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Eka Care - Building Native Experience for Scribe

#1 Understanding Product

Product Overview

This is a comprehensive, web-based EMR system designed to manage, OPD end-to-end for doctors. It facilitates patient registration, appointment management, consultation documentation (including patient history, symptoms, diagnosis, vitals, medications, investigations, and notes), billing, and analytics. Its core function is to streamline the clinic workflow and enable quick prescription generation.

Users Serving to

The primary users of both Eka Doc Tool and Eka Scribe are doctors (General Physicians, Specialists), along with their clinic administrative staff (for registration, appointments, and billing). This case study focuses specifically on the doctor's experience with consultation and note-taking.

Understanding the Tools they are offering

Analyzed the provided descriptions and YouTube links for Eka EMR and Eka Scribe to grasp their existing functionalities, workflows, and the current disconnect.

Eka Scribe

Eka Scribe is an AI-powered tool designed to streamline the consultation process for doctors. It works by:

Real-time Transcription and Documentation: It listens to and understands doctor-patient conversations, transforming them into accurate digital prescriptions in real-time. It captures details like symptoms, medical history, and prescribed medications.

Multilingual Support: It can handle consultations that include multiple languages, such as Kannada, Hindi, and English.

Organized Output: After the consultation, it generates output in two main sections:

EMR Pad: This section organizes key information like lab results, symptoms, patient history, current medications, allergies, and family history in a structured manner. This information can be easily copied to an EMR pad.

Clinical Notes: For cases where an EMR pad isn't used, this section provides a more detailed transcription of the entire consultation with clear headings for the treatment plan, clinical findings, and other instructions.

Automated Prescription Generation: Once the doctor reviews the generated information, an instant digital prescription can be created from the consultation.

The primary goal of Eka Scribe is to make the intake workflow in clinics more efficient, allowing doctors to focus more on patient care.

EMR (specifically the EMR Pad within the Eka Doc tool)

The Eka Doc tool is an online-based platform that helps doctors manage their Out-Patient Department (OPD) end-to-end. As part of this, it includes an EMR (Electronic Medical Record) Pad.

Patient Overview: Within the Eka Doc tool, when a doctor starts a consultation, they can access a patient's complete medical history through the EMR Pad. This includes past prescriptions, lab reports, X-rays, and vital comparisons over time.

Medical Record Upload: Medical records can also be uploaded and stored in the patient's profile within the EMR Pad.

Integration with Eka Scribe: As mentioned above, Eka Scribe's output can be easily copied to an EMR pad, providing structured patient information.

In essence, Eka Scribe is an AI-powered transcription and documentation tool that feeds into an EMR system like the EMR Pad within Eka Doc, helping to create and organize digital patient records and prescriptions efficiently.

#2 Problem Business Identified

Problem Brief

Currently, the extension feels like a separate tool layered on top of Eka EMR, rather than a cohesive part of the experience.

How product want to solve it

Reimagine the Eka Scribe extension so that it feels like a native, integrated part of Eka EMR — even though it will continue to function as a browser extension.

You do not need to redesign the entire EMR. Instead:

Focus on how the extension can blend seamlessly into the existing EMR interface and experience

Showcase its use in filling the “Patient Medical History” section, and one more section of your choice (e.g., Symptoms, Diagnosis, Vitals, medications, or any other section.)

Understanding Problem

The lack of "nativeness" stems from several key user experience breakdowns inherent when an external tool is simply layered on top of a primary application:

Visual & Branding Disparity

Context Switching and Cognitive Load

Friction in Data Transfer (Manual Copy-Pasting)

Disjointed Control and Status Feedback

Current Problem Statement

Doctors using Eka EMR experience inefficiency, increased cognitive burden, and a fragmented workflow due to the Eka Scribe Chrome extension operating as a disconnected tool that necessitates manual data transfer and interrupts their focus during patient consultations.

Defining Problem Statement using “How Might We" Question

How might we seamlessly integrate Eka Scribe's Trigger and capabilities directly into the Eka EMR interface to reduce context switching and manual action for doctors, making it feel like a native feature.

How Success will look like

Doctors perceiving Eka Scribe as an inherent, seamless feature of Eka EMR rather than a separate tool. Result in significant usage of scribe, easy to trigger and interact, and higher overall satisfaction with the integrated platform.

#3 Understanding User

Users Proto Persona

Dr. Priya Sharma

Demographics:

Name: Dr. Priya Sharma

Age: 45

Profession: General Physician (GP)

Location: Urban clinic, moderate patient volume.

