Before recording a session with PatientNotes, it's important that your patient understands and agrees to the use of audio recording for documentation purposes. This article covers everything you need to know about consent — from the in-app consent screen to verbal scripts and written consent options.
The PatientNotes Consent Screen
By default, PatientNotes displays a consent screen at the start of every session. This screen prompts you to confirm that the patient has given verbal consent before recording begins.
Simply read the consent statement to your patient, confirm their agreement, and tap Consent Given to proceed to recording.
If You Capture Consent Another Way
If your practice already collects consent through a registration form, intake document, or practice management system, you can disable the in-app consent screen to streamline your workflow:
Go to Settings → Profile
Uncheck "Display the consent screen during session recording"
Click Save
You remain responsible for ensuring consent has been obtained — disabling the screen does not remove this obligation.
Verbal Consent Scripts
If you prefer to obtain consent verbally at the start of each session, here are some ready-to-use scripts:
"We use PatientNotes for clinical note-taking. It's a secure, encrypted platform. Your audio is processed to generate written notes and is automatically deleted within 30 days. Are you happy for me to proceed?"
"To help me focus on you during our session rather than writing notes, I use an AI tool called PatientNotes to record and transcribe our conversation. The recording is secure and deleted after 30 days. Is that okay with you?"
"I use PatientNotes, a secure audio-to-text system, for clinical documentation. It complies with all relevant privacy regulations. A simple yes from you is all I need — and you can opt out at any time."
Written Consent Options
For practices that prefer written consent, you can incorporate PatientNotes into your existing consent forms or registration documents. Here is suggested wording you can adapt:
"I consent for my consultation to be audio-recorded and processed by PatientNotes Pty Ltd for the purpose of generating clinical notes. I understand that the recording is encrypted, not shared with third parties for commercial purposes, not used for AI training, and will be automatically deleted within 30 days. I understand I may withdraw this consent at any time."
PatientNotes also provides sample clinic posters you can display in your waiting room to inform patients before they arrive:
Documenting Consent in Your Notes
If you need to record that consent was obtained within the clinical note itself, you can add consent fields directly to your templates. For example:
Session consent: [yes/no]
Treatment consent: [yes/no] — include any relevant details about the procedure discussed
Manipulation consent: [yes/no] — include VBI testing performed and results
See the related article: Adding Treatment Consent Fields to Your Notes
What Happens to the Recording?
Audio is processed to generate a transcript and clinical notes
Recordings and transcripts are automatically deleted after 30 days
Data is never used to train AI models
PatientNotes is compliant with HIPAA, GDPR, and the Australian Privacy Act 1998
For full details, see: Understanding Privacy and Security of PatientNotes
Need Help?
If you have questions about consent workflows or need guidance on how to communicate PatientNotes to your patients, contact our support team — we're happy to help.