AI Scribe Policy

AI scribes are a secure and advanced tool that assists clinical staff during consultations by documenting the conversation they have with their patients. It is designed to support clinicians by saving time and making sure that medical records are up to date and information given is accurately recorded.  Dr Basdanis reviews and approves the notes captured by the AI Scribe before they are added to your patient record. 

AI Scribes are designed to comply with strict data protection regulations, including GDPR. All data is processed securely and confidentially. Your privacy is very important to us. Please see below for information on the scribe we are using currently, Heidi.

Types of Personal Data Processed

Heidi processes two main types of personal data during consultations:

  • Patient Information: This includes the patient’s name, contact details, medical history, diagnosis, treatment information, and any other information shared during consultations.

  • Clinician Information: This includes audio recordings capturing the clinician’s voice and any professional identifiers, such as names and titles.

Purpose and Legal Basis for Processing

The processing of data with Heidi is done to support clinicians in maintaining accurate and timely medical records.

The lawful basis under the UK GDPR that apply for the processing is:  

  • Article 6(1)(e): Public Task

  • Article 9(2)(h): Necessary for the provision of health or social care

Data Retention and Security

Data Retention: Audio data captured during consultations is temporarily stored for transcription and is deleted once the clinician verifies and finalises the documentation in the Electronic Health Record (EHR).

Data Security: Data is encrypted during processing and stored on NHS-compliant secure servers located within the UK. Only authorised staff and clinicians have access to this data.

Access to AI-transcribed data is restricted to healthcare providers directly involved in delivering your care and treatment.

Your Rights

Patients have the right to:

  • Access the data that is created using the Heidi AVT system and any data held on this

  • Object to having their data being processed using the Heidi AVT system

  • Rectification: Request correction of any inaccuracies in their health records.

If you wish to exercise the rights detailed above please let us know.