Goals:

Deliver high-quality, empathetic patient care.

Streamline administrative tasks to maximize time with patients.

Ensure accurate and complete patient records for continuity of care and legal compliance.

Generate prescriptions rapidly without sacrificing accuracy.

Behaviors:

Uses EMR system daily for all patient interactions.

Prefers digital tools over paper.

Often multitasks during consultations (listening, observing, typing/documenting).

Values efficiency and reliability in software.

Needs & Motivations:

A single, cohesive workflow for consultation, documentation, and prescription.

Automated data entry where possible, especially for repetitive tasks.

Intuitive interfaces that require minimal learning curve.

Confidence that technology is assisting, not impeding, patient interaction.

Pain Points (as related to Eka Scribe):

Having to manage a separate Scribe pop-up while simultaneously interacting with the EMR.

The tedious "copy-paste" routine to transfer notes, breaking her flow.

Feeling that Scribe is an "extra step" rather than a supportive feature.

Visual clutter or distraction caused by external UI.

Concerns about data integrity during manual transfer.

#4 Understanding Constraint and Opportunity

Product Contraints we have (Assumed)

It should be extension only, as doctor are already using it, so we can’t make huge behavioural change for them

Tech Contraints (Assumed)

As whole system is built around data coming from extension, so making it natively will be very difficult and time taking, so keep it as extension only and feel free to make changes required into it.

How much modification can be done on extension?

It is absolutely possible to open extension content directly into an EMR system with your own custom design language, even while maintaining it as a Chrome extension.

This is achieved primarily through Content Scripts within the Chrome Extension architecture. Here's how it works and why it's the best solution for achieving a "native feel"

Injecting Own Design Language is possible in extension UI

Did any other Platform did this before?

To understand till what extent this can be modified Loom: While primarily a screen recording tool, Loom's Chrome extension integrates a small control panel directly into browser tabs, especially on communication platforms like Gmail or Google Meet, making the recording process feel more integrated into your workflow.

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This UI triggered when we tap on their extension, which clearly shows that we have full control on the way user interact with this extension UI. Along with this their are multiple application which took this kind of UI control over Extension UI including Salesforce, HubSpot, Zoho CRM.

#5 Ideations

After brainstorming around multiple possible ways by keeping Doctor behaviour and current system working in consideration, identified multiple ideas:

Ideas Identified

#1 Aligning Scribe UI with EMR Design System

The Scribe extension's UI components (like recording controls, status indicators, and review areas) are directly injected into the Eka EMR's existing HTML structure (DOM), rather than appearing in a separate pop-up or window. Crucially, this injected content dynamically adopts the EMR's stylesheet, including its exact fonts, color palette, spacing, and component styling.

This makes Scribe's interface visually identical to the EMR, creating a cohesive visual brand and eliminating any jarring "external tool" appearance. It literally becomes a visual component of the EMR page.

#2 Making Trigger and Scribe Flow part of EMR with Intuitiveness.

Scribe's interactive elements and display areas are strategically placed within the relevant EMR sections or as seamlessly integrated modules (e.g., a slim control bar at the bottom, or an expandable panel within a patient's consultation view). The EMR's existing workflow triggers (like "Start Consultation" button clicks) are leveraged to initiate Scribe's actions.

This eliminates the need for context switching. The doctor interacts with Scribe's features right where they need them within the EMR's established layout, making it feel like a built-in feature of the EMR itself.

#3 Context-Aware Automation & Smart Triggers:

The extension becomes "smart" about the doctor's EMR workflow. It utilizes content scripts to listen for specific events or state changes within the EMR (e.g., a "New Patient Visit" being opened, navigation away from an active consultation). Based on these triggers, Scribe can automatically prompt to start recording, intelligently pause/resume, or provide contextual suggestions.

This proactive behavior makes Scribe feel like an intelligent assistant that anticipates the doctor's needs, rather than a passive tool that requires constant manual attention. It seamlessly integrates into the doctor's cognitive flow.

#6 Visuals

Lo-Fi design

Complete Workflow for How Scribe Can be integrated in better way

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Hi-Fidelity Visuals

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Dev Checks

Need to check if we can control Start/Pause/End Event of extension from bottom bar.

Need to check if we can make extension box movable, so that user can put it anywhere on screen

#7 Usability Testing Plan

Method: Recruit 5-7 practicing doctors who regularly use EMRs (ideally some currently using Eka EMR or similar systems). Conduct moderated remote usability sessions, encouraging "think-aloud" protocols.

