How to choose the best AI scribe for your vet clinic

When building a high-performing veterinary team, it’s tempting to focus solely on technical expertise. After all, clinical expertise is non-negotiable for veterinary professionals, and support staff need technical skills to help a clinic operate smoothly. 

But hiring based purely on qualifications can overlook a critical element: culture fit. 

Team members who share your clinic’s values and work style help create a supportive and adaptable workplace. This leads to better client experiences, stronger teamwork, and, ultimately, better care for the animals you treat. A veterinarian’s ability to fit in with your clinic’s environment can be just as important as clinical skills.

Here’s how to define your clinic’s culture, screen applicants for the qualities you value, and make confident hiring decisions that support your clinic’s long-term success.

The foundation: define your clinic’s culture

Before you can hire for cultural fit, you first need to determine what your clinic’s culture truly is. 

Ask yourself:

• What values and practices do I want my clinic to embody?
• How do I want my team to collaborate and handle challenges?

Once you’ve identified these core elements, you can attract and retain team members who naturally align with your vision.

Here are a few examples to consider:

• If compassion is central to your practice, look for candidates who demonstrate empathy and a genuine desire to help both clients and pets.
• If your clinic is a fast-paced environment that requires adaptability, look for candidates who thrive under pressure and can adjust quickly to changing situations.
• If your clinic is progressive and embracing technology, like using AI scribes for documentation, ensure that candidates are comfortable working with new tools and eager to learn how technology can enhance patient care.
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Define the key behaviors that drive success

Once you've defined your clinic’s culture, it’s time to focus on the behaviors that matter most. Skills and experience may get someone through the door, but culture-fit behaviors will determine if they stick around and help elevate the team. Here are a few examples to get you started. 

Empathy
Veterinary professionals regularly deal with emotionally charged situations. A client’s distressed voice, a pet in pain, or a difficult diagnosis can trigger strong emotions. The ability to navigate these moments with empathy can calm anxious clients and ease pets’ fears.

Teamwork
The nature of veterinary work demands collaboration. From veterinarians to technicians to support staff, seamless teamwork is essential. Look for individuals who understand the value of collaboration and contribute to a positive, cooperative environment.

Flexibility
Veterinary work is rarely predictable. Emergencies happen, schedules shift, and things change rapidly. Candidates who thrive in fast-paced, ever-changing environments are essential to keeping operations running smoothly.

Communication
Clear, open communication is the backbone of any successful veterinary practice. From explaining treatment plans to clients to collaborating with team members, strong communicators foster trust, understanding, and efficiency.

Leverage behavioral interviews to find real-world fit

Once you’ve identified the key behaviors contributing to your clinic’s success, the next step is determining how well candidates will align with your clinic’s culture. One of the best ways to do this is through behavioral interviewing, which focuses on past experiences to predict how candidates will behave in future situations.

Unlike traditional interviews that often rely on theoretical questions, like “What would you do if…”, behavioral interviews ask candidates to reflect on real-life situations they’ve encountered. This method assumes that past behavior is the best indicator of future actions. It helps employers get beyond surface-level responses and uncover how candidates actually think, act, and react in situations that align with the job requirements.

For example, instead of asking a general question like “Are you a good team player?” — which is subjective and open to interpretation — behavioral interviews would ask, “Tell us about a time when you worked with a team to solve a problem. How did you contribute to the solution?” This approach allows you to gather concrete examples that show how a candidate’s values and actions align with your clinic’s culture.

Behavioral interviews matter because they allow you to dig deeper into a candidate’s experiences. They provide valuable insights into how a potential teammate handles challenges, interacts with others, and demonstrates core behaviors like empathy, teamwork, and flexibility. 

In a veterinary clinic, where stress levels can be high, clear communication and collaborative problem-solving are essential. Behavioral interview questions can help you identify candidates who have proven their ability to thrive in similar situations, ensuring they are a strong cultural and operational fit for your clinic.

Here are a few examples of behavioral interview questions that can help uncover a candidate’s cultural alignment:

• "Tell us about a time you went above and beyond for a client or coworker."
• "Give an example of how you’ve handled conflict in a team setting."
• "Describe how you approach an upset pet owner after a difficult visit."

Evaluate responses based on how well they align with your clinic’s values. For example, a candidate who offers specific examples of going the extra mile for clients or collaborating effectively with colleagues demonstrates behaviors that contribute positively to your clinic's culture.

Assess the emotional intelligence of candidates

Emotional intelligence (EQ) often separates the good from the great. EQ involves recognizing and managing one's own emotions and those of others, a vital skill when handling delicate situations with clients or co-workers.

Assessing EQ can be a bit more nuanced. During interviews, observe how they interact with current staff or how they’ve navigated emotionally challenging situations in the past.

For instance, ask questions like:

• "Tell us about a time when you had to manage a stressful situation while staying composed."
• "How have you handled emotionally charged situations in the past?"

Candidates with high emotional intelligence will demonstrate a calm, thoughtful approach to complex scenarios and show an ability to empathize with others, both of which are key to fostering a supportive and productive work environment.

 Build a diverse team while maintaining cultural alignment

While hiring for culture fit is essential, that doesn’t mean you should only look for candidates who are carbon copies of your current team members. In fact, hiring for diversity of thought and experience can strengthen your clinic’s culture. A diverse team brings new ideas, perspectives, and solutions, which can help your clinic grow and adapt to future challenges.

When hiring, consider how a candidate’s background, experiences, and unique qualities can complement your current team, ensuring a balance between shared values and fresh ideas.

That said, team dynamics are important. Gather feedback after interviews to involve your team in the hiring process. You want to hire individuals who share your clinic’s core values, complement existing staff, and contribute to the group's overall cohesion. Use team feedback during the interview process to get a better sense of how a candidate might fit in with the group.

Look for long-term potential in every candidate

A successful hire fits well today and can grow with your clinic in the long run. Look for candidates who are open to learning and adapting, particularly as your clinic evolves. It’s also important to assess their commitment to veterinary medicine and their potential for taking on more responsibility as your clinic expands.

Ask questions like:

• "What are your long-term career goals, and how do you see yourself growing in this role?"
• "How do you stay updated with the latest trends in veterinary care?"

Candidates who demonstrate a willingness to learn and develop will be better positioned to contribute to your clinic’s success well into the future.

Transform your practice with HappyDoc

HappyDoc helps you transform your entire approach to patient care. Your clinic's staff will have a personalized AI scribe that listens, takes notes, integrates with your software, and files the data away in the appropriate spot. HappyDoc works alongside you so you can be free to focus on what matters—your patients.

‍Schedule a demo to find out how your clinic can operate at its full potential, providing the highest level of care to every patient, every time.