HearScribe is a documentation assistance tool. YOU, the qualified healthcare professional, retain full and final responsibility for all clinical decisions, diagnoses, treatments, and patient care.
If you do not understand or agree with any AI-generated content, you must delete or replace it with your own clinical judgment.
What HearScribe Does
HearScribe uses artificial intelligence to assist with clinical documentation by:
- Audio Transcription: Converting spoken consultation audio to text in real-time
- Note Generation: Creating structured clinical notes, patient summaries, administrative tasks, and GP letters
- Image Analysis: Extracting data from clinical images (audiograms, tympanograms, otoscopy photos, questionnaires)
- Clinical Terminology: Correcting common audiological speech recognition errors
What HearScribe Does NOT Do
HearScribe is NOT:
- A medical device for diagnosis or treatment
- A replacement for clinical judgment or training
- A decision-making tool for patient care
- Guaranteed to be 100% accurate
- Approved or regulated as a medical diagnostic tool
Transcription Errors:
- May mishear similar-sounding clinical terms
- May struggle with accents, background noise, or unclear speech
- May incorrectly transcribe patient names, medications, or measurements
Note Generation Errors:
- May hallucinate facts not mentioned in the consultation
- May misinterpret clinical context or significance
- May omit important details
- May use inappropriate clinical terminology
Image Analysis Errors (Higher Risk):
- May misread frequencies, thresholds, or measurements
- May incorrectly classify hearing loss type or severity
- May confuse symbols (O, X, <, >) on audiograms
- May fail to identify poor quality or non-standard images
- Higher error propensity than text-based AI
Your Professional Responsibilities
✓ The Edit/Delete Principle
Every piece of AI-generated content must be reviewed by you. If any content is incorrect, unclear, or you disagree with it for any reason:
- Edit it - Correct the information to reflect your clinical judgment
- Delete it - Remove content that is wrong or inappropriate
- Replace it - Write your own notes if AI output is unsuitable
Never use AI-generated content you don't fully understand or agree with.
Clinical Verification Checklist
Before using any AI-generated content, verify:
- ✓ Patient details are correct (name, age, medical history)
- ✓ Clinical findings match your examination
- ✓ Recommendations align with your clinical judgment
- ✓ Medical terminology is accurate and appropriate
- ✓ No fabricated information ("hallucinations")
- ✓ Tone is professional and suitable for the recipient
Image Analysis - Extra Caution Required
AI vision models have higher error rates than text models. When using image analysis:
- Always cross-check extracted values against the original image
- Verify frequencies, thresholds, and symbols manually
- Do not rely solely on AI interpretation for clinical decisions
- Treat AI analysis as a first draft requiring verification
Data Protection & Patient Privacy
HearScribe is designed with privacy by default:
- Audio recordings stored only in your browser
- Transcripts stored only in your browser
- Clinical images stored only in your browser
- Generated notes stored only in your browser
- No patient data stored in HearScribe databases
- Data deleted when you close the browser or click "Next Patient"
Your Role as Data Controller
Under GDPR and UK data protection law:
- You are the data controller - responsible for patient data
- HearScribe is the data processor - processes data on your instructions
- You must have appropriate legal basis for processing (patient consent, legitimate interest, etc.)
- You must comply with your professional body's record-keeping requirements
- You are responsible for storing final notes in your practice management system
Third-Party AI Processing
To generate notes and analyze images, HearScribe sends data to:
- Google Gemini API - for AI generation and vision analysis
- This is temporary processing for the purpose of generating your documentation
- Google processes data under their terms of service and data processing agreements
- You should review Google's AI terms and privacy policies
Professional Standards & Regulation
Regulatory Status
HearScribe is NOT a medical device. It is a documentation assistance tool. It is not:
- Regulated by the MHRA (Medicines and Healthcare products Regulatory Agency)
- CE marked as a medical device
- Intended for diagnosis or treatment
- A replacement for your clinical expertise
Professional Body Requirements
You must ensure your use of HearScribe complies with:
- HCPC (Health and Care Professions Council) standards of conduct
- Your professional indemnity insurance requirements
- Your employer's policies on AI use (if applicable)
- NHS information governance requirements (if treating NHS patients)
Best Practices for Safe Use
Before Using HearScribe
- ✓ Ensure you understand its capabilities and limitations
- ✓ Check your professional indemnity insurance covers AI-assisted documentation
- ✓ Review your practice's data protection policies
- ✓ Consider whether to inform patients you're using AI assistance
During Consultations
- ✓ Focus on the patient, not the technology
- ✓ Ensure clear audio recording (speak clearly, minimize background noise)
- ✓ Capture all relevant clinical information verbally
- ✓ Take clinical images yourself (don't rely on AI to capture everything)
After Note Generation
- ✓ Review every section of generated notes
- ✓ Verify against your clinical findings
- ✓ Edit or delete incorrect content
- ✓ Add any missing information
- ✓ Ensure appropriate tone for each note type
- ✓ Save final notes in your secure practice management system
When NOT to Use HearScribe
Consider alternative approaches in these situations:
- Emergency or urgent care situations requiring immediate action
- Complex medico-legal cases requiring detailed contemporaneous notes
- When patient explicitly objects to AI use
- If you're not confident in your ability to verify AI output
- When treating vulnerable patients who may not understand AI assistance
Support & Questions
If you have questions about:
- Technical issues: contact@hearscribe.com
- Clinical responsibility: Consult your professional body or medical defence organization
- Data protection: Consult your practice's data protection officer or legal advisor
- Professional indemnity: Contact your insurance provider
HearScribe is a powerful tool that can save you time and improve documentation quality. However, it does not replace your clinical training, experience, or judgment.
You are the qualified healthcare professional. You make the final decisions. You are responsible for patient care.
If in doubt, trust your clinical judgment over AI output.