Published template — completion and adoption required. Publication makes this form available for review; it does not sign it for any clinic, activate a feature, change an existing instruction or confirm that an operational commitment has been tested. Complete the clinic-specific particulars and conditions before execution or use.

Version: 2026-09-28_v3 Published: 28 September 2026 Status: Clinic notice template. The clinic adopts it after completing the route and retention conditions below. Publishing it does not enable recording or replace an existing notice without adoption.

Preconditions for use

The clinic has approved the purpose and lawful basis, adopted a recording/transcription notice, given Brigid its written retention instructions, confirmed the provider/region and logging arrangements, and verified deletion and backup expiry. Staff know how to pause, stop and handle a refusal. The workflow records the patient's decision for the consultation. A general app agreement or permission for a future feature is insufficient.

This script covers recording and transcription. If an approved draft-note feature is also used, explain that additional purpose expressly before the patient decides; do not describe it as raw transcription alone. Patient-record AI permission is required for patient information, including when a clinician dictates their own note about a patient. The clinic recording procedure is an additional requirement for recording a consultation.

Before recording starts

“I would like to record the sound of this consultation and use a speech-to-text service to produce a transcript. I will check the transcript and your clinical record. If we also use an approved AI draft-note feature, I will explain that separately before you decide. You can say no, or ask me to stop, and that will not affect your care. Our recording notice explains who processes the audio, where it goes and how long we keep it. Would you like me to explain anything before you decide?”

Give the patient a real opportunity to decide. If they decline, do not start the recorder and take notes through the ordinary workflow. If they ask to stop, stop capture and explain how any audio already captured will be handled. Record the actual choice without inventing a grant from silence.

Where the audio and transcript go

Use the clinic's completed notice to name the actual provider, service, locations, recipients and periods. Describe Google Cloud Speech-to-Text on the approved EEA route only after that is verified for the release. Distinguish storage from processing/support access. State a no-training or provider-retention claim only to the extent supported by the applicable terms and account configuration. Do not say “and that's it” if backups, operational logs or other recipients exist.

A deletion request

“I have recorded your request. We will check what can be deleted, explain any information we need to retain and tell you the applicable timescale. Deleting a recording is separate from retaining the medical record of your care.”

Route the request through the clinic's rights procedure. Distinguish stopping access, soft deletion, removal from active storage and expiry of backup copies. Confirm completion only when the relevant steps have been verified, and explain any residual lawful retention. Do not promise that every clinical record must always be kept or that clicking Delete instantly erases every copy.

Adoption record

No default clinical-record period is imposed by this script. Where a patient declines, provide the non-recorded workflow without disadvantage. Any separate consent requirement must be satisfied through the approved clinic process.

General note staff prompt

“Choose General note only for administration that contains no patient information, such as an office reminder. If this recording concerns a patient, choose Patient note and select that patient before recording.”

This is a staff declaration, not proof that software can detect every patient detail in audio.

Download the exact document (Markdown)

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Source: docs/legal/RECORDING_NOTICE_SCRIPT_2026-09-28_v3.md