SLEEP AND LUNG CARE

How we use an AI scribe for your clinical letters

Privacy notice for patients · Last reviewed [date] · Version 1

Practice to confirm before publishing: the items in [square brackets], the name of the AI provider currently configured (OpenAI, United States, or Microsoft Azure OpenAI, Australia East — see ENV_AND_SECRETS.md), and review by the practice privacy officer / medical defence organisation.

What the tool does

Your specialist uses a documentation tool that turns their dictation — and, with your consent, a recording of the consultation — into a draft letter to your GP or another doctor. The draft is always checked and edited by your specialist before it is sent. The tool does not make diagnoses or treatment decisions; it only helps write the letter.

Your consent

Recording of a consultation happens only after you have been told about it and agreed. You can say no, or ask for the recording to stop at any time, and your care will not be affected. Your specialist can still dictate the letter afterwards without recording you.

What is collected and where it goes

Audio — the dictation or consultation audio is sent, over an encrypted connection, to a speech-to-text service to be transcribed. The service is instructed not to keep the audio, and the practice's own server does not store it. While a recording is in progress, the audio is held temporarily on the doctor's own device only, until it has been transcribed.
Transcript and draft letter — the text is processed by an AI language model to write the draft. Neither the transcript nor the draft is stored on the practice's server.
The finished letter — is saved in your specialist's practice Google Workspace account (Google Drive) and in the practice clinical record, in the same way as any other letter about your care.

The AI provider used by the practice is [OpenAI, United States / Microsoft Azure OpenAI, Australia East]. Data sent to the provider is used only to produce your transcript and letter and is not used to train the provider's AI models. The practice's application servers are located in Australia (Sydney).

Safeguards

Only clinicians with a practice account can use the tool, and every use is logged (who, when and what type of document — never the content).
Every letter is checked automatically against what was actually said, and medication names are checked against the Australian PBS listing, before your specialist reviews it.
Your specialist reads and approves every letter. Nothing is sent to your GP automatically.

Your rights

Under the Privacy Act 1988 (Cth) and the Australian Privacy Principles you may ask to see the information we hold about you, ask for it to be corrected, or make a complaint. Contact the practice on [phone] or [email], or write to [Practice Privacy Officer, address]. If you are not satisfied with our response you may contact the Office of the Australian Information Commissioner (oaic.gov.au).

Questions

Please ask your specialist or reception staff if you would like to know more about how the tool is used in your care.