How One Dubai Vet Clinic Cut Documentation Time by 75% in Six Weeks

Green Creek Veterinary Centre in Dubai tested an AI documentation assistant to stop clinicians finishing the day with a backlog of notes. The pilot returned clinician time and made aftercare clear for owners.

Executive summary

Green Creek Veterinary Centre was losing clinician time and patient confidence to evening notes and repeat owner calls. The clinic ran a four week pilot of Plato MedScribe in early 2025. After six weeks the outcome was clear.

• Documentation time per consult: 12 minutes → 3 minutes
• After-hours note time per vet: 2 hours/day → 1 hour/day
• Same-day note completion: 50 percent → 90 percent
• Owner follow-up calls: reduced by 30 percent
• Daily appointment capacity: increased by 8 percent

These changes did not just save time. They reshaped how the clinic operates and the next sections show the full impact.

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The real clinic problem, in plain terms

Running a busy veterinary clinic in Dubai is a balancing act. At Green Creek mornings opened with wellness visits, mid-day brought surgeries, and afternoons meant follow-ups and urgent walk-ins. The team worked hard, but a few persistent problems kept coming back.

• Documentation backlog: Vets rushed between consults and left notes for evening completion, often finishing at 8 or 9 PM.
• Owner confusion: Verbal discharge instructions led to frequent calls asking "How much medication?" and "When do I come back?"
• Limited capacity: Full appointment books left no room to grow without extending hours or hiring staff.
• Burnout risk: Senior vets reported exhaustion from clinical care by day and documentation after hours.

That constant juggling cost the clinic time, energy, and reputation.

What Green Creek tried and why it did not fix the core issue

The clinic had already tested several common fixes. Each helped a little but none removed the evening workload from clinicians.

• Templates: Faster but too generic and missing key details for multi species cases.
• Scribes and assistants: Helpful but costly and dependent on hiring and training.
• Voice dictation: Reduced typing but still required vets to structure and edit notes later.

In short, the note remained the vet's job and the evenings stayed long.

The pilot setup that respected the clinic day

Dr Fatima Al Habsi was the first to feel the strain and she led a small pilot with strict rules: do not disrupt consults, keep setup minimal, and measure real outcomes.

• Plato Echo recorders in three consult rooms
• Wearable microphones for the surgery team
• 30 minute training session: press start, run the consult, press stop
• No EHR replacement - notes flowed into the existing practice management system

The test rule was simple. If the tool slowed the clinic or confused owners we would stop. It did not.

What happened during the pilot

The AI started working quietly in the background. Clinicians continued to care for patients while notes began to appear.

• Real-time structured notes: AI listened and drafted notes during consultations.
• Quick vet review: Clinicians reviewed drafts and made minor edits.
• Seamless EHR integration: Notes populated directly into the clinic's EHR with no extra steps.
• Plain-language owner summaries: Each visit generated a short, clear summary for owners automatically.

What changed in six weeks

Once Plato MedScribe was established, improvements were immediate and measurable. Workflows became smoother, evenings shortened, and owners noticed clearer instructions.

Documentation time

12 minutes → 3 minutes per consult

Impact: For a clinic with 30 consults per day this frees about 4.5 hours of clinician time each day. Over a month that adds up to more than 90 hours returned to the team.

After-hours work

2 hours → 1 hour per vet per day

Impact: Vets now leave earlier and return fresher, reducing burnout and improving morale.

Same-day completion

50 percent → 90 percent of notes completed same day

Impact: No more weekend catch-up and the clinic starts each week without a backlog.

Owner communication

30 percent reduction in clarification calls

Impact: Reception handles fewer interruptions and owners feel more confident with aftercare instructions.

Clinic capacity

8 percent increase in daily appointments

Impact: The clinic added consults without longer hours or extra staff, improving revenue and access.

Why it worked: three key factors

1. Zero workflow disruption
   Clinicians kept their normal exam flow. Start the consult, stop at the end, review the draft and finalise. No change to how vets speak or examine patients.
2. Clear owner instructions
   Automatic plain-language summaries removed common questions. Example: "Give Bella half a tablet twice daily with food for 7 days. Watch for vomiting. Call if she refuses food for more than 24 hours." These instructions improved compliance.
3. Mental bandwidth returned
   Vets stopped mentally drafting notes during exams. They listened more, noticed small clinical details, and enjoyed higher satisfaction.

Systems, security and cost

Behind the scenes the solution fitted the clinic's needs without replacing systems or adding risk. Highlights included:

• Practice management integration: Direct EHR integration, no system replacement required.
• Security: End-to-end encryption and healthcare-grade data handling, compliant with UAE regulations.
• Training time: 30 minute initial session, routine use within days.
• Cost: Lower than hiring permanent scribes or switching EHR systems.
• Billing impact: Structured notes improved coding accuracy and sped billing.

Measurable KPIs for your clinic

The clearest way to evaluate a pilot is to track a few simple metrics that reflect daily life in the clinic. These make it easy to show operational and clinical gains.

1. Average documentation time per consult (minutes)
2. After-hours note completion time per clinician (hours/day)
3. Same-day note completion rate (percent)
4. Owner clarification calls per week (count)
5. Daily appointment capacity (number)
6. Staff satisfaction indicators (survey)

What it felt like inside Green Creek

The clinic felt calmer. Clinicians reported better work life balance. Reception handled fewer frustrated owners. Most importantly, vets described being more present with animals and owners. That translated into clearer clinical notes and fewer missed details.