Use of Digital Tools and AI Transcription

To support your care, we use modern digital tools, including AI-based transcription systems, with careful safeguards in place.

AI-Powered Medical Scribe (In-Appointment Notes)

We may use an AI-based scribe tool during or following select appointments, such as examinations, to assist with real-time clinical note documentation. No decisions are made by AI; it is used solely to support recordkeeping. The scribe does not make any sound recordings - it simply creates a text-version of the conversation and helps with notetaking. All notes are then edited, saved to our secure software, and reviewed by your provider to ensure complete accuracy. The medical scribe used is carefully chosen to comply with dental and medical college standards for the safety of your information. For further security, we delete transcribed notes within 30 days of collection and we don’t include your full name attached to the notes. No radiographs or forms are uploaded into the software - it is strictly used to aid in recordkeeping.

The help with transcription of the appointment allows us to focus on you. There is often a lot of relevant information that we do not want to miss when doing examinations or consultations. This allows us to be more thorough, consistent, accurate, and to allow our providers to focus on you. Not all appointments are transcribed. The use of the scribe is based on the provider’s preferences and if you wish, you can opt out at any time.

Voice Call Recording & Transcription

Select incoming phone calls through our business lines may be recorded or transcribed. When patients call, a pre-recorded disclaimer notifies them that the call may be recorded for quality assurance purposes.

These recordings and transcriptions may be:
• Used to evaluate call quality and staff performance
• Analyzed using AI tools to generate summaries and quality scores
• Reviewed by management to assist with staff training
• Aggregated into anonymized statistics to support improvements in service delivery and decision-making

Access to these recordings and transcripts is strictly limited to authorized management personnel involved in staff training and operational oversight. Transcriptions are stored securely and are not linked to patient health records. We do not use recordings for clinical diagnosis or treatment planning, and no AI tools are used to make clinical decisions. To opt out, you can call the office directly at 613-695-2663.

Google

We use secure, encrypted email through Google Workspace, which may include Google AI features. These features help us improve clarity and efficiency in communication. No health information is used to train these models, and all data remains within the secure, encrypted Google environment. Access is limited to authorized team members, and emails containing health information are treated with the same confidentiality as other patient records.

Responsible Use of Technology

We take a thoughtful approach to adopting digital tools:
• All new tools undergo careful review and vetting before implementation • Tools are reassessed regularly to ensure continued compliance and data security
• Staff receive specific training on the proper use and handling of these tools
• Access to digital records is role-based and limited to those who need it to perform their duties

How We Protect Your Information

We take all reasonable steps to protect your personal health information, including:
• Secure electronic medical records with controlled access
• Staff training and signed confidentiality policies
• Physical safeguards for paper records (if applicable)
• Encrypted communications and secure digital platforms
• Privacy policies and regular audits to ensure compliance
• Regular on-site and encrypted cloud-based backups for cybersecurity

Sharing of Information

We do not disclose your personal health information without your consent, except where:
• Required or permitted by law (e.g., regulatory bodies, public health)
• Necessary to coordinate your care with other providers (with your consent)

Your Rights

As a patient, you have the right to:
• Access your health records
• Withdraw consent for certain uses (unless legally required).
• Ask questions about how your information is handled