Why we use AI scribes in your sessions

AI scribes are secure digital tools that listens to live speech during your session. They then turn it into a draft clinical note for your psychologist to review.

We use AI scribes because they help us give you more focused care while still meeting our professional and legal responsibilities. They reduce the pressure for your psychologist to take notes during and after the sessions, freeing up timefor other important tasks related to your care.

AI scribes help your psychologist to have more time and space to;

• Be more present, thoughtful, and responsive in sessions.
• Plan your treatment and evaluate your outcomes.
• Liaise with your healthcare team.
• Stay up-to-date with research and engagee in training to further their skills and knowledge.

How we ask for and confirm your consent when using AI scribes

You remain in control of whether we use an AI scribe in your sessions.

• We explain our use of AI scribes in our information and consent form, provided to you for review prior to your first session.
• We ask for your consent each time before using a scribe, and we explain what it does and how your information is handled.
• You can decline, or change your mind at any point, without needing to justify your decision.
• Saying no will not affect your access to care, the quality of your treatment, or how we work with you in any way.

How we keep your information private and secure

You share very personal information in your sessions. We understand this can feel sensitive and exposed. Protecting your privacy and keeping what you say confidential is central to how we work, including when we use AI scribes.

To ensure we protect your personal information, we use AI scribes that provide the following:  

No audio or visual recordings

AI scribes listen to live speech during your session. They then turn it into a draft clinical note for your psychologist to review. No audio or video from your sessions are recorded or stored, so there is no ‘library’ of recordings to be accessed.

Encrypted from end to end

Any information handled by the scribe is encrypted using industry-standard protocols while it is being processed and while it is stored. This is similar to how secure banking and healthcare systems protect sensitive data.

Temporary processing, then deletion

Data used by the AI scribe is stored only for the short time needed to generate and finalise your clinical note. Once your psychologist has reviewed, edited, and saved the note into your secure health record, the scribe data is automatically deleted.

Kept on secure servers in Australia

The AI scribes used at Headstrong Psychology all process and store their data on secure servers located within Australia. This means your information remains under Australian privacy and health record laws.

Your psychologist stays in charge

Your psychologist is responsible for your care and clinical records. AI does not ‘decide’ what your diagnosis is, how you will be treated, or what is written in your file. Your psychologist always reviews, edits, and approves AI-generated notes. Your psychologist remains accountable for their accuracy and clinical content.

Guided by professional and ethical standards

We follow guidance from our registration body and regulators, including the Australian Health Practitioner Registration Agency (AHPRA)’s guidelines on the use of AI in healthcare.

Meeting our legal privacy responsibilities

Our practice is in line with our privacy policy and legal obligations as registered clinical psychologists under the Australian Privacy Principles and Health Records Act of Victoria.

Reviewing and improving how we use AI scribes

We regularly review how our AI scribes fit with our values of curiosity, collaboration, consistency, integrity, and excellence. We adjust our processes as standards evolve.

In summary, your privacy, our responsibility

If you have questions, concerns, or simply want to understand more about how AI scribes work, you are welcome to ask us at any stage in your care. Your comfort, safety, and trust are at the centre of every decision we make about our use of technology in your care.

Image credit: @brittjamesstudio