Use Google Docs AI to Build Your Personal Scribe Handbook
What This Does
Google Docs' AI creates a structured personal handbook template — your central reference for physician preferences, specialty terminology, common medications, and documentation standards — that compounds in value the longer you maintain it.
Before You Start
- You have a Google account (free)
- Google Docs is open at docs.google.com
- You've completed at least 1-2 weeks of scribing (so you have real content to fill in)
Steps
1. Open a new Google Doc and set up the title
Go to docs.google.com, open a blank document. Title it: "My Scribe Handbook — [Specialty] — [Your Name]." Press Enter to move to the body.
What you should see: A blank document with your cursor below the title.
2. Generate the handbook structure with "Help me write"
Click in the body and look for the blue pencil "Help me write" icon in the left margin, or press Tab. In the input box, type:
Create a medical scribe personal handbook structure for [specialty] scribing. Include sections for: physician documentation preferences (with a table), top 30 specialty diagnoses reference, common medications list, EHR shortcuts and SmartPhrase library, daily shift checklist, and a monthly learning goals section.
What you should see: A multi-section document with headers, tables, and prompts in each section. Troubleshooting: If the output is too short, click "Refine" and add: "Expand the physician preferences section with space for 3 different physician profiles."
3. Fill in the physician preferences table
For each physician you work with regularly, fill in their dedicated table row: preferred note length (brief/standard/detailed), sections they care most about, phrases they always use, things they always remove from your notes, and their sign-off habits.
What you should see: A completed table that's searchable before any shift — especially useful when you're returning after time off.
4. Use "Help me write" to populate the diagnosis list
Click in the diagnoses section, then use "Help me write" again: "Fill in the 30 most common diagnoses for [specialty] with: correct documentation name, typical presenting symptoms, and standard A&P language."
5. Build your EHR shortcuts section
In the EHR shortcuts section, manually add the SmartPhrases and shortcuts your clinic uses that aren't in any manual. Ask your senior scribe or check with your supervisor for what's already built in your facility's Epic/Cerner instance.
6. Review and save monthly
Set a calendar reminder on the last day of each month to update your handbook. Add new diagnoses you encountered, document new physician preferences, and refresh the medication list as you learn new drugs.
Real Example
Scenario: You're starting your third month and have worked with 3 different physicians. You have scattered notes in your phone and paper reference sheets that are falling apart.
What you type in "Help me write": "Create a one-page physician profile template for a medical scribe with fields for: physician name, specialty, preferred note length, sections they always expand, phrases they frequently use, phrases they always remove, documentation pet peeves, and sign-off habits."
What you get: A clean fillable template you can duplicate for each physician you work with.
Tips
- Keep this doc pinned in Google Drive and set a shortcut in your browser — it should take 30 seconds to open on your phone before a shift
- Use Ctrl+F (or Cmd+F on Mac) to quickly search the handbook mid-shift for a diagnosis or medication
- Share read-only access with your scribe supervisor so they can add coaching notes to your handbook
Tool interfaces change — if a button has moved, look for similar AI/magic/smart options in the same menu area.