Scenario-Based Tasks: Provide realistic clinical scenarios that mimic their daily workflow:

"Imagine a new patient, Mr. Sharma, has just arrived. Start his consultation and use Scribe to document his initial patient history."

"Now, continue the consultation. Mr. Sharma is detailing his current symptoms. Observe how Scribe populates the 'Symptoms' section."

"Review the automatically populated 'Patient Medical History' and 'Symptoms' sections. Make any necessary corrections or additions."

"Complete the consultation and finalize the notes. How does this compare to your usual process?"

Key Focus Areas & Qualitative Questions:

Perceived Integration: "Does Scribe feel like a natural, built-in part of Eka EMR, or a separate tool you're using concurrently?"

Ease of Use & Intuition: "How intuitive were the Scribe controls within the EMR?" "Was the real-time text population distracting or genuinely helpful?"

Efficiency & Time Savings: "How did this workflow compare to your previous recording process in terms of time and perceived effort?"

Cognitive Load: "Did you feel less mental burden or context switching during the consultation compared to before?"

Pilot Program & A/B Testing (Post-Development - Live Environment):

Method: After the solution is developed, roll it out to a controlled pilot group of existing Eka EMR users. Simultaneously, maintain a control group using the old Scribe extension workflow. Implement robust analytics tracking.

Goal: Quantitatively measure the real-world impact of the new integration on key success metrics at a larger scale, and gather ongoing qualitative feedback from a larger user base.

Deliverables: Live usage data reports, comparative performance metrics between pilot and control groups, and an ongoing feedback loop for continuous improvement.

#6 Measuring Success

These metrics will provide concrete evidence of whether the design truly addresses the business problem and user pain points, achieving the desired native feel and efficiency.

Reduction in Note-Taking Time (Efficiency Gain):

Metric: Average time spent by doctors on the "note-taking" phase (from starting consultation to finalizing notes and closing the visit within the EMR) per patient visit.

Measurement: EMR usage analytics (timestamping entry into and exit from patient consultation/note-taking sections).

Target: A measurable 20-30% decrease in average note-taking time compared to the previous Scribe workflow.

Scribe Feature Adoption Rate (Integration Success):

Metric: Percentage of doctors (among those with Scribe enabled) who initiate Scribe directly via the integrated "Start Scribe Consultation" button within the EMR, indicating a strong preference for the new, native workflow.

Measurement: Analytics tracking click-through rates on the integrated EMR button versus clicks on the browser extension's toolbar icon.

Target: >80% of Scribe initiations occurring via the integrated EMR button.

User Satisfaction Score (Perceived Nativeness & Usability):

Metric: System Usability Scale (SUS) score specifically for the integrated Scribe experience, or custom Likert scale questions embedded directly within the EMR (e.g., "How seamlessly does Scribe integrate with Eka EMR?").

Measurement: Post-usage surveys with doctors, quarterly or monthly.

Target: A SUS score of 75+ for the integrated workflow, signifying excellent usability and a strong perception of nativeness.

Qualitative Feedback on "Native Feel" (Direct Impact):

Metric: Positive sentiment and specific comments from user interviews and open-ended survey responses regarding the "seamless," "intuitive," "part of the EMR," and "less context switching" aspects of the integration.

Measurement: Thematic analysis of qualitative feedback.

Target: Overwhelming positive mentions of the integration's native feel and perceived workflow fluidity, with a significant reduction in complaints about disjointedness.

#8 Next Steps

Upon successful validation of the designs through usability testing and positive initial metrics from a pilot program, the next steps would involve:

Full Development & Iteration: Commence full-scale development, maintaining close collaboration between design and engineering teams. Implement a continuous feedback loop from development to design for agile iterations.

Phased Rollout: Plan a strategic, phased rollout to the broader user base, starting with a small percentage and gradually expanding, monitoring metrics closely at each stage.

Post-Launch Monitoring & Optimization: Continuously monitor the defined success metrics, gather ongoing user feedback, and analyze usage data. This data will inform future iterations and optimizations for Eka Scribe and its integration with Eka EMR, ensuring long-term product success and user satisfaction.

Explore Further Integrations: Based on user feedback and success metrics, explore integrating Scribe's capabilities into other EMR sections (e.g., Vitals, Investigations, Treatment Plans) to further enhance efficiency and completeness of documentation.

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