AI Scribe Frequently Asked Questions
Audio processing: Is raw audio recorded or retained? If so, where is it stored, for how long, and who can access it? If audio is only processed transiently and not stored unless the clinician chooses to save it, please could you confirm this?
Audio is processed securely within WriteUpp’s existing infrastructure during the session. The audio and transcription are not retained and are deleted after the encounter is finalised.
Recordings, transcripts and draft notes: Are full transcripts created and stored? Are draft AI-generated notes stored separately from the final clinical note? Can recordings, transcripts and drafts be deleted independently of the final note?
The AI Scribe generates a draft note during the session to support clinical documentation. This draft isn’t stored as a separate record unless you choose to save the content into a note/form.
AI model and subprocessors: Which AI model, speech-to-text provider or third-party supplier is used? Are any subprocessors involved in the AI Scribe functionality?
WriteUpp's AI Medical Scribe processing is handled by sub-processor GSV AI Labs. As processing by GSV AI Labs takes place on servers in the US, a DPA is in place between WriteUpp and GSV AI Labs, which ensures GDPR compliance. This, in conjunction with the WriteUpp Terms of Service, ensures that any data handled through AI Medical Scribe follows the appropriate safeguards for GDPR.
Use of customer data: Is client data, audio, transcripts, draft notes or final notes ever used to train, fine-tune, evaluate, improve or benchmark AI models or the WriteUpp platform?
Client data (including audio, transcripts or notes) is not used to train or fine-tune AI models.
Data location: Where is the audio processed? Where are recordings, transcripts and draft notes stored?
Processing of the transcript for AI Scribe involves secure handling within WriteUpp, including via the sub-processor mentioned as above. When the final note/form is saved to WriteUpp, they are stored within EU Data Centres in line with our standard data storage.
Contractual and processor terms: Does WriteUpp remain the data processor for this AI Scribe functionality? Has the Data Processing Agreement been updated to cover AI Scribe and any subprocessors?
WriteUpp continues to act as a data processor. The AI Scribe functionality operates within existing data protection frameworks. If you use AI Medical Scribe, the first time it opens, you’ll see some terms and conditions relating to the Scribe itself which may also help.
Retention and deletion: What are the retention periods for recordings, transcripts, draft notes, final notes, audit logs and backups? Can retention settings be configured by the clinician or practice?
The audio and transcription are deleted after the encounter is finalised. Any of the data you choose to then save follows the same principles as the wider WriteUpp platform. You retain control over what is saved and can manage records in line with your own retention policies and regulatory requirements.
Security and access controls: Please could you provide details of encryption, access controls, audit logs, support access, breach notification processes and any relevant certifications or security assessments that apply specifically to AI Scribe?
All data is protected using encryption in transit and at rest, consistent with WriteUpp’s ISO 27001 certified security management system. Access to data is controlled via role based permissions within the platform managed directly by you as the Site Administrator. More information on this and the wider WriteUpp Terms of Service can be read here: https://www.writeupp.com/terms-of-service?
Accuracy and clinical safety: What are the known limitations of AI Scribe? Has it been tested in paediatric, allied health or speech and language therapy contexts? How does it manage background noise, multiple speakers, children’s speech, disordered speech, accents or AAC use?
The AI Scribe is designed as a documentation support tool and not a clinical decision-making system. Outputs should always be reviewed and validated by the clinician before being finalised. As with all speech-based systems, accuracy may vary depending on factors such as background noise, accents or multiple speakers.
Clinicians should inform clients if AI tools are used as part of documentation workflows, in line with your own privacy notices and transparency obligations. As the recording isn’t retained after processing, it wouldn’t form part of a Subject Access Request. Any data saved within the record would be included.
Regulatory and clinical governance position: Has WriteUpp assessed whether AI Scribe is a medical device or whether it is purely an administrative documentation support tool? Is the AI tool you are using listed on the NHS AVT self certification registry? Has WriteUpp completed its own DPIA and clinical safety assessment or equivalent documentation?
AI Scribe is intended to support administrative documentation rather than provide clinical decision support. WriteUpp continues to assess regulatory requirements and ensure compliance with applicable standards, including data protection and clinical safety considerations.