Policy on Audio Recording for AI Transcription for Medical Documentation

1. Purpose: The purpose of this policy is to outline the guidelines and procedures for audio recording sessions for the purpose of AI transcription for medical documentation at Psychvisit, with the assistance of Nextvisit AI. This policy ensures compliance with privacy regulations while enhancing the efficiency and accuracy of medical documentation through technological advancements.

2. Scope: This policy applies to all healthcare professionals, staff, and patients involved in sessions at Psychvisit, where audio recording for AI transcription is utilized.

3. Policy Statement:

   • All sessions conducted at Psychvisit for medical purposes will be audio recorded for the purpose of AI transcription to facilitate medical documentation.

   • The audio recordings will be conducted using Nextvisit AI, a trusted third-party service provider specializing in AI transcription for medical purposes.

   • The audio recordings will only capture audio content related to the medical consultation or session and will not include any non-medical discussions or personal information unrelated to the medical encounter.

   • The audio recordings will be securely stored and encrypted to ensure patient privacy and confidentiality.

   • Access to the audio recordings will be restricted to authorized healthcare professionals involved in the patient's care and Nextvisit AI personnel responsible for transcription services.

   • The audio recordings will be retained for a period of 30 days from the date of the session to allow for transcription and review purposes.

   • After 30 days, the audio recordings will be automatically discarded and permanently deleted from the system to maintain compliance with privacy regulations and ensure data security.

   • Patients will be informed of the audio recording process and its purpose prior to the commencement of the session, and their consent will be obtained in accordance with applicable privacy laws and regulations.

   • Patients have the right to request the deletion of their audio recordings from the system at any time, and such requests will be promptly addressed in compliance with privacy regulations.

4. Responsibilities:

   • Healthcare professionals conducting sessions at Psychvisit are responsible for informing patients about the audio recording process and obtaining their consent.

   • Psychvisit staff are responsible for ensuring the secure storage and deletion of audio recordings in accordance with this policy.

   • Nextvisit AI personnel are responsible for providing transcription services and adhering to privacy and security protocols established by Psychvisit.

5. Policy Review: This policy will be reviewed annually or as necessary to ensure its effectiveness and compliance with changes in regulations or technology.

This policy is effective immediately upon implementation and applies to all sessions conducted at Psychvisit for medical purposes. Compliance with this policy is mandatory for all staff and healthcare professionals involved in patient care.

Revision Date -4/13/2024-Faisal Rafiq MD.