Frequently Asked Questions
1. What is EZ Scribe
EZ Scribe is a company that handles medical documentation specifically tailored towards home health nurses both RNs and LVNs/LPNs. We prioritize helping nurses focus on patients, not paperwork! EZ Scribe helps nurses reclaim personal time and increase their income capacity. Our service lessens the burden of charting by assigning trained scribes who enter visit notes into the EHR in a professional, compliant format.
2. How does the virtual scribe service work?
It all starts with you, the nurse! While you are at your patient visit, you will be compiling all the information needed for the documentation to be done. Prior to EZ Scribe you would complete your visit and then take additional time to document the visit in the EMR. Now you simply send the information over the EZ Scribe, using our secure company email. Our scribe will get the information and begin documentation on your behalf. After sending the information over to us, you simply continue with your day knowing your documentation will be completed on time and accurately.
3. Which electronic health record (EHR) systems do you support?
EZ Scribe works with multiple charting platforms, including Kinnser, Devero, Data Soft, Synergy, Epic and Hospice MD, and can adapt to virtually any system your agency uses.
4. What types of notes can you document?
We accommodate all kinds of charting, primarily Home Health OASIS documentation to include: Start of Care (SOC), Resumption of Care (ROC), Recertification and Discharges.
We also accommodate follow up visit notes, wound care notes with photo uploads, supervisory visit notes, case conferences, medication records, admission orders and any other documentation that may be needed for the chart. Did you call the doctor for the patient visit that day? If so, send us the information on the communication and we can document that for you as well!
5. How quickly will my notes be completed?
After you submit visit information, typical turnaround time for OASIS documentation is between 24 and 48 hours. For follow up notes and any other documentation needs there is a slightly longer window for turn around time but it does vary based on the nurses company policy. If there is missing information, a EZ Scribe representative will contact you to request it before the scribe completes the chart.
6. Are the notes Medicare compliant and high quality?
Yes. EZ Scribe uses standardized templates and scribes trained in home‑health documentation to ensure notes are accurate, complete and compliant with Medicare guidelines. Notes always include the reason for skilled need and a patient‑teaching topic that correlates with the plan of care.
7. How do I send in visit information?
EZ Scribe will provide nurse clients with digital forms that can be filled out for each visit type. Once submitted the visit information is sent over to our scribe indicating documentation needs to be completed. Nurses can also send visit information in written or verbal format via voice notes. We strive to make things as easy as possible for the nurse so we accommodate a variety of methods for the nurse sending over visit information securely.
8. Do I need to give my EHR login credentials to EZ Scribe?
Yes, you must provide EHR login credentials or access codes so that scribes can enter and, if authorized, submit documentation. Credentials are used solely for charting purposes and are kept confidential.
9. Who is responsible for the final accuracy of the chart?
The nurse retains ultimate responsibility for clinical accuracy and patient care. Scribes assist with documentation but do not provide clinical opinions; you must review and sign notes unless you authorize EZ Scribe to submit them on your behalf.
10. Will I work with the same scribe each time?
EZ Scribe tries to assign the same scribe to each nurse whenever possible. This continuity helps scribes become familiar with your workflow and patient charts.
11. Can EZ Scribe submit notes directly to my EHR?
Yes. You may authorize EZ Scribe to sign and submit notes once they are completed, or choose to review and submit them yourself. You can change this preference at any time by notifying EZ Scribe in writing.
12. What happens if I forget to send some information?
If details are missing, the scribe will send a message asking for the needed information. However if you forgot to send pertinent information that is an unusual occurrence, you can send us the information at any time and we will add it into your documentation note, considering changes are still allowed by your agency. If the visit note is locked we will inform you that no further documentation is possible on the note and you may want to contact your agency for further assistance.
13. Are the scribes trained and HIPAA certified?
Yes. Every chart is completed by skilled scribes trained in medical data entry, EHR systems and compliance standards. Scribes sign non‑disclosure agreements and are HIPAA certified to protect patient privacy.
14. Is using EZ Scribe cost‑effective?
Yes. Nurses who use EZ Scribes service often have more time to complete patient visits and are able to accommodate a more robust case load without feeling overwhelmed. This directly increases their income potential. If the nurse decides to not increase their caseload, they have more personal time for family or selfcare needs. Contact us directly for note specific pricing.
15. What are the main benefits of virtual scribes?
Benefits include secure remote documentation (HIPAA‑compliant), cost and time effective documentation solution, improved work‑life balance since charts are completed efficiently and reliably. Nurses also benefit from having their full paychecks consistently as most agencies do not pay for visit notes that have not been documented.
16. Who can benefit from EZ Scribe?
Any home health nurse that is actively seeing patients. Agencies that need to improve documentation compliance among their nurses or agencies that want to offer charting services as a benefit to their nurses.
17. How do I get started with EZ Scribe?
Contact EZ Scribe via phone or email. You will be able to receive a service agreement that outlines documentation pricing and EZ Scribe protocols. Once approved all onboarding information is sent to you so your documentation needs can be taken care of.
18. What payment methods do you accept and when is payment due?
Payments are typically due on the Friday following the charting week or by the due date on the invoice. EZ Scribe uses Wave invoicing for direct payments and also accepts Zelle payments.
19. Can I cancel the service at any time?
Yes. Either party may terminate the agreement at any time with or without cause by providing written notice. Nurses can also stop sending patient visit information as notes are only documented when information is received.
20. What are your hours of operation?
Monday to Saturday 8am to 6pm PST