ensuring regulatory compliance from the first documented visit.

Ongoing Optimization: Post-launch, we provide continuous optimization support, analyzing usage patterns, documentation quality metrics, and provider feedback to refine workflows and maximize ROI.

The future of telehealth is voice-first, screen-free, and seamlessly documented. OrbDoc enables telehealth platforms to deliver on the efficiency and quality promise that drove the virtual care revolution—transforming documentation from an obstacle into an accelerant of better care delivery.

Contact our telehealth partnerships team to discuss integration options and schedule a technical consultation: [email protected]