AI scribe and clinic software for medical and clinical oncology

The oncology note, in the order the specialty reads it

Built in wai's clinic template library, the oncology template opens with the diagnosis, the stage and how it was reached, the histology and the markers that steer treatment. Then come the treatment intent, the line and regimen, the cycle number and date, the toxicities and the performance status, the results the oncologist reviewed, and the decision to treat, delay or reduce. The clinic's own template and phrase library sit beside it, shared across every oncologist, and the Clinician Plus plan adds bespoke templates for a tumour site or a trial clinic.

Toxicity is graded on the Common Terminology Criteria for Adverse Events. The National Cancer Institute released version 6.0 in 2025, and its grades run from 1, mild, to 5, death related to the adverse event.³ Performance status uses the ECOG scale, from 0, fully active, to 4, completely disabled, with 5 for death.⁴ The scribe drafts the grade the oncologist says aloud, never one it infers, and the oncologist reads each grade before signing.

Codes are suggested from the note, each shown beside the line of the consultation it rests on. In ICD-10 as used in the UK and the Gulf, typical codes are C50.9 for malignant neoplasm of breast, unspecified, C18.9 for colon, unspecified, C34.9 for bronchus or lung, unspecified, C61 for malignant neoplasm of prostate, and Z51.1 for a chemotherapy session for neoplasm. US ICD-10-CM extends several of these, for example by laterality and sex for breast, so a US clinic confirms the full code. SNOMED CT is suggested beside them, and procedure codes, CPT in the US and OPCS in the UK, stay with the clinic's coder.

The letters that leave an oncology clinic

Most oncology letters go to the patient with a copy to the GP. The Academy of Medical Royal Colleges recommends writing outpatient letters directly to the patient, says that should be the default setting for an AI scribe, and says the clinician checks every document a scribe produces.⁷ The oncology letter carries the diagnosis in plain words, the treatment and cycle, any dose change and why, the warning symptoms, the 24-hour number, and what the GP is asked to do.

The MDT needs a different document. NHS England's guidance lists the core data a patient must have before being listed not for full discussion, including the diagnosis date, stage, performance status, histology, comorbidities, trial eligibility, genomic testing and the patient's preference.⁵ wai drafts that summary from the consultation and the record for the oncologist to check. Referral letters carry the question for the specialist, and results letters explain a scan or a marker in plain language. The referral letter guide sets out what each one needs.

A cancer consultation in the patient's own language

Bad news and consent to treatment are the consultations where language matters most. wai captures consultations in 60 languages, among them English, Arabic, Spanish, French, Portuguese, Italian, Russian, Polish, Turkish, Urdu and Mandarin. English can be mixed in one consultation with Spanish, French, Portuguese, Russian, Italian, Dutch, German, Hindi or Japanese, and the other languages are captured in that language.

The signed note is written in English for the record, or in another language the clinic chooses, so the MDT and the GP read the same document. The patient's summary can be translated into their own language beside it, with the 24-hour line and emergency numbers kept exactly as written. The guide to multilingual consultations and the multilingual scribe page explain how a family member's interpreting is handled.

Clinic software for oncology clinics, from cycle bookings to toxicity calls

Every cycle depends on the bloods before it. wai Admin sends the recall for pre-cycle bloods, each message approved by a person, and patients request the cycle review through booking links that read each oncologist's calendar. In the UK, pathology orders go out and results come back through TDL, and each result reaches the patient with the oncologist's own comment and a plain explanation of each marker.

Toxicity calls land in one thread per patient, with calls, email, web forms and WhatsApp together. Before anyone replies, the patient memory brief shows the regimen, the date of the last cycle and the last bloods, each fact traced to the letter or result it came from. The triage itself stays with the nurse or oncologist, using the UK Oncology Nursing Society's 24-hour triage toolkit for patients who have had systemic anticancer therapy.⁶ wai drafts the written follow-up, and a person approves it before it is sent.

After the visit, the signed plan goes home in plain words and each scan request, referral and follow-up is tracked until it is done. Invoices to the insurer, deposits and payment links run through the clinic's own Stripe account, and family members can see letters and messages with the patient's consent. Chemotherapy prescribing stays in the clinic's own prescribing system. The clinic management software page covers the full front desk.

One pre-cycle review, start to finish

Take a 58-year-old man with colorectal cancer that has spread to the liver, seen before his fifth cycle of oxaliplatin and capecitabine. He says the tingling in his fingertips now lasts between cycles and he struggles with shirt buttons. He has loose stools twice a day more than usual, he walks the dog each morning and has gone back to light work.

The oncologist says aloud that she grades the neuropathy at 2 and the diarrhoea at 1, and that his performance status is ECOG 1. She reviews the bloods with him and reduces the oxaliplatin dose for this cycle. The draft records the regimen and cycle number, each toxicity with its grade, the bloods as she read them, the dose reduction and the reason, and the advice to call the 24-hour line for a temperature or diarrhoea that does not settle. wai suggests C18.9, C78.7 for secondary malignant neoplasm of liver, and G62.0 for drug-induced polyneuropathy, each beside the line it came from.

She corrects the cycle number, which the draft took from an earlier remark, confirms C18.7 in place of C18.9 because the primary is sigmoid, and signs. The letter goes to the patient, copied to the GP, with the dose change and the warning symptoms in plain words. The front desk sends the recall for bloods before cycle six, tracks the CT scan due after it, and the patient's daughter, with his consent, sees the letter in the app.

The evidence behind wai's method

The note is one part of the day the evidence measures. In a randomised trial of 238 outpatient physicians across 14 specialties at UCLA Health, the ambient scribe with a significant effect cut the time spent writing each note by about 41 seconds, against 18 seconds in usual care.¹ At The Permanente Medical Group, 3,442 physicians used an ambient scribe across 303,266 encounters in its first ten weeks.² That is why wai takes on the bloods, the letters, the calls and the follow-up as well as the note.

Oncology already runs on shared structure. Toxicity has one grading system across trials and clinics,³ the ECOG performance status scale dates from 1982,⁴ and NHS England sets the core data an MDT needs.⁵ wai drafts to that structure and holds every draft until the oncologist signs it.

Language changes outcomes. In a systematic review of 33 studies, 76% found at least one outcome better when patient and physician shared a language other than English.⁸

Measured in a working clinic. At The Wellness in London, which runs on wai every day, every clinician has 15 hours a week back, as published in the customer story.⁹

Where to start

Start with pre-cycle reviews for one oncologist and one tumour site. Build the template around diagnosis, stage, regimen, cycle, CTCAE grades, ECOG status and the decision, run it for two weeks, and count corrections to grades and cycle numbers. In the second week, switch on the recall for pre-cycle bloods and the results explained for the same patients.

Then add the letter to the patient and the MDT summary. The wai Clinicians page shows the scribe, the specialties hub lists the other specialties, and haematology and palliative care cover the clinics that share many oncology patients. Prices are on the pricing page.

Frequently asked questions