AI Consent Form
Purpose: We use an AI voice-to-text service to help our team quickly and accurately create your pet's medical notes after the consultation, allowing us to focus more time on your pet's care.
Note taking occupies a lot of time that we feel could be better spent caring for you and your pet more comprehensively as well as allowing us more time to see pets in emergency situations.
Some of our vets are now using voice recording software to help record their medical notes.
Do you mind if they do this? It allows them to spend more time talking to you and looking at
your pet as well as increases our chances of being able to help pets in an emergency.
We have some more information below if you'd like to think about it.
What are you agreeing to?
· Recording Consent: I give my clear permission to audio capture my conversations with the veterinary team during this and future consultations.
· How We Use the Data: The audio capture is converted into text and sent securely to a third-party AI provider. This data (including our conversation and your pet's history) is used only to draft the clinical notes.
· Data Security & Location: I understand the AI service provider may be based overseas. Because their local laws may be different from the New Zealand Privacy Act, I acknowledge that:
- The overseas provider may not have to protect your information in a way that, overall, matches New Zealand's privacy rules.
· No Other Use: I confirm the data will not be used for marketing, selling, or training public AI models by either the Clinic or the third-party service.
Your Rights and Choices
· You Can Say No: I understand I can refuse this service. If I refuse, no audio capture will take place, and our team will write the notes manually. This will not affect the quality of care my pet receives.
· You Can Stop Anytime: I can withdraw my consent for future use at any time.
· Verbal Check: For future consultations, we will verbally confirm your ongoing consent to use the AI scribe at the start of the appointment.
Declaration
By signing below, I confirm that I have read and understand this form, including the information about data being processed overseas, and I voluntarily agree to the audio capture of my consultations for the sole purpose of generating my pet's medical record.
HOSPITAL CONSENT FORM
Frequently Asked Questions
Why Does My Veterinarian Use Voice Recording for Medical Notes?
At our veterinary hospital, some of our veterinarians use secure voice recording software to create medical notes during or immediately after your pet’s consultation. We understand that you may have questions about how this works and how your privacy is protected. The information below explains why we use this technology and how it benefits both you and your pet.
Why does my veterinarian use voice recording software?
Voice recording allows your veterinarian to document your pet’s medical history, examination findings, diagnosis, and treatment plan more efficiently. Instead of spending valuable consultation time typing or writing notes, your veterinarian can focus more attention on your pet and on speaking with you.
What are the benefits for me and my pet?
Using voice recording software means your veterinarian can:
• Spend more time interacting with your pet
• Maintain better eye contact and communication with you
• Explain conditions and treatment options more clearly
• Answer your questions without constantly turning to a computer or writing notes
• Complete medical records more efficiently and accurately
In short, it helps us provide a more personal and attentive consultation experience.
Are my conversations being recorded?
The veterinarian may make a voice recording for the purpose of creating your pet’s medical record. The recording is used only to generate clinical notes and is not used for marketing, advertising, training external systems, or any other unrelated purpose.
Where are the recordings stored?
The recordings are stored locally and securely within our veterinary practice systems only. They are not uploaded to public services, shared with third parties, or made available for other uses.
Can my information be used elsewhere?
No. The recordings and the information contained within them cannot be used elsewhere outside our veterinary practice systems. They are used solely to create and maintain your pet’s medical record.
Is my privacy protected?
Yes. Protecting your privacy and your pet’s medical information is extremely important to us. The recordings are handled in accordance with applicable privacy and veterinary record-keeping requirements, and access is restricted to authorised members of our veterinary team.
Does this replace written medical records?
No. Your pet’s official medical record remains a written clinical record. The voice recording is simply a tool that helps the veterinarian create that record more efficiently.
Can I ask questions about this during my appointment?
Absolutely. If you have any questions or concerns about the use of voice recording software, please let your
veterinarian or one of our team members know. We are happy to explain how it works and how your
information is protected.
