PatientNotes

At our clinic, we prefer to use software called ‘PatientNotes’ to help us automate the documentation, which allows us to pay better attention to you.  We are doing this to improve your experience of our care and communication by:

  • Reducing the time the doctor spends taking noted in your consultation to allow more natural interactions.
  • Produce clear and more concise notes for future reference.
  • Allow us to provide you a with summary letter after your consultation highlighting the information you have provided, our
    impressions and plan.
  • Provide your referring doctor with clearer and more consistent updates on your treatment

Frequently Asked Questions

How does it work?

The software records and processes the consultation using A.I. software. The only identifying information provided is your preferred first name to assist in letter generation. The recording is processed on a server within Australia and is deleted after 30 days. The software vendor complies with all relevant Australian Privacy legislation and personal information.

Is the use of AI in healthcare safe and reliable?

We think of AI as an assistant to the medical practitioner rather than replacing the practitioner in any way. The role of PatientNotes AI systems are to help produce a draft for the practitioner. Beyond that, it’s up to the practitioner to make the required changes to ensure that the notes are accurate before adding them to a patient record. More broadly, PatientNotes believe AI has an incredible ability to analyse large amount of data and assist humans, but anything it produces must be validated by a qualified medical professional.

Does PatientNotes comply with all Australia privacy and data retention acts and legislation?

Yes. In Australia PatientNotes comply with the Privacy Act 1988, Health Records Act 2001 (Victoria) and other national legislation with regards to the storage of personal information. Privacy and Security is critical to their business and they take both incredibly seriously. An important design consideration that we have built into the system is to remove data that isn’t needed anymore, which is why all patient information is automatically deleted after 30 days

Where are PatientNotes servers located?

PatientNotes runs on servers located in Sydney, Australia. 

How does PatientNotes protect personal information

PatientNotes only store and disclose your personal information for as long as required for the purposes listed above. All consultation recordings are only accessed by their personnel where necessary and are otherwise automatically deleted after 30 days

PatientNotes only collect, hold, use and disclose sensitive information for the following purposes:

  • the primary purpose for which it is collected, to provide our services to your doctor;
  • secondary purposes that are directly related to the primary purpose for which it was collected, including disclosure to the below listed third parties as reasonably necessary to provide services;
  • to contact emergency services, or to speak with your family, partner or support person where we reasonably believe there is a serious risk to the life, health or safety of you or another person and it is impracticable for us to obtain your consent; and
  • if otherwise required or authorised by law
Who has access to the information?

All access to sensitive information is audited and reviewed on a regular basis to ensure access is absolutely required to provide our services. Sensitive data will never be shared for marketing or affiliate purposes.

PatientNotes may disclose sensitive information to:

  • Their employees and contractors; (when absolutely required)
  • IT data storage, cloud hosting and server providers limited to Microsoft, Google, Cloudflare, and Deepgram;
  • courts, tribunals, regulatory authorities and law enforcement officers, as required or authorised by law, in connection with any actual or prospective legal proceedings, or in order to establish, exercise or defend our legal rights; and
  • any other third parties as required or permitted by law, such as where we receive a subpoena.
Does PatientNotes use encryption?

Absolutely. Security and Privacy is critical to protecting personal information. PatientNotes encrypt all information in transit and at rest. 

I've been told not to trust ChatGPT or AI with patient information, is it ok to use this?

ChatGPT isn’t safe to use with patient information. Data entered into ChatGPT is retained for wider language learning models and often patient information is being entered into ChatGPT without consent. PatientNotes is different. Transcripts are heavily protected with layers of encryption and strict policies, stored in Sydney in Google’s HIPAA compliant data center, and automatically deleted after 30 days..

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