AI scribes are one of the easiest AI tools to like. The tool listens during the visit, drafts the note, and gives you your evenings back.
It also means a recording of a private conversation between you and your patient is being sent to a vendor. Before you sign, get clear answers to these ten questions.
Privacy and HIPAA
- Will you sign a Business Associate Agreement? If the answer is no, or “we are HIPAA compliant, you do not need one,” stop there.
- Where are recordings and transcripts stored, and for how long? Ask whether the audio can be deleted once the note is finalized.
- Is our data used to train your AI? Ask whether you can opt out, and get it in writing.
- Who at your company can access our recordings? Ask whether that access is logged and reviewed.
Security
- Is data encrypted in transit and at rest, and does every user get their own login with multi-factor authentication? Shared logins are a red flag.
- Do you have an independent security audit we can review? A SOC 2 report is a common example.
Accuracy and workflow
- How well does it handle dental and surgical terminology? Ask to test it on your own kind of visits, not a demo script.
- Does it connect to our practice management software? Find out whether notes flow into the chart or have to be copied and pasted. Your software support team should be part of this conversation.
The practical side
- What do we need on our end? Microphones, tablets or phones, and solid Wi-Fi in every operatory. A scribe that drops out mid-visit is worse than no scribe, so check your network coverage first.
- What happens when we cancel? You should be able to get your data back and have the vendor delete its copies.
Remember who signs the note
An AI scribe writes a draft. The provider who signs the note is responsible for what it says. Build the review step into the day so drafts do not pile up, and watch closely in the first weeks for details the tool gets wrong, like tooth numbers, medications and dosages.
Do not skip patient consent
State laws on recording conversations vary, and some require consent from everyone being recorded. Decide how you will tell patients, add it to your forms, and give people a way to say no. Your attorney or state dental association can tell you what applies where you practice.
Run a short pilot
Start with one provider for two weeks. Compare the drafts with what was actually said, track how many corrections are needed, and ask the team whether it saved time. Then decide.
Red flags
- The vendor will not sign a Business Associate Agreement.
- No clear answer on whether your data trains their AI.
- Shared logins, or no multi-factor authentication.
- No way to delete recordings.
An AI scribe is one more system that holds patient information, so it belongs in your HIPAA risk assessment and under the same security and compliance practices as everything else.
Looking at an AI scribe for your practice?
Xceltek supports dental and oral surgery practices nationwide. We talk to software vendors on your behalf and can help you sort through the answers.
Common questions
Are AI scribes HIPAA compliant?
A tool is not compliant on its own. What matters is whether the vendor signs a Business Associate Agreement, how it protects the data, and how your practice uses it.
Who is responsible if the AI note is wrong?
The provider who signs the note. The AI produces a draft, and the provider reviews and corrects it before it becomes part of the record.
Do we need patient consent to record a visit?
It depends on your state. Some states require consent from everyone being recorded. Telling patients and giving them a choice is good practice everywhere.
