Stop typing notes after hours. Compare the best LLMs for AI scribing (ChatGPT vs. Claude vs. Gemini) and learn how to build your own automated note-taker in 3 steps.
What is an AI Scribe?
An AI Scribe is a software tool or workflow that listens to spoken conversation—like a patient consultation, a client discovery call, or an HVAC site visit—and automatically converts that audio into structured, professional documentation.
- •For a Medspa, this means turning a 15-minute consult into a perfect chart note.
- •For a Contractor, this means turning a walkthrough into a line-item estimate.
- •For a Vet, this means instant SOAP notes without staying late at the clinic.
The "Big Three" LLMs: Which is Best for Scribing?
ChatGPT
Best for Mobile Users
Pros:
- • Advanced Voice Mode
- • Real-time listening
- • Highly customizable
Cons:
- • Not HIPAA compliant by default
Claude
Best for Long Meetings
Pros:
- • Huge context window
- • Remembers 2+ hours
- • Natural, human tone
Cons:
- • Less fluid mobile voice
Gemini
Best for Google Workspace
Pros:
- • Integrates with Docs/Gmail
- • Great video/audio input
- • Google ecosystem
Cons:
- • Can be overly cautious
How to Build Your Own AI Scribe (In 3 Steps)
Step 1: Choose Your Input Method
Don't overcomplicate it. Use the dictation feature on your phone or a recording app like Voice Memos. Pro Tip: The ChatGPT Mobile App allows you to record and transcribe directly in one step.
Step 2: Create the "System Prompt"
This is the instruction manual you give the AI. Copy and paste the prompt below into your LLM of choice:
The "Universal Scribe" Prompt:
You are an expert administrative assistant for a [INSERT BUSINESS TYPE, e.g., Veterinary Clinic]. I will provide a raw transcript of a conversation. Your goal is to extract the key facts and format them into [INSERT FORMAT, e.g., SOAP Note / Estimate]. **Rules:** 1. Ignore filler words like 'um' or small talk. 2. Use professional, clinical, or business language. 3. Bold any action items or follow-ups. 4. Do not invent information not found in the transcript.
Step 3: Test and Refine
Record a mock consultation. Paste the text into the AI with your prompt. If it misses details, adjust the prompt (e.g., "Always include the patient's age").
Is This Safe? (A Note on Privacy)
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