The University of Melbourne and Grampians Health are testing a data transcription AI program designed to assist clinicians in transcribing and dictating the clinical notes of patients for correspondence to GPs and healthcare providers, enabling them to spend more time caring for patients.
The project is a collaboration between the university’s Centre for the Digital Transformation of Health and Grampians Health, bringing together clinical expertise and innovative digital technology.
Grampians Health Chief Medical Officer Professor Matthew Hadfield said the partnership reflects a shared vision for improving regional healthcare.
“By working together, we’re creating smarter, faster, and more efficient clinical workflows that directly benefit regional communities. It’s a practical example of innovation improving healthcare where it’s needed most,” Professor Hadfield said.
“It will allow clinicians to complete notes more quickly, freeing up valuable time to focus on patient care.”
Grampians Health Head of Unit – General Medicine Ballarat, Dr Edward Ritchie said the AI dictation program will improve both efficiency and communication.
“By significantly reducing documentation time, the tool enables correspondence to be shared with GPs immediately following a consultation, rather than days later, supporting timely clinical decision making and continuity of care,” Dr Ritchie said.
The first stage of the project, rolled out at Grampians Health Ballarat in November last year, involved clinicians testing the AI program, delivered by medical transcription provider iMedX Australia in partnership with DeliverHealth, using clinical simulation.
A simulation phase is critical to identifying and evaluating the program’s effectiveness, benefits and risks. It also provides an opportunity to mitigate risks, fine-tune, and improve the program.
To further evaluate the AI tool’s effectiveness, clinicians have trialled the program for 12 weeks, dictating their notes into the system immediately after – but not while – seeing and treating patients. The trial does not directly involve patients.
Senior Research Fellow in Digital Health at the Centre for Digital Transformation of Health at the University of Melbourne, Dr Olivia Metcalf, said there is increasing pressure on the health workforce.
In regional Australia in particular, where a critical workforce shortage extends to medical records staff, the process of creating notes for files, referrals or follow-ups can cause delays, Dr Metcalf said.
“This project will see doctors test this AI program, so that this process is much quicker, saving valuable time in hospitals.”
“This would be a hugely time-saving and transformative digital tool and it’s exciting that Grampians Health is leading the way for hospitals across the state.”
The project is expected to help address the critical workforce shortages in regional Australia, with expectations that the technology could be implemented in other hospital settings.
Grampians Health Chief Information Officer Kate Nolan said the health service is excited to work with University of Melbourne to trial the use of AI scribes in a safe and structured way, in accordance with Victorian Government health guidelines.
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