Approve the workflow before recording
An AI scribe changes how appointment information is captured and processed. Before using it, assess the service’s data route, consent process, retention and staff access. Test with synthetic information first, and make sure the client can understand the proposed use.
Questions to resolve
- What is recorded or transcribed, and when does capture start?
- Which provider processes the information and in which locations?
- What audio, transcript or draft remains afterwards?
- Who can access it and how is access removed?
- What happens if the client declines or withdraws consent?
- Who reviews the final clinical record?
Do not infer the AI processor’s location from the practice system’s hosting location. Read the specific service information and your organisation’s policy.
Review clinical meaning, not only spelling
Check identities, dates, negatives, quantities and clinical terms. Confirm that the draft distinguishes what was reported from what the practitioner observed. Remove unsupported findings, diagnoses, risk statements or actions. The responsible practitioner needs to review and finalise the record.
Keep a workable alternative
The appointment still needs an appropriate documentation process when recording is unsuitable or the service is unavailable. Staff should know how to stop capture and continue with the approved alternative.
Use the OAIC’s AI privacy guidance as part of your assessment. Read CordoCare’s data boundaries and ask to see the consent and review steps in the current product.