AI Scribe Policy
1. Purpose and Scope
This policy outlines the procedures and responsibilities for using AI scribe technologies at 360 Med. It is designed to ensure proper patient consent, data protection compliance, and clinical accountability when using these tools.
2. Background
360 Med has implemented AI scribe solutions to reduce administrative burden and enhance the patient experience. These technologies monitor consultations and generate notes to be reviewed and approved by clinicians before integration into patient records.
3. Clinical Responsibility
3.1 Ultimate Responsibility
Clinicians maintain full and complete responsibility for all documentation entered into patient records. The use of AI scribe technology does not transfer or diminish this responsibility in any way.
3.2 Verification Requirements
- Clinicians MUST review the entirety of each AI-generated transcription for accuracy and completeness before saving to the patient record.
- Clinicians must make any necessary corrections or additions to ensure the documentation accurately reflects the consultation.
- The clinician is responsible for ensuring all clinical coding is appropriate and accurate.
3.3 Documentation Procedures
Currently, clinicians must manually copy and paste the verified transcription into EMIS. Future integration may streamline this process, but verification requirements will remain unchanged.
4. Patient Consent
4.1 Explicit Consent Requirement
Explicit consent MUST be obtained from each patient before using AI scribe technology in a consultation. Consent must be clearly documented in the patient record.
4.2 Consent Procedure
Clinicians MUST explicitly ask for consent at the beginning of each consultation before activating the AI scribe. The clinician should briefly explain:
4.3 Consent Statement
The clinician will take patient consent beforehand and will advise that AI Scribe technology helps document patient conversations in the consultation. This helps clinicians to focus more on the patients instead of taking notes. The clinician will review what was transcribed before it goes into the patient’s record. The patient is completely free to decline the use of AI Scribes.
4.4 Declining Consent
If a patient declines, the clinician must:
5. Data Protection and Security
5.3 Training Data Usage
Data from AI Scribes are anonymised and may be used for training their AI systems. Patients should be informed of this distinction if they specifically inquire.
5.4 Compliance
AI Scribe systems operate in compliance with GDPR and have received necessary DPO approvals.
Additionally, all reasonable measures will be taken to comply with legal responsibilities under:
6. Implementation and Training
6.2 Clinician Acknowledgment
All clinicians intending to use AI scribe technology must sign an acknowledgment form provided by the Practice Manager confirming that they have read, understood, and will adhere to this policy.
Policy Version: 1.0
Approved By: 360 Med
Date: 2 September 2025
Next Review Date: 2 September 2026