Guidelines on Audio Recording Consent in DigitalTCO
DigitalTCO offers multiple options for note-taking, including saved audio, real-time transcription, and post-appointment dictation. Each option has different considerations for consent. While we provide general recommendations, please consult your indemnity provider for requirements specific to your practice.
Consent Recommendations for Audio Recording in DigitalTCO
- Post-Appointment Dictation
- Description: In this method, notes are dictated after the patient has left, with no patient interaction.
- Consent Needed: None. Since you’re simply recording your own notes, this is equivalent to typing or hand-writing notes, and no patient consent is required.
- Real-Time Audio with No Saved File
- Description: The AI transcribes notes as you speak in real-time, but no audio file is retained.
- Consent Needed: Not formally required, though it’s recommended to inform the patient that AI is being used to assist with note-taking. This is similar to a nurse transcribing notes live.
- Saved Audio Recording
- Description: This method saves the audio recording as a supplementary medical-legal record.
- Consent Needed: Written consent is recommended, along with verbal consent at the start of the recording, to ensure clear understanding.
Process for Saved Audio Recordings
If you choose to save audio as part of the patient’s record, DigitalTCO ensures that this process is GDPR-compliant:
- Unique Audio ID: Each saved recording is assigned a unique Audio ID linked to the patient’s record, allowing easy retrieval if needed.
- Access and Retrieval: In case of a patient request or complaint, locate the audio file in DigitalTCO under the Audio List. You can download the relevant file for review or further action.
- Data Retention: DigitalTCO retains audio files for a minimum of 11 years, as per GDPR guidelines. This ensures long-term access to records in accordance with legal standards.
Additional Information
If you’d like more details on DigitalTCO’s privacy policies or have specific consent questions, we’re happy to provide any additional documentation.
You can find an example form here with further information:
Summary
- Post-Appointment Dictation: No consent needed, as this is equivalent to traditional note-taking.
- Real-Time, Non-Saved Audio: Informing the patient is recommended, but formal consent isn’t required.
- Saved Audio Files: Obtain written and verbal consent, assign a unique Audio ID, and store in compliance with GDPR.
If you have any further questions, please don’t hesitate to contact us. We're here to support a streamlined and compliant documentation process.